Audience: Customer IT: Microsoft 365 / Exchange / Entra ID administrators, Google Workspace administrators, information security
This page summarizes what IT needs to prepare, what access Reservation Sync gets, and what to keep an eye on after go-live. The full step-by-step instructions are in Configure Microsoft Exchange and Azure or Configure Google Workspace.
- Summary
- Microsoft 365: what to prepare
- Google Workspace: what to prepare
- What access Reservation Sync gets
- Timing to plan for
- After go-live: keep it running
Summary
- Reservation Sync connects Workplace to the room calendars in Exchange Online or Google Workspace through the Microsoft Graph API or the Google Calendar and Admin SDK APIs.
- It does not need access to employees’ personal calendars. It acts on behalf of the room, not on behalf of the organizer. More information: Room-centric synchronization explained
- Supported: Microsoft 365 Exchange Online, including hybrid set-ups where room mailboxes are in the cloud. Not supported: on-premises Exchange.
- You share a small set of credentials securely with the Spacewell team.
Microsoft 365: what to prepare
What |
Why |
Details |
|---|---|---|
A room mailbox for every Workplace room that must sync |
Each reservable room in Workplace is linked to exactly one room mailbox |
|
At least one visible room list containing those rooms |
Reservation Sync reads rooms through room lists; Outlook Room Finder add-in uses them too |
|
Room reservation settings aligned with Workplace |
Mismatches cause reservations to be declined or not synced |
Table below, https://onespacewell.atlassian.net/wiki/spaces/KB/pages/4357489793/Configure+Microsoft+Exchange+and+Azure?xpis=eyJicmlkZ2UiOiJzbWFydExpbmtzIiwiaWQiOiIxNzkxNTU5NTE3MzU5Iiwic291cmNlIjoiY29uZmx1ZW5jZSJ9, chapter 2.1 |
App registration in Microsoft Entra ID with a client secret |
Gives Reservation Sync API access |
|
Microsoft Graph application permissions: Calendars.Read, Calendars.ReadBasic.All, Calendars.ReadWrite, MailboxSettings.Read, Place.Read.All |
Read and write room calendars, read rooms and room lists, read time-zone preference |
|
Mail-enabled security group with the rooms + application access policy |
Restricts the app to the room mailboxes only |
|
Admin consent |
Required by Microsoft Graph because calendar data is personal data under GDPR |
|
Share: Application (client) ID, Directory (tenant) ID, client secret, secret expiry date, e-mail domain(s) |
Spacewell configures the connection |
Room settings that must match Workplace
Exchange setting |
Recommended |
What goes wrong otherwise |
|---|---|---|
AutomateProcessing |
AutoAccept (unless booking delegates are used) |
Requests are not automatically accepted by the room |
BookingWindowInDays |
Same as the "reserve in advance" period in Workplace (Exchange default: 180) |
Reservations made further ahead in Workplace are not synced to Exchange |
ConflictPercentageAllowed |
Set deliberately; 0% declines a whole recurring series if one occurrence conflicts |
Out-of-sync recurring reservations |
DeleteSubject and AddOrganizerToSubject |
False, if you want meeting subjects to show in Workplace |
Workplace shows the organizer’s name instead of the subject |
RemovePrivateProperty |
False, if private meetings must stay private |
Private meetings created in Workplace are not private in Outlook |
AllowConflicts |
False |
Rooms accept double reservations; reconciliation reports these conflicts but cannot fix the configuration |
Google Workspace: what to prepare
- A Google Cloud project with the Google Calendar API and Admin SDK API enabled.
- A service account (name it "Asset"; the name shows in the "Created by" field of reservations) with domain-wide delegation for the scopes https://www.googleapis.com/auth/admin.directory.resource.calendar and https://www.googleapis.com/auth/calendar.
- Buildings and resources (rooms) created under Directory > Buildings and resources.
- A delegate user (preferably a non-admin account) with "Make changes to events" on every resource calendar.
- External sharing for secondary calendars set to "Share all information, and outsiders can change calendars".
- Share: client_email, private_key (JSON key), impersonated (delegate) user e-mail, e-mail domain(s).
What access Reservation Sync gets
- Microsoft: basic meeting details on room calendars – schedule, organizer, participants and subject. Not the meeting body, attachments, or users’ free/busy information.
- With the application access policy in place, the app can only access the room mailboxes in the security group.
- Calendar data counts as personal data under GDPR, so an administrator gives consent once on behalf of all users.
- The app is a background app. It does not appear under My Apps and does not need to be assigned to users or groups.
Timing to plan for
- New or changed room lists can take 24–48 hours to become visible through Microsoft Graph and in the Integration Platform. Create them early.
- Google domain-wide delegation usually takes minutes but can take up to 24 hours; changes to external sharing can also take up to 24 hours.
After go-live: keep it running
- Renew the client secret (Microsoft) or key (Google) before it expires. An expired secret makes room mappings fail; they are then disabled automatically and must be re-enabled by the Spacewell consultant. No reservation changes are picked up while a mapping is disabled.
-
Do not delete or replace a room mailbox that is in use without telling the Workplace administrator. A deleted mailbox disables the mapping.
Integration Platform Mapping Health Processer will disable a mapping if 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.
- New room? Create the mailbox, add it to the room list and the security group, and ask for it to be mapped in Workplace.
- Renamed room or new alias? These can be picked up automatically if your Spacewell consultant has enabled "Validate Mailbox" (see Room Mapping & mapping health). Name and capacity changes are not copied to Workplace; they must also be changed in Asset.
- Failure notifications are sent to the e-mail addresses that the Spacewell consultant configures in the Integration Platform Sync Settings. Make sure someone from IT or facilities is on that list. See Settings configured in the Integration Platform
- Room Finder add-in for Outlook can be installed by users or deployed centrally by IT. See Room Finder Add-in for Outlook