Automated Envoy Room Booking Conflict Alerts
Every 15 minutes during office hours, WebRun opens Envoy Rooms, checks each booking against the linked Google Calendar event, finds rooms with two overlapping holds or a booking that never made it to the calendar, and posts the office manager a Microsoft Teams alert naming the room and both meetings so someone can resolve it before either group shows up.
How do I catch double booked meeting rooms before they cause a conflict?
WebRun checks Envoy room bookings against the linked Google Calendar event every 15 minutes, finds rooms with two overlapping holds or a booking missing from the calendar, and messages the office manager in Microsoft Teams with the room, both meetings, and a suggested free room, so conflicts get resolved before either group shows up at the door.
- Double bookings surface minutes after they happen, not at the door
- Meeting organizers get moved to a free room before anyone arrives
- Office managers stop cross checking Envoy and Calendar by hand
Built for office managers · workplace experience teams · facilities teams · executive assistants
What does WebRun do on every run?
The exact actions WebRun takes, in order - in plain language, so you can adjust anything.
-
WebRun signs in and gets to work
Opens
dashboard.envoy.comin a real browser with your saved login - no setup, no API keys. -
1
Envoy - check today's room bookings
envoy.com
WebRun opens Envoy to check today's room bookings. - Open Envoy Rooms and pull today's bookings
- List each room with its booked time slots and organizer
- Flag any two bookings on the same room that overlap
Done when Today's room bookings are listed with any overlaps flagged.
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2
Google Calendar - compare against the linked calendar event
calendar.google.com
WebRun opens Google Calendar to compare against the linked calendar event. - Check each flagged room booking against its linked calendar event
- Confirm whether both meetings are still happening as scheduled
- Note if a booking has no matching calendar event at all
Done when Every flagged conflict has been confirmed against the live calendar.
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3
Microsoft Teams - alert the office manager to the conflict
microsoft.com
WebRun opens Microsoft Teams to alert the office manager to the conflict. - Message the office manager naming the room, the time, and both meetings
- Suggest the nearest free room as an alternative
- Leave rebooking to the office manager or the meeting organizers
Done when The office manager has a conflict alert with time to fix it before the meeting starts.
How is each run configured?
Secure by default
Connect once, stays signed in
WebRun signs in once and keeps each session in a persistent environment, so every run picks up right where it left off.
Every action is checked against this policy before it runs.
Questions, answered
Does it cancel or move either meeting?
No. WebRun only flags the conflict and suggests a free room. It never cancels a booking or moves a meeting on its own. Rebooking stays a decision for the office manager or the organizers.
How far ahead does it catch a conflict?
It checks every 15 minutes, so most double bookings surface well before either meeting starts, giving whoever owns the room time to move one group instead of a scramble at the door.
What if the booking never made it to the calendar?
That is flagged too. WebRun checks the linked Google Calendar event for every Envoy booking, so a room held in one system but not the other still gets caught.
Related templates
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