Booking Rooms

RoomVox makes rooms available as standard CalDAV resources. This means you can book rooms directly from any calendar app that supports CalDAV resources — no separate booking interface needed.

How It Works

When an administrator creates a room in RoomVox, it becomes available as a CalDAV resource. When you add this resource to a calendar event, RoomVox automatically:

1. Checks your permission to book the room
2. Verifies the room is available at the requested time
3. Checks against availability rules (allowed days/times)
4. Checks the booking horizon (maximum advance booking period)
5. Either auto-accepts the booking or marks it as tentative (pending manager approval)
6. Sends email notifications to the organizer and managers

Booking from Nextcloud Calendar

Standard Resource Picker

1. Create a new event or edit an existing one
2. In the event editor, find the Resources section
3. Start typing the room name in the search field
4. Select the room from the results
5. The room shows capacity and address in the dropdown
6. Save the event

Visual Room Browser (Calendar Patch)

If your administrator has installed the calendar patch, you'll see an enhanced room browser instead of the standard picker:

• Browse all rooms grouped by building
• Filter by availability, capacity, building, and facilities
• Search by name, building, address, or floor
• Room cards show status (available/unavailable), capacity, and floor
• Click + to add a room, - to remove it

Searching Rooms

Type in the search field to filter rooms by name, building, address, or floor number. Results update instantly as you type.

Filtering by Building and Facilities

Click the building or facility chips to filter rooms. Multiple filters can be combined — for example, select a building and a facility to find all rooms in that building with a projector.

Adding a Room

Click the + button on a room card to add it to your event. The room appears as "Reserved" (blue) and the LOCATION field is automatically filled in.

Booking from Apple Calendar

Apple Calendar (macOS and iOS) supports CalDAV resources natively.

macOS

1. Create a new event
2. Click Add Location, Video Call, or Travel Time
3. In the attendees section, search for the room name
4. Select the room resource
5. Save the event

iOS

1. Create a new event
2. Tap Invitees
3. Search for the room name
4. Add the room
5. Save the event

Note: iOS sends room attendees with CUTYPE=INDIVIDUAL instead of CUTYPE=ROOM. RoomVox automatically detects and fixes this.

Booking from Microsoft Outlook

Outlook supports CalDAV resources when connected via a CalDAV account.

1. Create a new meeting
2. In the scheduling assistant, add the room as an attendee
3. The room will respond with its availability
4. Send the meeting request

Booking from Thunderbird

Thunderbird supports CalDAV resources through its calendar integration.

1. Create a new event
2. Add the room as an attendee in the attendee list
3. The room name should match the CalDAV resource name
4. Save the event

Booking from eM Client

eM Client has special handling for rooms:

1. Create a new event
2. Set the Location field to the room name
3. RoomVox detects the room by location match and automatically adds it as an attendee
4. Save the event

Note: eM Client may not send a room attendee explicitly. RoomVox's scheduling plugin detects the room by matching the LOCATION field against known room names.

Booking Responses

After you add a room to your event, the room will respond with one of these statuses:

Status	Meaning
Accepted	Room is booked and confirmed
Tentative	Booking requires manager approval (pending)
Declined	Booking was rejected

Why a Booking May Be Declined

• Scheduling conflict — another event is already booked at that time. You receive an email about the conflict.
• No permission — you don't have Booker or Manager role for the room. You receive a "Booking not permitted" email. The room is automatically removed from your event and the location is cleared.
• Outside availability — the requested time is outside the room's available hours
• Beyond booking horizon — the event is too far in the future
• Delivery error — a server-side issue prevented the booking

Conflict Detection

RoomVox automatically checks for scheduling conflicts:

• If a room is already booked at the requested time, the booking is declined
• Cancelled and declined bookings are ignored during conflict checking
• When rescheduling, the existing booking is excluded from the conflict check

Recurring Events

RoomVox supports recurring events with some considerations:

• Availability rules apply to every occurrence
• Booking horizon is checked against the furthest occurrence (based on RRULE UNTIL or COUNT)
• Infinite recurring events (no UNTIL or COUNT) are always declined when a booking horizon is set
• Conflict checking applies to the initial booking; individual occurrence conflicts may need to be resolved manually