Audience: Spacewell implementation consultants, project managers, partners (for steps they perform)
Use this page as the checklist for a Reservation Sync project. Each step has an owner
Project checklist
# |
Step |
Owner |
Details |
|---|---|---|---|
0 |
Customer requests the implementation. Professional Services is involved. |
Sales |
|
|
Walk the customer through the feautures & limitations document, and discuss the example scenarios to ensure customer is aware of what they might expect. Discuss Sync timings & delays as well as which settings need to be configured in Integration Platform. |
Implementation consultant |
||
2 |
Qualify the project: Microsoft or Google? Exchange Online/hybrid (on-premises not supported)? Existing future reservations, and where? Coming fromMCS? Multi-room reservations? Custom reservation workflow? |
Implementation consultant |
Reservation Sync: Choosing the starting point for go-live (SW internal) |
2.a |
If existing future reservations must be migrated: explain the process to the customer, then request the migration as early as possible (at least one month ahead, no guarantee) |
Implementation consultant |
|
3 |
Send the customer the IT quick guide and the Exchange/Azure or Google configuration guide |
Implementation consultant |
|
4 |
Customer to configure Microsoft Exchange or Google Workspace (new room lists can take 24-48 hours to become visible through the Graph API; 24h for Google) |
Customer |
|
5 |
Align room configuration in Asset with Exchange/Google (reservation window, regimes/working hours, no set-up/clean-up times, no composed rooms) |
Implementation consultant |
|
6 |
Asset: activate the module, fill client_id/client_secret on the API Connector, link reservables, reveal or generate the key |
Implementation consultant |
Configure Asset & the Integration Platform for Reservation Sync |
6.a |
Custom reservation workflow (also in FMB environments)? Apply the required workflow changes |
Implementation consultant |
Configure Asset & the Integration Platform for Reservation Sync chapter 1.6 |
7 |
Once the customer has finished the Exchange/Azure or Google Workspace configuration, configure Integration Platform: create the AXXERION connector and the MICROSOFT or GOOGLE connector; configure Sync Settings per connector (sync mode, failure e-mails, time zone, Always host online) |
Implementation consultant |
|
8 |
Map rooms (allow up to 48 h for room lists to appear). Keep mappings disabled if a migration is planned |
Implementation consultant |
|
9 |
Configure reconciliation (Exchange only): options, window (10–90 days), schedule, thresholds (see Settings configured in the Integration Platform for what they mean for the customer) |
Implementation consultant |
|
10 |
Test with the customer using the facility manager test scenarios |
Implementation consultant |
|
11 |
Share the end-user page with the customer for internal communication |
Implementation consultant |
|
12 |
Go-live / migration; follow up the migration report and failures |
Implementation consultant |
|
13 |
Hypercare: check failure notifications, reconciliation reports and execution details |
Implementation consultant |
Top pitfalls
- Settings not aligned between Asset and Exchange (BookingWindowInDays, regimes, ConflictPercentageAllowed) is the most common cause of declined or missing reservations.
- Enabling mappings for rooms with many existing future reservations without the Integration team causes gaps: Microsoft Graph handles only 4 notifications per resource at the same time (to be confirmed); extra notifications are refused.
- Draft reservations are not synced. Inbound reservations must move from draft to confirmed automatically (condition syncDirectionCode = Incoming, see the default FMB workflow).
- Mappings that are in use cannot be deleted. Only new mappings without transactions can be deleted.
- Several Microsoft connectors each need their own Sync Settings.
- Reconciliation needs e-mail addresses in Sync Settings, even if failure notifications are disabled.
- Only one Axxerion connector can be configured per Integration Platform tenant.
- Disabled mappings are not re-enabled automatically, and reservation changes made while a mapping is disabled are lost.
Who to contact
- Migration requests: see Request an Exchange migration (SW internal)
- Customer credentials: the customer shares them securely with the Spacewell consultant, who enters them when creating the connector in the Integration Platform (Configure Asset & the Integration Platform for Reservation Sync, chapter 2.2a/2.2b).
- Custom reservation workflows (also reservation-schedule workflows): follow Configure Asset & the Integration Platform for Reservation Sync , chapter 1.6.