Overview

Automatic Calendar Emails allow users to receive email notifications when reservations are created, updated, or canceled. These emails help ensure that users stay informed about their seat and room reservations. If automatic emails are disabled, users will not receive calendar notifications therefore their reservations will not be automatically added to their calendars.

Configuration Options

The following settings determine how automatic calendar emails function. These settings exist at both the global (environment) level and the user level. If a user has never configured their personal settings, they will inherit the global settings. However, if a user sets their own preferences, those will override the global settings regardless of what has been configured at the environment level. 

Personal Settings

Environment Settings

Send Seat Reservation Events to Users' Calendars

When enabled, users will automatically receive calendar emails when they create, update, or cancel a seat reservation. This will also automatically add and update the seat reservations to a user's calendar.

Send Room Reservation Events to Users' Calendars

When enabled, users will receive automatic emails when they create, update, or cancel a room reservation. This will also automatically add and update the room reservations to a user's calendar.

Prevent Emails for Assigned Reservable Seats

When enabled, seats that are configured as assigned reservable (also known as owner reservable) will not receive automatic reservation emails when a reservation is created on their calendars. However, users may still receive calendar updates from the linked Microsoft Exchange resource calendar, even if suppression is enabled.

Synced Calendar Email Suppression

Calendar email suppression allows organizations to control which attendees receive invitations when resources are synced to Microsoft. Depending on which suppression is chosen, only those specific resources and their Outlook calendar (e.g., a meeting room calendar) will receive event invitations, ensuring that attendees and the reservation owner do not get automatic calendar invites.

However, if a user is designated in Microsoft as the event “organizer”- either because the event was originally created in Outlook under their account or because it was created in Maptician with the Calendar Sync setting “Create User Calendar Reservations” enabled - they will still receive invite and update emails directly from Microsoft.

Important Considerations

• If additional users or external attendees are manually added to the event through Outlook, either at the time of creation or later, Maptician’s sync process will remove them. These users will receive cancellation notifications from Microsoft when they are removed.
• Suppression settings help prevent unnecessary emails but should be configured carefully to avoid disrupting workflows that rely on calendar notifications.

Suppression Options

• Suppress all attendee emails for Microsoft synced reservations
  • When enabled, all rooms and seats that are synced with Microsoft will have all attendees removed from invitations, ensuring that only the resource calendar receives the reservation details.
• Suppress attendee emails for Microsoft synced seat reservations
  • When enabled, any seat that is synced with Microsoft will have its reservations calendar invites remove all attendees. Room reservations will still automatically send invitations.
• Suppress attendee emails for Microsoft synced "assigned" seat reservations
  • When enabled, only reservations for assigned reservable seats that are synced with Microsoft will have attendees removed from invitations. Other seat and room reservations will still automatically send invitations.
  • Users that have reservations created for them on someone else's restricted seat will still receive calendar invitation notifications. This usually occurs when the user creating the reservation has permission to bypass the seat restriction and creates a reservation for another user who is not the owner of the seat.

Note: Calendar email suppression settings apply only at the global (environment) level. Users do not have personal-level suppression options.