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Connect Microsoft Room Calendars to Calven

This article is an administrator guide to setting up room booking. For a user guide on how to book rooms in Calven, click here.

Calven rooms can be connected to Microsoft 365 room calendars, allowing users in your Calven organization to book rooms directly through the Calven app. To get started, head to backoffice.calven.com/integrations/o365.

Prerequisites

To connect to your calendar system, you must first...

1. Be an administrator in the Microsoft tenant to which you are connecting

2. Be a Calven "Integrations Admin" or "Global Administrator"

3. Create a service account in Microsoft for Calven to operate on behalf of, with permissions to reserve rooms.

 

Setting up the interation

Go to backoffice.calven.com/integrations/o365. and click "Add configuration". You will see the below screen. Click on "Provide admin consent" which will direct you to a Microsoft login page.

On the Microsoft login page, make sure to login with your properly-permissions admin account. The Calven app will then prompt you for authorization. Accept the request to grant Calven access.

Once the permissions have been granted, you will be presented with this screen where you can enter the service account address. 

After entering the service account address and click "Create Configuration", you have now completed the step of connecting to your Microsoft 365 calendar system. Now that you've set up your configuration, there are a few options to consider:

Booking level refers to the permissions used when people book rooms via Calven.
  • Book as Calven means that when users book a room, the booking will be owned by the service account you used to connect Calven to your room calendars, and users will not be able to edit or cancel it after creation.
  • Book as User means that when users book a room, Calven will add a meeting with this room booking to the user’s calendar and include the room. Users will be able to edit or cancel the booking.
Acceptable domains are a whitelist used to set which sets of users have the rights to book meeting rooms in this integration. For most workplaces, this list will include the domains of all users. However if you have multiple calendar integrations - and not all users have the ability to book rooms in each calendar integration, you can restrict who can book rooms as a user in that integration. User accounts ending in the domains you've added will be able to book as user, while domains that do not match the ones you've added will only be able to book as Calven.

 

 

Connecting Rooms to Calendars

To link your Microsoft rooms to Calven rooms, navigate to https://backoffice.calven.com/integrations/o365 and click on the "Room calendars" tab.

Click "Add room calendars". You will be presented with a list of calendars available in your Microsoft service which can be utilized. Check off the calendars that you want to use and click "Connect" to create the connection to those calendars.

You will now see those calendars in the list of connected calendars. To link those calendars to a Calven room, click on "Connect room" and then search for your Calven room for that calendar and select it. Repeat this process for each of your meeting rooms.

Once you have completed this for all the rooms you have connected, you can go to view your floorplans on the map and see their free/busy status on the floorplan and book rooms.