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We currently reserve conference rooms and a/v equipment via Outlook, Users create meeting requests with the meeting room and equipment booked as resources. The conference rooms and equipment have their own individual resource calendars hosted on an in-house Exchange server.

This works 'OK' most of the time, but there a few problems. Some users find this process confusing or too time-consuming and, when they are in a hurry, they just show up at the equipment desk asking for equipment 2 minutes before their meeting starts because they don't have time to try to figure out reserving the equipment via the Outlook calendar. When equipment reservations are made long term, users forget to return the equipment. This causes the equipment to get double-booked because the first user still has the item in their possession even though the calendar shows the equipment as being available. I heard that SharePoint calendars are supposed to be quicker and easier for users to use and can be configured to send the user a reminder to return the equipment at the end of the reservation. I have some questions about migrating from resource/equipment calendars to SharePoint calendars.

Users often need to book both a conference room and a piece of equipment at the same time. Can SharePoint calendars handle this so everything and all the attendees can be in one booking interface? We need to make this as simple and economical as possible, so I'm planning to install the free SharePoint Foundation 2013 on a 2012 R2 VM and use a free database such as SQL Express or built-in WID. What is the minimum hardware software should we need to set this up to do nothing but host around 100 total calendars (enough to cover all the conference rooms plus separate calendars for each piece of loaner equipment)? One of the most important features of the equipment calendars (besides reminders to return the equipment) is to make it very easy and fast for users to see which devices are free during the time period they want to reserve. Is there a better option to handle this issue of needing a quicker and more user-friendly room reservation and equipment booking calendar than setting up a SharePoint server?

Edited Dec 2, 2016 at 11:39 UTC. BBigford wrote: First off, the user isn't setting the room to 'busy'. It shows as free, that's why it's being double booked. You can do calendars in SharePoint. I've set it up, but administration is higher and users have found it more cumbersome.

Provide training on the Outlook side of things. Even an email with pictures works well. It is actually easier to use and maintain. If a user is just lazy and likes to complain though, that's something you can't fix.

I didn't mean a conference room was double booked. I meant equipment get's physically double booked because the user forgets to return it at the end of their reserved period. For instance if a user books a small piece of equipment such as a portable hotspot for trip, they may forget to return it when they return from the trip. Since the calendar now shows the equipment as available (because the scheduled booking period has elapsed), another user will reserve the equipment, show up to pick it up, and it will not be available physically even though the calendar says it is available.

I heard that SharePoint calendars can be set up to automatically send a reminder before the item is due to be returned. This should reduce the number of people who forget to return equipment on time. We need a way to automate reminding users to either return the equipment or extend the calendar reservation blocking out the time if they can't return it on time. Sadly - SharePoint is far more cumbersome with any kind of resource booking than Outlook, its almost like MS doesn't want anyone using it.

But I digress What I do is all my Room Bookings much like you have already setup but not allow conflicts and have a strict set of rules ie appointments only 24 hours in length (we do car booking as well), no repeating appointments longer than 6 months (we had groups booking rooms 'every Tuesday' and those bookings still blocking out chunks of the calendar years after people in those groups had left) and I have Room Delegates setup who were in charge of Rooms in case their were issues. We have close to zero complaints nowadays - mostly its new hires learning the system and some recalcitrant older ones who refused to learn and ask others to book stuff for them. I use a separate Asset Management system Kaizen Asset Manager. A cheap simple program that does what I need. It has 'book in/out/ system and will generate/read barcodes. So I put a new asset in, generate a barcode, print that barcode out on my label printer and affix it to the device.

So when someone borrows something I scan it, scan their ID card (which I've put barcodes on as well) and 'assign' the device to them and mark in when its due back. Logmx Crack Cocaine. The system doesn't alert me but I can generate a report to see what is outstanding at any time. You dont need to do barcodes/scanning, I did it manually for a while but it was annoying me. And barcode scanners are cheap.