Overview

You can move an existing reservation in Maptician using the Move action in the Finder view. Unlike copying, which creates a new reservation, moving transfers the existing reservation to a different resource while keeping all of its details (title, attendees, time, services) intact. When using the Move button, the reservation time does not change. To also shift the time, use the drag-and-drop method described below. This is helpful when a room becomes unavailable or you simply need to relocate to a different space without cancelling and re-booking.

How to Move a Reservation

1. Navigate to Home > Finder and locate the reservation you want to move on the timeline.
2. Click the reservation block to open the Reservation Details pop-up.

   

3. Click Move. The Move Reservation modal will open, showing the current reservation details (start time, end time, and location).
4. Select a Location from the first dropdown. This scrolls the list on the right to the available resources in the selected location.
5. Select a specific Room (or Seat, depending on the reservation type) from the second dropdown. Resources are grouped by floor, and you can use the search bar to find a specific one.

   

   1. Maptician validates your selection in real time. If the destination resource is already booked during your reservation time, or if you do not have permission to reserve it, an error message will appear and you will not be able to continue. If the reservation has more than one location and you try to select a resource that's already one of the other locations on that same reservation, you'll also get an error, since you'd need to remove that location instead of moving onto it.

6. Click Continue to proceed to the confirmation screen.

Confirming the Move

The confirmation screen shows a side-by-side comparison of the current resource and the new resource, including names, locations, and times. Review the details to make sure everything looks correct.

Warning: Different floor or resource type

If the new resource is on a different floor, in a different location, or is a different resource type than the original, you will see a warning that some or all services data may not carry over. Services that exist on the original resource but not on the destination will be lost when the move is completed.

Outlook-synced resources

If the original resource is synced with a Microsoft (Office 365) calendar and the Outlook event is organized by that resource's calendar, the confirmation screen will display an additional note explaining what will happen to the Outlook event:

• The existing Outlook event on the original resource's calendar will be cancelled.
• If the destination resource is also synced with Office 365, a new Outlook event will be created on the new resource's calendar.
• If the destination resource is not synced with an Outlook calendar, no new Outlook event will be created on that resource. However, if the reservation has other locations attached to it and one of those is still synced with Outlook, Maptician will use that other location to organize the new event instead. You'll see this explained on the confirmation screen when it applies, so the meeting doesn't lose its Outlook event just because the resource you picked isn't synced.
• If the destination resource requires approval, the Outlook event will not be created immediately. It will be created once the reservation is approved by the resource approver.
• Attendees will receive a cancellation notice for the old event and (when applicable) an invitation to the new one.

Online meeting link options

If the reservation has a Maptician-managed online meeting (Teams, Zoom, or Webex) and the reservation is organized by a resource calendar, you will be given the option to choose what happens to the meeting link:

• Create a new meeting link (default): A fresh online meeting will be generated for the moved reservation.
• Keep the existing meeting link: The current meeting link stays in place. Note that if the original event is later cancelled, the kept link will stop working.

In some cases (when the outgoing resource owns the Teams meeting), the "keep" option is not available and a new link will always be created. Maptician will explain this directly on the confirmation screen when it applies.

Once you have reviewed the details, click Move Reservation to complete the move. If you need to go back and select a different resource, click Back.

Moving via Drag-and-Drop

You can also move a reservation by dragging its block on the Finder timeline and dropping it onto a different resource row. When you release the block on a new resource, the same confirmation modal described above will appear, asking you to confirm the move before it is finalized.

When you drag a reservation to a different resource row, you can also shift its time by dragging horizontally at the same time. The confirmation modal will reflect any time change alongside the resource change. If the destination resource is not available or the move is not permitted, a message will appear explaining why, and the reservation will snap back to its original position.

Important Notes

Keep the following in mind when using the Move action:

• Ended reservations: You cannot move a reservation that has already ended.
• Recurring series (resource-organized): You cannot move an entire recurring series that is organized by a resource calendar. However, you can move a single occurrence of the series. When you do, that occurrence permanently leaves the series and becomes a standalone reservation on the new resource. Changes made to the series after the move will no longer apply to that occurrence.
• Multi-location occurrences: When you move a single occurrence of a recurring reservation that has multiple locations, all locations on that occurrence move with it to the new standalone reservation. The occurrence is removed from the series entirely, so it no longer inherits any future series updates.
• Multi-location reservations (non-recurring): For a reservation that spans multiple locations, only the resource you are moving is swapped out. The other locations on the reservation remain unchanged. One thing to watch for: if the resource you moved was the one organizing the Outlook event, the calendar responsible for the meeting can shift to one of the other locations already on the reservation, even though that location's place in the list doesn't change. See the note above about moving to a resource that isn't synced with Outlook.
• Unmatched services: Services carry over automatically if the destination resource supports them. If the destination is on a different floor, in a different location, or is a different resource type, services that do not exist on the new resource will not be applied and will be lost.
• Resource Groups: You cannot drag a reservation onto a Resource Group row. Reservations linked to a Resource Group also cannot be moved to a different resource.
• Sync in progress: If the reservation is currently syncing with a resource's Outlook calendar (for example, immediately after another change), the Move button will be temporarily unavailable. Wait a couple of minutes and try again.
• Reservations organized by a person: If the Outlook event for a reservation is organized by a person's calendar rather than a resource's calendar (for example, someone created the event directly in Outlook and simply invited the room), Maptician can't move it. You'll see a message asking the organizer to move the event from Outlook instead.
• If the cancellation fails: Moving a resource-organized reservation works by cancelling the Outlook event on the current resource and creating a new one on the destination. If Maptician isn't able to cancel the existing event for some reason, such as a brief Outlook or Microsoft Graph issue, the move will not go through and nothing about the reservation will change. You'll see an error asking you to try again in a few minutes.