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Admin Troubleshooting

Common issues and resolutions for RoomVox administrators. For user-facing issues, see the User Troubleshooting.

Rooms Not Appearing in Calendar Apps

Room not visible to users

Possible cause Solution
Room is inactive Toggle Active in the room editor
Permissions exclude the user/group Check the room's permissions; remember effective permissions are the union of room + room group
Browser cache Ask user to hard-refresh (Ctrl+Shift+R / Cmd+Shift+R)
Debug GET /apps/roomvox/api/debug/rooms (admin only) lists registered rooms

Room not visible in Apple Calendar / Outlook / Thunderbird

CalDAV clients cache resource lists. Force a full resync, or restart the client.

Email Issues

No emails being sent

Checklist:

  1. Email notifications enabled — RoomVox Settings → "Enable email notifications"
  2. Nextcloud SMTP configured — Settings → Administration → Basic settings → Email server
  3. Test Nextcloud email — use the "Send email" button in Basic settings
  4. mail_smtpsecure is set — a common omission. Set tls for port 587 or ssl for port 465

Emails from wrong sender address

Configuration Sender
Room has @roomvox.local email Nextcloud system sender
Room has real external email Room email address
Per-room SMTP configured SMTP username (envelope sender), room email is Reply-To

Verify the SMTP provider allows sending from the configured address.

"550 Sender address rejected"

The sender domain doesn't exist in DNS or isn't authorized. Check mail_from_address + mail_domain in config.php.

"Connection timed out"

mail_smtpsecure is missing. Set to tls for port 587 (STARTTLS) or ssl for port 465.

Test email works but booking notifications don't

  • Verify RoomVox Settings → "Enable email notifications" is ON
  • Verify organizer and managers have email addresses in their Nextcloud profiles
  • Check nextcloud.log for RoomVox email errors

See Email Configuration for complete SMTP setup.

Calendar Patch Issues

Room browser not showing after patch deployment

Likely cause: Browser cache serving old JavaScript.

Try:

  1. Hard-refresh: Ctrl+Shift+R / Cmd+Shift+R
  2. Clear browser cache completely
  3. Verify the patch was deployed: 
    ls -la /var/www/nextcloud/apps/calendar/js/

Room browser shows after NC update but rooms are empty

A Nextcloud or Calendar-app update may have overwritten the patched files.

Try:

  1. Redeploy the calendar patch: ./deploy-calendar.sh <target>
  2. If the Calendar app version changed, review stock changes and update the patch — see Calendar Patch

"resource_booking_enabled" error (NC33)

NC33 hides the resource picker if no room backend is registered.

Try:

  1. Verify RoomVox is enabled: occ app:list | grep roomvox
  2. RoomVox registers a room backend automatically — the flag should be true
  3. If the issue persists, disable and re-enable RoomVox

Permission Issues

User can see room but can't book

The user has Viewer role but not Booker. Add them or their group as a Booker.

Manager can't see bookings tab

The user may not have Manager role on any room.

  • The booking overview shows bookings across rooms the user can manage
  • Verify the user has Manager role on at least one room
  • Nextcloud admins always see all rooms and bookings

Booking declined as "Booking not permitted" for a user that should have access

The iTIP sender may resolve to zero or multiple Nextcloud users (typical for LDAP/AD setups where the same email exists on multiple accounts).

Since v1.1.1, the log is warning level and names the sender email, match count, and resolved UIDs, so duplicate-account configurations are immediately visible. Check nextcloud.log for the warning.

General Issues

Admin panel not loading

Cause Fix
Missing or corrupted JS build cd /var/www/nextcloud/apps/roomvox && npm ci && npm run build
Nextcloud JS/CSS cache sudo -u www-data php occ maintenance:repair
JavaScript errors Check the browser console (F12)

Room data seems corrupted

RoomVox stores everything in IAppConfig. Inspect with:

sudo -u www-data php occ config:app:get roomvox rooms_index
sudo -u www-data php occ config:app:get roomvox room/<roomId>

The debug endpoint also exposes the room snapshot: GET /apps/roomvox/api/debug/rooms.

If a specific room is broken, delete and recreate it. Since v1.1.0, no per-room data is silently dropped — responsibleContact is now in the whitelist on both create and update endpoints.

Public API Issues

401 — "Missing or invalid Authorization header"

The Bearer token is missing or malformed.

  • Include the header: Authorization: Bearer rvx_your_token_here
  • The header is case-insensitive (bearer works too)
  • Tokens start with rvx_

401 — "Invalid or expired API token"

  • Check the token exists in Settings → API Tokens
  • Check the token's expiration date
  • Create a new token if needed

403 — "Insufficient permissions"

The token's scope is too low for the requested action.

Scope Allows
read Listing rooms, reading bookings
book Above + creating bookings
admin Above + statistics + admin operations

If the token is restricted to specific rooms, it only accesses those rooms.

400 — "Date range must not exceed 365 days"

Reduce the date range to at most 365 days. For statistics, use the default range (last 30 days) or specify a shorter period.

CSV Import — "File too large (max 5MB)"

Split the file into smaller parts, or remove unnecessary columns or rows. Export from the source system with fewer fields.

Log Locations

# Nextcloud log (includes RoomVox errors)
tail -f /var/www/nextcloud/data/nextcloud.log

# Filter for RoomVox entries
tail -f /var/www/nextcloud/data/nextcloud.log | grep -i "roomvox"

# Filter for email/SMTP errors
tail -f /var/www/nextcloud/data/nextcloud.log | grep -i "RoomVox.*mail\|smtp"

# Filter for scheduling errors
tail -f /var/www/nextcloud/data/nextcloud.log | grep -i "RoomVox.*schedul"

See Also