How Reservation Changes Affect Linked Localist Events
Overview
Room Reservations dictates the structure of any linked Localist event. The integration assumes that any event requiring a room must have a linked reservation, so the Localist event always mirrors the state of the reservation group. When reservations are added or removed, Localist updates to match.
Most changes to a reservation (e.g. date edits, cancellations, status changes) propagate to Localist automatically without any manual action needed.
What Syncs Automatically
Reservation Date and Time Changes
When an administrator edits the dates or times of a reservation within a group, the linked Localist event updates to match.
- For Event with Instances mode: the corresponding instance on the Localist event is updated to the new date/time.
- For Separate Events mode: the standalone Localist event for that reservation is updated.
All shared fields such as name, description, and other details are also synced when they change.
Adding a Reservation to a Group
When a new reservation is added to a group that already has a linked Localist event:
- In Event with Instances mode: a new instance is added to the existing Localist event.
- In Separate Events mode: a new standalone Localist event is created for the new reservation.
When adding a reservation to a group, the space must be the same as the existing reservations in the group.
Cancelling a Reservation
When a single reservation within a group is cancelled, the corresponding Localist event or instance is marked as cancelled. Other instances in the group are not affected.
When all reservations in a group are cancelled, the linked Localist event is marked as cancelled at the group level.
Approval and Rejection Status Changes
When a reservation group's status changes, that status is synced to the linked Localist event:
- Approved: the Localist event reflects that all instances are approved.
- Rejected: the Localist event is updated to reflect the rejected status.
- Individual reservation approved/rejected: only that reservation's instance is updated.
Outlook-Originated Edits
If your platform uses both the Outlook and Localist integrations simultaneously, edits made to a reservation through Outlook will also sync to Localist. The following fields sync when changed via Outlook:
- Event name
- Start and end times
- Description
Source of Truth
Room Reservations and Localist each own a distinct part of the data:
- Room Reservations is the source of truth for reservation data, including dates, times, spaces, and approval status. Changes to reservation data sync from Room Reservations to Localist.
- Localist is the source of truth for event data, including title, description, classifications, and photos. Room Reservations displays the latest event data pulled from Localist, so edits made directly in Localist will be reflected in Room Reservations.
To update reservation details (dates, times, spaces), make the change in Room Reservations. To update event details (title, description, photos), make the change in Localist.