Scheduled jobs installed with Workplace Calendar Synchronization

  • Release version: Yokohama
  • Updated January 30, 2025
  • 3 minutes to read
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    Summary of Scheduled jobs installed with Workplace Calendar Synchronization

    The Workplace Calendar Synchronization app for ServiceNow includes a set of scheduled jobs designed to automate and streamline calendar and reservation management tasks. These jobs handle synchronization between ServiceNow reservations and external calendar systems such as Microsoft Exchange Online, Google Calendar, and Microsoft Exchange On-Premises.

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    Key Scheduled Jobs and Their Functions

    • Clean-up Awaiting/Rejected Reservations: Runs every 5 hours to clear reservations stuck in an awaiting confirmation state due to rejections (both for cloud and On-Premises environments).
    • Create and Update Reservations from Events: Runs every minute to insert or update reservations based on calendar events from Microsoft Exchange Online.
    • Check Room Calendar for Stuck Reservations: Runs every 10 minutes to verify reservations stuck in awaiting confirmation by checking if the corresponding calendar event exists; moves reservations to a conflicted state if the event is missing.
    • Export Reservations to Calendar: Inactive by default; when enabled, it syncs Workplace Reservation Management reservations back to external calendars by creating calendar events and updating reservations with event identifiers.
    • Subscription Renewal Failure Notification: Runs daily to notify administrators about failed subscription renewals related to active sync configurations.
    • WSDRS Multi Reservation Processor: Runs every 15 minutes to correct reservations imported as single entries from external sources by grouping them properly.
    • WSDRS Reprocess Events: Inactive by default; reprocesses failed synchronization calls for Workplace Scheduling Data Repository (WSD) events.
    • WSDRS Sync Calendar Items: Runs every 2 minutes for Microsoft Exchange Online On-Premises and Google Calendar providers to synchronize calendar events for locations with active sync configurations.
    • Update Attendees of Workplace Reservations (Google & On-Prem): Runs every 4 minutes to synchronize attendees from calendar events to the Reservations table for Google Calendar and Microsoft Exchange Server spokes respectively.
    • Queue Webhook Events (Microsoft Exchange Online): Runs every minute to queue webhook notifications from Microsoft Exchange Online, preventing race conditions from multiple notifications.
    • Weekly Schedule Scan: Runs once a week to perform a comprehensive check on calendar synchronization configurations after setup.

    Practical Benefits for ServiceNow Customers

    • Automates cleanup of stale or conflicted reservations to maintain data accuracy and reduce manual intervention.
    • Ensures real-time synchronization between ServiceNow reservations and external calendar events, improving reservation reliability and user experience.
    • Notifies administrators of subscription failures enabling proactive management of synchronization configurations.
    • Supports multiple calendar providers and deployment models (cloud and on-premises), providing flexibility in integration scenarios.
    • Improves data integrity by correcting improperly created reservations and synchronizing attendee information.
    • Helps prevent synchronization conflicts and race conditions through webhook event queuing.

    The Workplace Calendar Synchronization includes scheduled jobs to process a few synchronizations seamlessly.

    Table 1. Scheduled jobs installed with Workplace Calendar Synchronization
    Scheduled job Scope Active Time Description
    Clean-up Awaiting/Rejected Reservations Workplace Calendar Synchronization True Repeats every 5 hours This scheduled job clears the reservations that have been stuck in awaiting confirmation for more than 5 hours (due to rejection from outlook)
    Create and Update Reservations from Events Workplace Calendar Synchronization True Repeats every 1 minute This scheduled job inserts/updates reservations from Microsoft Exchange Online spoke > Events table.
    Check room calendar for reservations stuck in awaiting confirmation Workplace Calendar Synchronization True Repeats every 10 minutes This schedule job runs every 10 minutes and selects the reservations that are stuck in Awaiting confirmation and were last updated between 2 to 15 minutes ago. The job performs a look-up call to the room calendar to verify if the event exists. If the event does not exist (due to conflicts with outlook), the reservation is moved to the Conflicted state.
    Export reservations to calendar Workplace Calendar Synchronization False Repeats every 15 minutes
    This scheduled job is inactive by default. The scheduled job syncs existing Workplace Reservation Management reservations with the calendar.
    • It retrieves details of the reservations that are not synchronized with the calendar.
    • Creates events for all reservations based on the respective location's calendar provider. On successful creation of events, reservations are populated with "Event Id & IcalId".
    • If the script fails to create events for a reservation, you can check the logs to determine the reason behind the failure.
    Subscription renewal failure notification job Workplace Calendar Synchronization True Daily This scheduled job checks for failed subscriptions that are linked to active reservable sync configuration records and notifies users with the rsvsync_admin role.
    WSDRS Multi reservation processor Workplace Calendar Synchronization True Repeats every 15 minutes This scheduled job turns reservations that are incorrectly created as single from an external source into correctly grouped multi children
    WSDRS Reprocess Events Workplace Calendar Synchronization False Repeats every 15 minutes This scheduled job reprocesses the synchronization calls for WSD events that failed to process.
    WSDRS Sync Calendar items Workplace Calendar Synchronization False Repeats every 2 minutes

    This scheduled job runs only for Microsoft Exchange Online On-Premises and Google Calendar provider. This job is not applicable to Microsoft Exchange Online.

    This scheduled job synchronizes all the events of a calendar for all the locations that have active reservable sync configurations.
    Update attendees of Workplace Reservation (Google) Workplace Calendar Synchronization True Repeats every 4 minutes This scheduled job is installed when the Google Calendar Spoke is installed. This job synchronizes attendees, who were synced from Calendar events and stored in the calendar items, to the Reservations table.
    Sync attendees for onPrem Workplace Calendar Synchronization True Repeats every 4 minutes This scheduled job is installed when Microsoft Exchange Server Spoke is installed. This job synchronized attendee, who were synced from Calendar events and stored in calendar items, to the Reservations table.
    Clean-up Awaiting/Rejected Reservations (OnPrem) Workplace Calendar Synchronization True Repeats every 5 hours This scheduled job clears the reservations that have been stuck in Awaiting confirmation for more than 5 hours (due to rejection from Microsoft Exchange Online On-Premises).
    Queue Webhook Events Microsoft Exchange Online Spoke True Repeats every 1 minute As Microsoft Exchange Online sends many notifications for each change, to avoid a race condition, the notifications are captured in the Webhook Notification [sn_ex_online_spke_webhook_notification] table and queued to the Callback Queue [sn_ex_online_spke_callback_queue] table through this scheduled job.
    Weekly schedule scan Workplace Calendar Synchronization True Once a week This schedule job is a scan performed after the configuration. It is a suite for checking calendar sync configuration.