Room Mapping & mapping health

Audience: Spacewell consultants; customer administrators (for information – the Integration Platform is only available to Spacewell consultants)

• Add a mapping
• Background checks
  • Validate Mailbox
  • Mapping Health Check Processor
    • Notifications

A room mapping links one room in Exchange/Google to one reservable room in Asset. Only mapped rooms synchronize.

Who does this?

• Spacewell consultant: creates, enables, disables and re-enables room mappings in the Integration Platform.
• Customer IT: prepares the room mailboxes and room lists (Microsoft Exchange) or resources (Google Workspace).
• Customer: tells the consultant which rooms must be synchronized, and when rooms are added, renamed or removed.

Add a mapping

Manual room mapping

1. In the Integration Platform, go to Reservation Sync > Mapping > Actions > Add new mapping.

2. Select the calendar room list, the calendar room mailbox and the Asset reservable.

3. Click Save. Repeat for every reservable room.

Bulk room mapping

1. In the Integration Platform, go to Reservation Sync > Mapping > Actions > Auto mapping.
2. Make a selection to try and map

   1. all available resources (across calendar room lists) or

   2. select specific room lists to map specific room resources

2. The platform will suggest strong matches based on room name. Confirm calendar room mailboxs and Asset reservables.

Background checks

Reservation Sync uses different processes to help keep room mappings accurate and to identify mappings that can no longer synchronize correctly.

There are two types of checks:

Validate Mailbox

Validate Mailbox is an optional check that the Spacewell consultant can enable in Integration Platform > Sync Settings.

When enabled, Integration Platform periodically checks mapped Exchange room mailboxes for specific changes to their email addresses and display names. It updates the associated mapping information when it detects a supported change.

This check is intended to keep existing mappings current in the following scenarios:

• Alias added to a room mailbox: the alias is stored in the mapping, so notifications sent from the alias are recognized. Without this, those notifications might not be processed.

• Display name changed: the cached name is updated. The name is used when Reservation Sync creates reservations in Exchange.

• It does not handle mailbox availability, permissions or other sync failures – that is the Mapping Health Check Processor.

Mapping Health Check Processor

Runs automatically every hour; nothing to configure. If it detects a problem it validates the mapping again and, for failures such as expired tokens, changed permissions or subscription errors, retries up to five times. If the problem remains, the mapping is disabled automatically and a failure notification is sent to the addresses in Sync Settings.

A mapping can be disabled when:

• the Exchange mailbox has been deleted;

• the authentication token has expired;

• mailbox permissions have changed or been removed;

• Exchange or Asset cannot update the required subscriptions;

• another persistent issue prevents synchronization.

Notifications

When a room mapping is disabled, Integration Platform sends a failure notification by email to the administrators configured to receive Failure Notifications in Sync Settings.

Make sure that the appropriate administrators are configured in Sync Settings so they can take action when a mapping requires attention.

See Troubleshooting Reservation Sync in case of issues.