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User Troubleshooting

Common issues users experience with RoomVox and how to resolve them. For admin-side issues, see the Admin Troubleshooting.

Rooms Not Appearing in Calendar Apps

Room not visible in Nextcloud Calendar

Likely cause: The room is inactive, or you don't have the required permissions.

Try:

  1. Ask your administrator to verify the room is active in the admin panel
  2. Ask whether your account or group has been added with at least Viewer role
  3. Hard-refresh the calendar: Ctrl+Shift+R / Cmd+Shift+R

Room not visible in Apple Calendar / Outlook / Thunderbird

Likely cause: Your CalDAV account is not syncing resources, or the client hasn't picked up new resources yet.

Try:

  1. Verify the CalDAV account is configured and syncing
  2. Force a full resync of the CalDAV account
  3. Some clients (especially Apple Calendar on iOS) require a restart to pick up new resources

Booking Declined

"No permission"

You don't have the Booker or Manager role for this room.

Ask your administrator to add you (or your group) as a Booker.

"Scheduling conflict"

Another event is already booked at the requested time. Cancelled and declined bookings don't count as conflicts.

Try:

  1. Pick a different time slot
  2. For recurring events, check whether a single occurrence conflicts (the booking is declined when any occurrence overlaps)

"Outside availability"

The requested time is outside the room's availability rules (e.g. weekdays 09:00–17:00).

Try:

  1. Book within the allowed days and time window
  2. Ask your administrator if the restriction is still needed

"Beyond booking horizon"

The event is too far in the future.

Try:

  1. Book within the room's maximum horizon (e.g., max 90 days ahead)
  2. For recurring events, ensure the last occurrence is within the horizon
  3. Infinite recurring events (no UNTIL or COUNT) are always declined when a horizon is set

Booking stuck as "Tentative" / Pending

The room has auto-accept disabled and no manager has approved the booking yet.

A room manager needs to approve the booking. Managers receive email notifications about pending bookings.

Calendar Client Issues

Apple Calendar (iOS) sends the wrong attendee type

iOS sends room attendees with CUTYPE=INDIVIDUAL instead of CUTYPE=ROOM. RoomVox automatically detects and fixes this — no action needed.

eM Client doesn't add the room as an attendee

eM Client sometimes only sets the LOCATION field without adding the room as an attendee. RoomVox automatically detects this by matching the location against known room names and adds the proper CalDAV attendee — no action needed.

Language Issues

Tour or notifications appear in the wrong language

RoomVox is available in English, Dutch, German, and French. The language is determined by your Nextcloud language setting.

Try:

  1. Check your Nextcloud language in Personal Settings → Language
  2. Hard-refresh: Ctrl+Shift+R / Cmd+Shift+R

If you'd like RoomVox in another language, contact your administrator — translations can be contributed via Transifex.

See Also