---
title: "Meetings confirmation settings"
canonical: "https://docs.cuesystem.com/space/TOA/234193699/Meetings%20confirmation%20settings"
format: markdown
---
Meeting confirmation is a function of the reservation system which makes it mandatory to confirm a previously planned meeting.
Confirmation of the meeting is possible in one of the following ways:
- Using the **dialog box** on the panel
- Using information from **occupancy sensors** (detection of the presence of people in the room)
- **Combination** of both ways described above. When combining both confirmation modes, the meeting is confirmed by whichever of the two events occurs first (either the presence of persons in the room or confirmation by a dialog box on the panel).
If it is **not confirmed** that the meeting will take place, the meeting is automatically canceled. Before canceling the meeting, the system sends an email to the user reminding them of the necessity to confirm the meeting. This setting is individual for each room.
To set the meeting confirmation function, select "**Basic**** ****Setup**** ****/**** ****Rooms**" and then tap the Edit button of the room to be set.
It will open the "**Edit**** ****room**" window. See the "**Confirm**** ****Meeting**" section.
## Require confirmation
In the item "Require confirmation of meetings", activate the function by selecting
- "By dialogue box on the panel"
- "By occupancy sensors"
- "By occupancy sensors or dialog box".
If you do not require confirmation, choose „Not required ". The default setting is „Not Required ".
## Meeting categories
Meetings fall into two categories according to duration:
**Common meeting**
- A common meeting is a meeting taking place within a limited period of time during one day.
- **Example:** A meeting from 10:00 AM to 3:00 PM.
**Long meeting**
- This category includes all-day meetings, meetings that last more than one day or unusually long meetings. These are characterized by the following criteria:
- They begin at 12:00 AM of the current day or earlier
- They end after the time set for canceling long meetings of the current day
- **Example**** ****1:** the meeting starts at 12:00 AM of the previous day and ends at 12:00 AM of the following day
- **Example**** ****2:**** **the meeting starts at 12:00 AM of the current day and ends at 2:00 PM of the current day (the time of canceling a long meeting has been set to 9:15 AM in this example)
## Cancel unconfirmed meeting
In the item "Cancel unconfirmed meeting in" set the period of time after the beginning of the current meeting at which the meeting, unless confirmed, will be canceled.
## Email warning
In the item "Send email warning in" set the period of time after the beginning of the current meeting at which an email warning to the organizer will be sent. This time should be shorter than the time set in "Cancel unconfirmed meeting in".
- **Example:** the period of time for the cancellation of a common meeting is set to 15 min. The period of time for sending the email warning is set to 10 min. The meeting starts at 10:30 AM. If the meeting is not confirmed on the panel by this time, the organizer of the meeting gets an email at 10:40 AM with a warning about the cancellation. If the meeting is not confirmed by 10:45 AM, it will automatically be canceled at 10:45 AM.
## Cancel long meetings
In the item "Cancel long meetings at" set the time of the day (i.e. from midnight on) by which long meetings have to be confirmed.
- **Example 1:** The meeting starts at 10:00 AM on the previous day and ends at 11:59 PM on the current day. The time of canceling long meetings is set to 8:20 AM. If the meeting is not confirmed, the organizer gets an email at 8:15 AM. If the meeting is not confirmed by 8:20 AM of the current day, it will automatically be canceled at 8:20 AM.
- **Example 2: **The meeting lasts from 12:00 AM of the current day to 10:00 PM of the following day. The time for the cancellation of long meetings is set to 9:15 AM. The organizer gets an email at 9:10 AM. If the meeting is not confirmed by 9:15 AM of the current day, the beginning of the meeting is at this moment shifted to 12:00 AM of the following day (see below for exceptions).
## Exceptions
Meeting confirmation has the following **exceptions**:
- If you reserve a room from the panel and the meeting starts within 15 min from the moment of the reservation, the meeting does not need to be confirmed (it is considered confirmed).
- Meetings that last several days must be confirmed every day.
- Meetings that end later than the current day do not get canceled, but their beginning is shifted to 12:00 AM of the following day, i.e. the room is made free only for the current day.
## Action for unconfirmed meetings
Under "Action for unconfirmed meetings" you can choose what the reservation system should do with an unconfirmed meeting.
- The default value is "**Cancel**** ****meeting**".
- You can also choose "**Send**** ****email**** ****warning**** ****only**". This option may be helpful if you want to introduce the confirmation of the meetings and you need a transitional period for users to learn to use it. In the interim, there will be no canceling of meetings due to users forgetting to confirm them.
## Finish settings
Then click the "OK" button. Repeat this step for all rooms. Tap "Save" to save changes and apply them to the whole reservation suite.
Continue with [Unoccupied room management](https://cue.atlassian.net/wiki/spaces/TOA/pages/234193710).