MDaemon – Configuring A Meeting Room With Auto Accept/Reject Print

Overview

MDaemon supports meeting room configuration using a dedicated email account or calendar resource. While MDaemon does not use traditional "room objects" like some enterprise mail systems, its built-in calendar and scheduling features allow a meeting room to automatically accept or decline meeting requests based on availability.

This article explains how to configure a meeting room in MDaemon with auto accept/reject functionality and how users can book the room from Outlook or MDaemon Webmail.

Prerequisites

• Administrative access to the MDaemon server

• MDaemon Webmail or MDaemon Connector for Outlook in use

Step 1: Create a Dedicated Meeting Room Account

1. Log in to MDaemon as an administrator.

2. Navigate to Accounts → Account Editor.

3. Create a new standard email account to represent the meeting room.

Example:

• Room01@yourdomain.com

• MeetingRoom@yourdomain.com

This account represents the meeting room itself and will be used for scheduling.

Step 2: Enable Automatic Meeting Processing

1. In MDaemon, go to Accounts → Account Editor.

2. Select the newly created meeting room account.

3. Open the Settings tab.

4. Enable the following options:

• Account automatically processes meeting and cancellation requests

• Automatically decline requests that conflict with an existing event (recommended)

These settings allow the meeting room to automatically:

• Accept meeting requests if the room is available

• Decline requests if there is a scheduling conflict
  
  

Step 3: Scheduling and Booking the Meeting Room

Users can book the meeting room by inviting the room’s email address to a meeting request using:

• MDaemon Webmail, or

• Microsoft Outlook with MDaemon Connector

How It Works

• The room account maintains its own calendar.

• The Scheduling Assistant displays the room’s Free/Busy status.

• Availability is shown in a color‑coded grid (Free, Busy, Tentative, Out of Office).

Users can easily select a time when both attendees and the meeting room are available.

Result

Once configured:

• Meeting requests sent to the room are processed automatically

• Conflicting meetings are declined

• No manual approval is required

• The meeting room behaves like a shared calendar resource
  
  

Notes

• This configuration works with all recent MDaemon versions that support calendar and meeting request processing.

• For best results with Outlook, ensure MDaemon Connector is properly installed and configured.

Need Help?

If you require assistance with configuration, testing, or Outlook integration, please contact our support team.