Settings configured in the Integration Platform

Microsoft Exchange and Azure, or Google Workspace

Room mailboxes or resources, room lists, room settings, app registration and permissions

Customer IT. See Microsoft Exchange or Google Workspace

Asset

Module activation, API Connector, rooms linked to Reservation Sync, reservation workflow

Usually a Spacewell consultant or partner; customer administrators with the right Asset rights can do it too. Configure Asset & the Integration Platform for Reservation Sync (Spacewell consultants)

Workplace

For example automations, such as releasing a room after a no-show with occupancy sensors

Usually a Spacewell consultant or partner.

Integration Platform

Connectors, Sync Settings, room mappings, conflict resolution and reconciliation

Spacewell consultant only.

Sync Mode

Reservations synchronize

• in both directions (bidirectional),
• only from Exchange/Google to Workplace (inbound), or
• only from Workplace to Exchange/Google (outbound).

Bidirectional

Failure notifications via e-mail

Who receives an e-mail about sync errors and disabled room mappings. Make sure someone from IT or facilities is on the list. These addresses are also needed for the reconciliation report.

–

Notify organizer/responsible on failure

The meeting organizer (and the administrator) receives an e-mail when a real-time sync fails .

–

Max Occurrences

Recurring reservations with more occurrences are not synchronized. Asset has a fixed maximum of 180.

180

Max Updates

A technical safeguard that prevents an endless update loop on one reservation.

50

Time Zone

Used when no time zone is configured in Asset or in Exchange/Google. Mandatory.

–

Validate mailbox

Keeps room mappings up to date when a room mailbox gets a new alias or display name. See Room Mapping & mapping health

On

Always host online / Conference provider

Adds an online meeting link to every reservation created in Workplace: Teams (Exchange), Google Meet (Google) or Zoom. See Online meeting links (Teams, Google Meet, Zoom)

On (Teams or Google Meet)

Real-time conflict resolution

Double reservations are resolved as they happen: the reservation created first is kept; the later one is cancelled or declined. See Conflicts & Reconciliation for Microsoft Exchange

On

Reconciliation: Off, Report or Automatically fix

• Report: out-of-sync reservations are fixed and the remaining conflicts are listed in an e-mail, for manual follow-up by a reservation coordinator.
• Automatically fix: conflicts and sync issues are fixed automatically; what cannot be fixed is listed in the report e-mail.

See Conflicts & Reconciliation for Microsoft Exchange

Off

Reconciliation window

How many days ahead reconciliation checks: 10 to 90 days. Reservations further ahead are not checked.

–

Schedule

When reconciliation runs, for example every day at 2 am.

–

Deviation thresholds

Safety limits. If reconciliation finds too many differences, it stops for that room or for the whole run, to avoid mass changes caused by a problem elsewhere. A lower value stops earlier; a higher value lets more corrections through. See the table below.

See below

Detected Deviation Threshold

Share of reservations with a different start or end time, before reconciliation starts

15–20% in stable environments; 50–60% during set-up or when many changes are expected

Reconciled Deviation Threshold

Share of reservations with any difference (time, subject, attendees, …), per room

15–20% in stable environments; higher during early testing

Global Resource Failure Threshold

Share of rooms that may fail before the whole run stops

50–60% in production