IT OPS
Outlook Room Double-Booking Resolver with Auto-Rebook
Detects when two meetings claim the same Outlook room resource and automatically relocates the lower-priority meeting to a comparable free room.
How it runs
The automated pipeline, trigger to output.
- TriggerOutlook room event created or updatedOutlook
- ActionFetch all bookings on that room for the time windowOutlook
- LogicDetect true overlap and score which meeting moves
- ActionFind comparable free room and rebook the loserOutlook
- OutputDM both organizers in Slack with new room and revert linkSlack
What it does
Watches your Outlook room calendars for overlapping bookings on the same physical resource. When a true conflict appears, it picks a loser using priority rules (attendee count, organizer seniority tag, who booked first), finds a comparable open room for that meeting, moves it, and tells the affected organizer where their meeting went.
When to use it
Run this when conference rooms get double-booked faster than facilities can mediate — typically in offices where calendar resources are shared and the room-mailbox auto-accept setting lets conflicts slip through.
How it works
- 1Outlook fires on a new or updated event that books a room resource.
- 2The flow pulls all events on that room for the same window and checks for true time overlap.
- 3A logic step scores both meetings and selects the one to move (smaller, later-booked, or lower-tagged).
- 4It queries free rooms of similar capacity and books the loser into the best match.
- 5The original conflicting slot is released and the calendar invite is updated.
- 6Both organizers get a Slack DM with the new room, the reason, and a one-click revert link.
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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