What emails will I get when my room is auto-cancelled?

Problem / Question

1. What emails will I get when I cancel the room I’ve booked?

2. What emails will my attendees get when I cancel the room I’ve booked?

3. What emails will I get when the room I’ve booked is auto-cancelled?

4. What emails will my attendees get when the room I’ve booked is auto-cancelled?

Solution / Answer

There are two setups that change the outcome of each scenario:

• Bookings made in Matrix Booking without our Microsoft 365 calendar integration .

• Bookings made in Matrix Booking with our Microsoft 365 calendar integration .

Booking made in Matrix Booking without our Microsoft 365 calendar integration

When you make a booking in Matrix Booking without our Microsoft 365 integration and:

• You manually cancelled the booking with Send Update, cancellation emails will be sent to the attendees.

• You manually cancelled the booking without Send Update, no cancellation emails will be sent to the attendees.

• Your booking is auto-cancelled due to you not checking in (no-show), a cancellation email will be sent to the booking organiser and no cancellation emails will be sent to the attendees.

In all scenarios, the booking is removed from your Matrix Booking calendar and your attendees’s Matrix Booking calendars. The resource will be available to book again.

Booking made in Matrix Booking with our Microsoft 356 calendar integration

When you make a booking in Matrix Booking with our Microsoft 365 integration and:

• You manually cancelled your booking in Matrix Booking with Send Update, cancellation emails will be sent to the attendees.

• You manually cancelled your booking Matrix Booking without Send Update, no cancellation emails will be sent to the attendees.

• Your booking is auto-cancelled due to you not checking in (no-show):

• a cancellation email will be sent to the booking organiser, no cancellation emails will be sent to the attendees, and the room remains in the booking organiser’s Microsoft 365 calendar, but the room is declined in the calendar event, and the room remains

  • A cancellation email will be sent to the booking organiser.

  • No cancellation emails will be sent to the attendees.

  • Your booking is removed from your Matrix Booking calendar. This is reflected in your attendees’s Matrix Booking calendars.

  • Your calendar event remains in your Microsoft Outlook calendar, but your room has “Declined”. This is reflected in your attendees’s Outlook calendar.

In all scenarios, the resource will be available to book again in Matrix Booking.