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Booking rules
What are booking rules?
Booking rules decide who can book a room or desk, how far ahead, for how long and on which terms. Booking policies are the decisions behind them, such as the boardroom being reserved for the leadership team or a room nobody shows up for going back to everyone. Rules make the policy hold without anyone policing it.
Common booking rules
- Restricted rooms: only certain people or groups can see or book a space.
- Approval: a delegate accepts or declines requests for rooms like the boardroom.
- Booking window and length: how far ahead a room can be booked and the longest meeting it accepts.
- Confirmation and release: meetings nobody confirms at the room are released.
- Service deadlines: catering and setups need notice before the meeting.
Where the rules should live
A rule that lives in an email is not followed. The core rules belong on the room's own calendar in Microsoft Exchange, so they apply whichever tool people book with. Restrictions, service deadlines and display rules then need a layer on top.
How AskCody handles booking rules
AskCody builds on the booking rules in your Exchange room calendars and adds what Exchange cannot do: resource groups linked to Entra ID so people only see the spaces they may book, deadlines and opening days for every service provider, display templates with auto-release, and settings for every reception. See booking rules and policies.
Frequently asked questions
Do booking rules still apply when people book in plain Outlook?
Yes, when the rules are set on the room in Exchange. Exchange checks every request against them, whichever tool sent it.
Is a booking rule the same as a booking policy?
The policy is the decision, for example that the boardroom is for the leadership team. The rule is how the system enforces it.
Related terms