IT OPS
Outlook Ghost-Booking Reclaim and No-Show Room Release
Detects rooms held by ghost bookings (no check-in, no attendees responded) and releases them back to the pool.
How it runs
The automated pipeline, trigger to output.
- TriggerSchedule runs minutes after booking start times
- ActionPull in-progress bookings and attendee responsesOutlook
- LogicFlag ghost bookings past the grace window
- ActionCancel hold and release room to poolOutlook
- OutputPost freed room to waitlist Slack channelSlack
What it does
Reclaims rooms that are booked but unused. Shortly after each meeting's start it checks whether the room was actually claimed — no accepted attendees, no check-in signal — and if it looks like a ghost booking, cancels the hold and frees the room. Anyone who tried to book that room and got bumped is told it's now open.
When to use it
Use this when habitual over-booking and no-shows starve your room inventory, so real meetings can't find space while empty rooms sit blocked on the calendar.
How it works
- 1A short schedule runs a few minutes past each booking's start time.
- 2The flow pulls in-progress room bookings and their attendee responses from Outlook.
- 3A logic step flags ghost bookings: zero accepted attendees and no check-in within the grace window.
- 4It cancels the flagged hold in Outlook, releasing the room to the pool.
- 5It posts the newly freed room to the room-waitlist Slack channel so a waiting organizer can grab it.
Set it up
What you configure once, before turning it on.
- 1Connect OutlookMail, calendar, contacts.
- 2Connect SlackChannels, DMs, threads, mentions.
- 3Set each agent's modelWe leave models unset so you pick the tier — fast + cheap, or top-quality.
- 4Tune it to your dataEdit the prompts, filters, and field mappings so it matches how your team works.
- 5Test, then turn it onRun once against a sample, confirm the output, then enable the trigger.
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Run it inside a business
This workflow drops into a full company template. Import the org, and this is one of the playbooks its agents run.
Run this workflow in your colony.
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