This entry explains one way to deal with double booking. The explained SharePoint Designer procedure is not bullet proof, but by extending it, it could easily be made to be.
This procedure will check to see if the conference book is already booked and if it is, an email is sent to the creator of the list item stating that the conference room is booked.
- Set up a workflow so that each time a calendar item is saved the workflow runs.
- Create a condition to check the start date of the current item <Start Time> is greater than a start time of other items in the list.
Start Time contains Date and time
- Create a sub condition to check the start date of the current item <Start Time> is less than a start time of other items in the list.
Now we have identified if the current saved item’s <Start Time>, is in between other items. AKA a double booking.
- An email should be sent if there is a double booking. What should be done is a further condition to only send the email if the item is created. This can be done by comparing the created and modified dates.
The whole step should look something like this:
One point to be made with adding in a double booking check process. Be careful of what you ask for. If you add a hard and fast rule, it will have to work in every time. Often (particularly when humans are involved) this is not possible. E.g: The owner of the firm books the conference room and out ranks all over booking. Be pragmatic.