---
title: "Managing meeting room bookings as admin"
description: "Edit or cancel meeting room reservations for employees, cancel several at once, and see who cancelled a booking."
url: https://help.dibsido.com/en/articles/266-managing-meeting-room-bookings-as-admin
collection: "Room booking"
updated: 2026-11-05
language: en
---

# Managing meeting room bookings as admin

Edit or cancel meeting room reservations for employees, cancel several at once, and see who cancelled a booking.

Admins and operators can edit or cancel meeting room reservations for anyone, cancel several bookings at once, and see who cancelled a reservation. Regular users manage their own bookings from the calendar or the Dashboard. See [How to book a meeting room](https://help.dibsido.com/en/articles/263-how-to-book-a-meeting-room.md). For a repeating series, see [How to create and manage a recurring meeting-room series](https://help.dibsido.com/en/articles/260-how-to-create-and-manage-a-recurring-meeting-room-series.md).

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## Find a reservation

You can open a booking from the Meeting rooms calendar or from the room detail page.

1.  **From the calendar:** Go to Meeting rooms and click the booking in the calendar. A sidebar opens with the room, time, agenda, guests, and the buttons **Edit reservation** and **Cancel reservation**.
    
2.  **From the room:** Open the room (Room detail) and use the **PLANNED** tab. Columns include Meeting, Booked by, From, To, Booking time, and Note. The **HISTORY** tab lists past bookings. The **RECURRING SERIES** tab lists series for this room.
    

![](https://staticfiles.gleap.io/p66b3547deb584c8b46c2fbb1/h8wZXnxYctmhYc0tanGFB0b52hSjiGcOVK1mdAroYdUHgboLsVFCX0rOsTiv8qjiRkhG5luTfxW.png)

![](https://staticfiles.gleap.io/p66b3547deb584c8b46c2fbb1/QfetYUwGIQGX6CajkqSUmx7nSVLQ3fsJPk2MRwwqPSiMeAzLkGW8RtN8xw0sPxYMOgUvVeFbSYt.png)

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## Edit a reservation

1.  **Open the booking:** Click it in the calendar and choose **Edit reservation**. On the room detail Planned list, open the arrow next to **Cancel reservation** and choose **Edit reservation**.
    
2.  **Change the details:** Edit **Select time** (From, To, and the 15 minutes, 30 minutes, or 1 hour chips), **Meeting agenda**, and **Invite users** (Colleagues or External guests). You can also set services or a meeting link, when those options appear.
    
3.  **Change the room:** Under **Other details**, click **Change meeting room**, pick a room from **Available meeting rooms**, then **Confirm**.
    
4.  **Save:** Click **Update booking**. The card confirms that the reservation has been updated. Use **Cancel update** if you do not want to save.
    

![](https://staticfiles.gleap.io/p66b3547deb584c8b46c2fbb1/aL0FrYjQXU4jC2tzt8LWmwaGD1Lc6RBN12ax2ttSLfdo06tYRCFuFT1x5xTARUdHFLMNv1bRbaB.png)

![](https://staticfiles.gleap.io/p66b3547deb584c8b46c2fbb1/hOtLlS5FJQBrF7JDFJ2GOydo7k7jIXGe8VVoyvApkjZ78aIvAL7WrSq7JNyRMSGnloeuoiyzIc5.png)

The booking card does not show a Booking for field when you view or edit an existing reservation. That choice appears only when you create a new booking.

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## Cancel one reservation

From the calendar sidebar, click **Cancel reservation**. On a Planned row, click **Cancel reservation**.

This action cancels the booking immediately. There is no confirmation dialog. The calendar card then shows that the reservation has been cancelled.

Use this when you mean to cancel a single booking and are sure you have the right one.

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## Cancel several reservations from the room

1.  **Open Planned:** Go to the room detail page and open the **PLANNED** tab.
    
2.  **Select bookings:** Tick the reservations you want to remove, or use **Select all**.
    
3.  **Delete:** Click **Delete**. A **Delete reservations** dialog asks: "Do you really want to delete these reservations?" and lists the dates.
    
4.  **Notify people (optional):** Tick **Send email notification for each cancellation** if you want each person to get an email.
    
5.  **Confirm:** Click **Delete reservations**, or **Cancel** to keep them.
    

