Reservation Sync keeps room reservations in Workplace and in Microsoft Outlook or Google Calendar the same. A room booked in Outlook or Google Calendar shows up as booked in Workplace, and a room booked in any Workplace touchpoint (Workplace app, Go, room display, kiosk, Asset) shows up in Outlook or Google Calendar. Users keep working in the tool they prefer.
- Where do I start?
- What you get
- What is synchronized
- Outlook or Exchange: what is the difference?
- How the set-up works
Where do I start?
I am... |
Start with |
Facility manager or reservation coordinator |
|
IT administrator (Microsoft 365 or Google Workspace) |
Reservation Sync quick guide for IT administrators |
Preparing the communication to employees |
|
Spacewell consultant or partner |
|
Want to know which settings Spacewell configures for you (and what they mean) |
What you get
- Reservations in sync. Room mailboxes in Exchange (or resources in Google Workspace) are linked to reservable rooms in Workplace. New, changed and cancelled reservations are synchronized in both directions.
- No change for Outlook or Google users. Reservation Sync does not change existing personal calendars. Users who prefer Outlook or Google Calendar keep using it.
- Every touchpoint up to date. Because both calendars are monitored, the Workplace app, Go, kiosks and room displays always show the same availability.
- Room-centric and privacy-conscious. Reservation Sync works with the room calendars, not with employees’ personal calendars. See Room-centric synchronization explained
What is synchronized
From Outlook / Google Calendar to Workplace |
From Workplace to Outlook / Google Calendar |
Subject |
Subject |
Start date and time |
Start date and time |
End date and time |
End date and time |
Organizer e-mail address |
Responsible (organizer e-mail address) |
Required participants (e-mail address) |
Reservation lines (the reserved room) |
Optional participants (e-mail address) |
Participants (only when added via the web portal) |
Recurrence |
Recurrence |
Info
For more information on what is and is not possible with Reservation Sync, see Features, prerequisites & limitations
Outlook or Exchange: what is the difference?
Think of a car. Microsoft Exchange is the engine: server software that receives and stores e-mail and calendar items, including the room calendars. Microsoft Outlook is the driver’s seat: the app people use to read mail and book meetings. Reservation Sync connects to Exchange; users see the result in Outlook. Azure (Microsoft Entra ID) is where IT gives Reservation Sync permission to access Exchange.
Reservation Sync integrates with the Microsoft Exchange service, not with one specific app. Outlook (the desktop app) is only one of the places where people see the Exchange room calendars. Outlook on the web and Outlook mobile, Microsoft Teams (desktop, web, mobile and Teams room displays) and the Spacewell Room Finder add-in all show the same data from Exchange.
How the set-up works
Three parties are involved. Each has a guide:
Step |
Who |
Guide |
|---|---|---|
1. Request the implementation |
Customer, via Spacewell Sales |
Contact your Spacewell account manager |
2a. Prepare Microsoft Exchange and Azure |
Customer IT (Microsoft) |
|
2b. Prepare Google Workspace |
Customer IT (Google) |
|
3. Configure Asset and the Integration Platform, map rooms |
Spacewell consultant |
|
3b. Agree on the settings in the Integration Platform (sync, online meetings, conflict resolution, reconciliation, room mappings) |
Spacewell consultant with the customer |
|
4. Configure reconciliation (Exchange only) |
Spacewell consultant |
|
5. Decide how existing future reservations are handled |
Spacewell consultant with the customer |
Moving existing reservations (Exchange activation or migration) |
Info
A more detailed project plan is available under Reservation Sync quick guide for Professional Services