Audience: Facility managers, project leads and IT at the customer
Reservation Sync synchronizes reservations from the moment a room is connected. Room reservations that already exist for the future (in Workplace or in Outlook) are not copied automatically. If you have such reservations, Spacewell moves them for you before go-live, so both systems start from the same point.
- Why this is a planned activity
- Do you need a migration?
- How it works
- What we need from you
- Reservations that cannot be moved
Why this is a planned activity
Microsoft Graph handles only 4 notifications per room at the same timetime (to be confirmed). If a room with many future reservations were simply connected, Microsoft would refuse the extra notifications and those reservations would not be synchronized. That is why the Spacewell Integration team moves existing reservations in a controlled way: room by room, outside business hours.
Do you need a migration?
Your situation |
What happens |
|---|---|
You do not book rooms in Outlook yet, or only use it for personal meetings |
NO MIGRATION NEEDED. |
You want a fresh start, or there are only a few future room reservations |
NO MIGRATION NEEDED. USERS RE-CREATE THEIR OWN RESERVATIONS AFTER GO-LIVE. |
Your future reservations are in Workplace |
The reservations are copied from Workplace to Outlook (outbound migration). |
Your future reservations are in Outlook Calendar – also if they were synchronized with another system before |
The reservations are copied from Outlook to Workplace (inbound migration). |
Your future reservations are in another reservation system without calendar sync |
The reservations are exported from that system and imported into Workplace, then copied to Outlook (outbound migration). |
You move to a new Workplace/Asset environment |
The future reservations are moved to the new environment, then copied to Outlook (outbound migration) to bring both back in sync. |
Info
Per location, only one system can be the starting point (source) for the migration: either Workplace or Outlook.
How it works
Step |
What happens |
Who |
|---|---|---|
|
Your Spacewell consultant requests the migration. Spacewell estimates the effort and proposes a date. You confirm the date at the latest 2 weeks before; depending on the project size, the lead time can be longer. |
Spacewell with you |
|
Exchange/Azure and Workspace are configured, rooms are set up the same way in both systems and the rooms are mapped – but Reservation Sync is not yet switched on. |
Your IT and Spacewell |
|
From the agreed start, no new reservations are made for the rooms in scope until the migration is done. E-mail messages are switched off during this period, so organizers do not receive a mail for every reservation that is moved. |
You |
|
Spacewell moves the reservations room by room, usually outside business hours or over a weekend. This takes from a few minutes to more than an hour per room, depending on the number of reservations. |
Spacewell |
|
The next working day you receive a report per room: reservations moved, and reservations that could not be moved, with the reason. |
Spacewell |
|
Reservation Sync for the rooms is switched on. From then on, new reservations, changes and cancellations synchronize automatically. |
Spacewell with you |
|
Together, the reservations that could not be moved are reviewed and solved. |
You and Spacewell |
What we need from you
- The number of rooms in scope and an estimate of the number of future reservations.
- Where reservations are made today (Workplace or Outlook), per location.
- Which types of reservations are used: single or recurring, single room or several rooms in one reservation.
- The locations or regions where you are active, and your preferred time window.
- Before the migration: the IT configuration completed (Microsoft Exchange), with credentials and permissions in place.
- For an outbound migration: confirmation that the rooms in scope have no reservations in Outlook.
- During the freeze: no room reservations for the rooms in scope, and Outlook room invitation and confirmation mails switched off.
Note
Plan early. Ask for a migration at least one month ahead; a date can only be confirmed by Spacewell and cannot be guaranteed. The more rooms and future reservations, the more days the migration takes.
Reservations that cannot be moved
Some reservations cannot be moved automatically. They are listed in the report, with the reason. Common reasons:
Reason |
What to do |
|---|---|
The reservation overlaps with another reservation for the same room |
Remove one of the conflicting reservations |
The reservation falls outside the room’s availability (regime) in Workplace |
Align the availability between Exchange and Workplace |
A recurring meeting without an end date, or with more occurrences than allowed |
The organizer cancels the series and creates it again with an end date |
Incomplete reservation data in Outlook |
Skipped; the organizer re-creates the reservation if needed |
For what end users notice around go-live, see Reservation Sync: What end users can expect at go-live