STEM Rooms Calendar Sync: Avoiding Conflicting Room Bookings

This article applies if you have STEM Rooms integrated with an external Calendar system such as Microsoft Exchange.

To ensure that all bookings are accurately synchronised and available in both systems, it is essential that conflicting or overlapping bookings are never created — even temporarily.

What you need to know:

• When two bookings for the same room overlap in Microsoft Exchange, our system cannot synchronise the second booking. This means the duplicate or conflicting booking will not appear in the room booking platform and may result in confusion or missed meetings.

• Even if the overlap is only for a few seconds during editing or moving a booking, it still causes a conflict and prevents proper synchronisation.

Best practice when rescheduling or updating a meeting:

1. Delete any placeholder bookings before creating or moving a new meeting into that timeslot.

2. Ensure there is no overlap between bookings when adjusting times.

3. Avoid holding a temporary conflicting booking while editing. Always clear the original first.

Why this matters:
Creating overlapping bookings — even briefly — leads to errors in our integrated system and may result in lost or unsynchronised meetings.

Your cooperation in following this process is essential to maintain a reliable and accurate room booking experience for everyone.