Moved meetings leave ghost bookings
ROOMS-503: Orion shows busy on the lobby screen but the room is empty
From: Priya Raman, Office OperationsWed 4 Nov, 9:12 am
Hi, the lobby screen and the Outlook add-in both said Orion was taken at 2 pm on Tuesday, but when I went there at two o'clock the room was empty with the lights off. Two people had walked past it and booked the small room on the second floor instead, which was too tight for their workshop. The Tuesday meeting is the quarterly planning one, and it was moved to Wednesday 2 pm on Monday morning. When I open the meeting itself in the booking tool it shows Wednesday, as it should, and the list of Orion's bookings for Tuesday is empty. Only the free/busy grid still says Tuesday 2 pm is busy.
It does not happen every time. We move meetings around all week and most of them look fine on the screens. This one was still wrong at lunchtime and then it was right again in the afternoon, without anyone touching it as far as I know. I'd like to be able to trust those screens again, people have started to ignore them.
Priya
Support note (Aiko, tier 2): I checked Orion's bookings for Tuesday 3 Nov: none, and the quarterly planning meeting is on Wednesday 4 Nov, 14:00 to 15:00, so the data is right and only the free/busy view is off. My first guess was that the lobby screens just refresh slowly, but the Outlook add-in asks the booking tool every time it opens and showed the same thing, so it is not the screens. I could not make it happen with a fresh meeting that nobody had looked at before moving it, which may be why it looks random. The platform team has asked that the screens keep being fast and light on the database: they check every room every few seconds, so please do not trade correctness for load.
Ask: make the free/busy view always match the meetings that are actually booked, after any move, change or cancellation, without making the room screens slower or heavier on the database than they are today.
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