Note: Only one calendar system (Microsoft or Google) can be actively used at a time.
Administrators can configure as many calendars as they need, but only one can be active.
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The customer can connect their calendar account in backoffice. The information required to perform the connection action is outlined in Backoffice at Calven (click on the + Add Configuration button to see instructions).
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Calven Support will need to perform an action outside of Backoffice - contact your Calven representative and notify them that step 1 above has been completed.
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After step 2 is performed and the calendar account is connected, the administrator can then link rooms to their Calven rooms.
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When a room is linked, the free/busy status will be shown as green/red on the floorplan and the calendar will appear in the mobile room finder
Once the calendar is connected via the steps above, users will be able to book rooms and see their free/busy status for the duration of today.
Green = Available
Red = Occupied
Orange = Available now however will be busy within the next 10 minutes
Difference between Azure and Google Calendar booking behavior
In Azure, the room is booked by the room calendar itself. This means that it bypasses all acceptance criteria, and it is possible to double-book rooms. We prevent this from happening on the front end by not allowing selection of times that are busy, but if another calendar invite appears around the same time as our booking, there will be multiple room bookings.
In Google Calendar, the room is booked by a designated service account since the rooms are not “true” user accounts and cannot book themselves. This permissions applied to the designated service account will determine when bookings are accepted/rejected by the rooms.