I work at a library and we’re having trouble with our room booking system. We have one main calendar called “Library Meetings Room” that includes about 15 different spaces like conference rooms and activity areas.
The problem is that when two of my staff members make reservations, the bookings show up on the main calendar but they don’t appear on the individual room calendars. They seem to be following the right process - they select the main calendar first and then pick which room they want to reserve.
This creates an issue when I need to print weekly schedules. I don’t want all our regular classes showing up on the report, so I try to select only specific rooms. That’s when I noticed some bookings are missing from the individual room calendars even though they appear on the main one.
Has anyone experienced this before? Any ideas what might be causing this sync issue?
Sounds like a calendar delegation or booking rule issue. Had the same problem when we switched to centralized booking. The main calendar’s probably set as the master where events get created, but there’s likely a broken rule that should copy events to individual room calendars. Those two staff members might be using a different booking method than everyone else. People sometimes bookmark direct form links or use different entry points that skip the proper process. Could also be their accounts have different calendar roles or they’re in a separate user group. The system treats their bookings differently based on permissions. I’d check the calendar rules or workflows handling event distribution - there’s probably something filtering out their bookings from the room calendars.
Sounds like a permissions or setup issue with those two staff members. I’ve seen this exact thing when we rolled out shared calendars at work.
First - do they have the right access to individual room calendars? They might have read access to the main calendar but can’t write to the sub-calendars.
Another common problem is the booking workflow. They’re selecting the main calendar first, but the system might not be pushing the booking to the individual room calendar. This happens when the room selection doesn’t actually create the event in both places.
Quick test - make a booking yourself using their exact process. If yours shows up in both places but theirs don’t, it’s definitely permissions.
Also check if they’re using different devices or browsers. Mobile apps and certain browsers sometimes don’t handle the full booking process right.
What calendar system are you using? That’d help narrow down the fix.