IT OPS
Outlook Room Auto-Decline for Overlap Orphans
When a room booking overlaps an already-confirmed reservation, auto-declines the later request with a templated explanation and suggested free rooms.
How it runs
The automated pipeline, trigger to output.
- TriggerNew event added to room mailboxOutlook
- LogicDetect overlap with confirmed booking; later request loses
- ActionFind free alternative rooms for the windowOutlook
- ActionAuto-decline request with alternatives noteOutlook
- OutputLog decline and reason to Postgres audit tablePostgres
What it does
This workflow enforces a first-come-first-served policy automatically. When a new room request overlaps a meeting that is already confirmed, it declines the newer request directly from the room mailbox, sends the organizer a clear reason plus a short list of alternative rooms that are actually free for their window, and records the decision in Postgres so there is a trail of every auto-decline.
When to use it
Use it when you want the system, not a human, to hold the line on contested rooms and you trust a deterministic rule (earliest confirmed wins). Good for high-traffic shared rooms where manual triage doesn't scale.
How it works
- 1An Outlook webhook fires when a new event is added to a managed room mailbox.
- 2The flow checks whether it overlaps an existing confirmed booking on that room.
- 3A logic gate proceeds only when the new request is the later, non-confirmed one.
- 4It finds free alternative rooms for the same window via Outlook.
- 5It declines the request with a templated note listing those alternatives.
- 6The decline and its reason are logged to a Postgres audit table.
Set it up
What you configure once, before turning it on.
- 1Connect OutlookMail, calendar, contacts.
- 2Connect PostgresAny Postgres URL — query, write, migrate.
- 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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