- What to expect
- The 30-second protection window (both ways)
- Delayed retrieval of meeting details (Outlook to Workplace)
- Nightly reconciliation as a safety net
- Tips for users
Reservation Sync works in near real time: when a reservation is created or changed in one system, the other system is updated automatically. Both Spacewell Workplace and 3rd party tools Microsoft Exchange and Google Workspace need a little time to process each change, so a change does not always appear instantly.
What to expect
Direction | What to expect | Why |
|---|---|---|
Workplace to Outlook | Most changes appear within seconds. | If the first attempt fails, it is retried immediately. After two failed attempts there are no further retries; nightly reconciliation (if enabled) corrects it. |
Outlook to Workplace | Most changes appear within seconds; some take a little over 3 minutes. | Microsoft can take up to 3 minutes to make the complete meeting details available. The details are fetched again after 185 seconds. If that also fails, nightly reconciliation (if enabled) corrects it. |
Both directions, right after creating a reservation | Changes made within 30 seconds of creating a reservation may not sync right away. | A 30-second protection window lets the original reservation finish processing first. |
Info
Microsoft does not give an SLA for the time between a change in Outlook and the notification from the Graph API. In practice it can take up to 3 minutes.
The 30-second protection window (both ways)
When a reservation is created, Reservation Sync waits 30 seconds before processing further updates to it. This makes sure the original reservation is fully processed in Workplace, Exchange and Outlook first. Without this window, a create and an update could be processed at the same time, which can lead to:
- duplicate reservations;
- conflicting reservation details;
- one system overwriting the other with outdated information.
Updates made during the window may not sync right away. The nightly reconciliation corrects them.see https://onespacewell.atlassian.net/wiki/spaces/KB/pages/4434722818/Conflict+Resolution+Reconciliation+on+Microsoft+Exchange?xpis=eyJicmlkZ2UiOiJzbWFydExpbmtzIiwiaWQiOiIxNzkwOTQ4ODkzNjY3Iiwic291cmNlIjoiY29uZmx1ZW5jZSJ9
Delayed retrieval of meeting details (Outlook to Workplace)
When a reservation is created or changed in Outlook, Microsoft notifies the Integration Platform straight away. Reservation Sync then asks the Microsoft Graph API for the full meeting details. Sometimes those details are not complete yet – for example, the room’s accept or decline is still missing.
- Reservation Sync reads the meeting details as soon as Microsoft sends the notification.
- If the details are incomplete or incorrect, it waits 185 seconds (3 minutes plus a 5-second buffer).
- It then tries a second time and syncs the reservation to Workplace.
Nightly reconciliation as a safety net
If an update is missed because of these timing rules or any other sync failure, the nightly reconciliation (available for Microsoft Exchange) finds and corrects reservations that do not match between Workplace and Outlook. Seehttps://onespacewell.atlassian.net/wiki/spaces/KB/pages/4434722818/Conflict+Resolution+Reconciliation+on+Microsoft+Exchange?xpis=eyJicmlkZ2UiOiJzbWFydExpbmtzIiwiaWQiOiIxNzkwOTQ4ODkzNjY3Iiwic291cmNlIjoiY29uZmx1ZW5jZSJ9
Tips for users
- Allow up to about 3 minutes for a change to appear in the other system.
- Avoid quick successive changes to the same reservation, especially right after creating it.
- Do not recreate or repeat a reservation that has not appeared yet. This can cause duplicate or conflicting reservations.
- If a reservation is still out of sync the next day, contact support.