![](https://staticfiles.gleap.io/p66b3547deb584c8b46c2fbb1/Zz8pGOO5cAIVIkviZejJwcWxDZd0Tq3DH9IjHXFdo3reGiYTjDQjlIfQlQv5mnr4PSwmDWOsdVB.png)

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## Cancel reservations from Reports

1.  **Open reports:** In the left icon bar, open Reports and choose **Meeting rooms**. The page title is **Meeting room reports**.
    
2.  **Open the list:** Stay on **RESERVATIONS OVERVIEW**. Pick a period (for example Last 90 days) if the default Today view has no rows.
    
3.  **Select bookings:** Tick one or more rows, or use **Select all**. Then click **Delete reservations**.
    
4.  **Confirm:** The dialog title is **Cancellation of meeting room reservation**. It asks "Do you really want to cancel this reservation?" and shows the date. Choose **Yes, cancel reservation**, or **No, keep reservation** to stop.
    

![](https://staticfiles.gleap.io/p66b3547deb584c8b46c2fbb1/5HXg6e6NitIFKWBOR7eiBuzOX1oqhtUzLjO0MdtZZZViyFwcMEvtzs694kaHqqzYQWfTQj6r8E0.png)

![](https://staticfiles.gleap.io/p66b3547deb584c8b46c2fbb1/DrGNmjKU3NTzjMzRAee9g3XiSDApKwGlkbBuycSruLfiF7NRVUGJ1YAn4v1c1f6X10z2RYroCLX.png)

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## See who cancelled a reservation

Cancelled bookings are not listed with a Cancelled by column on the room History tab or on the reservation card.

1.  **Open the log:** Go to Reports → Meeting rooms → **CANCELLED RESERVATIONS**.
    
2.  **Read the row:** Columns are **WHEN**, **RESERVATION**, **PERSON**, **CANCELLED BY**, **REASON**, and **CREDITS (CHARGED / REFUNDED)**. Cancelled by can include the person and whether it was done via the web app. Reason examples include **Cancelled by the user**.
    
3.  **Filter:** Summary cards include All cancellations, By the person themselves, By someone else, No check-in & rules, Account & place changes, and Calendar. You can also search a person or place, pick a timeframe, and use **Filters**.
    

![](https://staticfiles.gleap.io/p66b3547deb584c8b46c2fbb1/Dd7DFlyCpMMsT6vloDiecGqzpjyeiHusZTgIb4Rwc4jZ3pJmH9ngusWXHBDKwnRzGWrdnB0iG2m.png)

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## Recurring series

Admins and operators can review series on the room detail page, on the **RECURRING SERIES** tab (Booked by, Agenda, Pattern, Starts, Ends, Occurrences). To create, edit, or cancel a series, follow [How to create and manage a recurring meeting-room series](https://help.dibsido.com/en/articles/260-how-to-create-and-manage-a-recurring-meeting-room-series.md).

![](https://staticfiles.gleap.io/p66b3547deb584c8b46c2fbb1/999640Dqkg8Zp393MWdP6VJdWI88X4dNZgn4fUZHi7PEX9JA9tKIgYsdrzrE70Ij2govymBZBgD.png)

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## Book a room for someone else

When you create a booking from an empty calendar slot, **Booking for** offers **Myself** and **Others**. Others has three options: **Visitor**, **Employee**, and **Block**. Employee shows an Employee dropdown so you can pick the colleague. Visitor requires a note.

The room detail page also has **For visitor** and **For employee** in the Meeting room reservation panel, with From and To dates, an optional Note, and **Book meeting room**.

![](https://staticfiles.gleap.io/p66b3547deb584c8b46c2fbb1/LzoEPfxrbAgDSLxdFDWydI5JAbG9g2A4PX6tb8m0B2eVwPY06ugnY9YaJUnJZN3byCEPhXUSjyR.png)

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## Summary

Open a booking from the Meeting rooms calendar or the room detail page. Edit with **Edit reservation** and save with **Update booking**. Cancel one booking with **Cancel reservation** (this happens at once, without a confirmation). Cancel several from the room's Planned tab with **Delete**, or from Reports → Meeting rooms → Reservations overview with **Delete reservations**. To see who cancelled, open Reports → Meeting rooms → Cancelled reservations.