Room calendars kept in step with Microsoft 365 and Google
Bookings made in SmartMy Facility appear in the room's Outlook or Google calendar, and meetings booked there reserve the room here. Built and tested against simulated services; tried with you on your own account before go-live.
PLANSScale only
Built and tested against simulated Microsoft and Google services; never run against a real account. Tested with you before go-live.
The problem it solves
- People book the room in Outlook, others in the booking system, and both turn up.
- The room calendar in Outlook shows the room free while it is booked for an event.
- Staff are asked to give up the calendar they already use.
How it works
- Your Microsoft 365 or Google Workspace administrator gives the system access to the room calendars.
- Add a Room Calendar Account with the credentials and click Test Sign-in.
- On each facility, choose the account and type the room mailbox or calendar ID, then click Sync Now.
- Every 5 minutes, confirmed bookings are written to the room's calendar; moves and cancellations follow.
- Meetings booked in Outlook or Google for the room reserve it here. One that clashes with a booking is skipped.
Everything it does
Accounts
- Microsoft 365 (Graph): Tenant ID, Client ID, Client Secret
- Google Workspace: Service Account Key (JSON) and Act as
- Read from (days back): 1; Read up to (days ahead): 90
- Secrets are stored sealed and seen only by facility administrators
From SmartMy to the room calendar
- Confirmed and in-use bookings, with the title (private ones as "Booked"), the booking number and the booker's name
- Changes and cancellations are sent; each booking shows To sync, Synced or Failed with the error
From the room calendar to SmartMy
- Meetings are listed under Room Calendar Events with title, organizer and times
- They reserve the facility; a clash with an existing booking is skipped
- Meetings marked free are not read; cancelled ones free the time
On the facility
- Room Calendar tab: account, calendar ID, last exchange and error
- Sync Now, and Read All Again after changing the calendar ID
Who uses it
Your IT administratorCreates the access in Microsoft 365 or Google Workspace.
Facility administratorAdds the account and links each room.
StaffBook in Outlook, Google or SmartMy, and see the same room calendar.
Where you use it
- Web: Facilities > Configuration > Room Calendars > Room Calendar Accounts and Room Calendar Events; the facility's Room Calendar tab
- Outlook or Google Calendar: the room's own calendar
What you control
Settings
- Read from (days back): 1
- Read up to (days ahead): 90
- Exchange: every 5 minutes
Notifications
- None of its own: errors show on the facility and the booking
Questions
Has this been used with a real Microsoft 365 tenant?
Not yet. It is tested against simulated services. We set it up with your administrator on one room first and check both directions.How quickly do changes appear?
Within about 5 minutes in each direction. Sync Now on the facility sends and reads at once.What if someone books the room in Outlook at a taken time?
The meeting is skipped here and the SmartMy booking keeps the room. Check the room's calendar for such clashes.Do we need to give everyone's mailbox?
No. Only the room mailboxes or resource calendars are read and written, through the access your administrator gives.Related features
BOOKINGSAttendees, guests, calendar entries and private bookingsA booking says what it is for, how many come, who attends and which guests come from outside. Attendees get it in their SmartMy calendar, and a private booking shows to others only as Booked.BOOKINGSNo double bookingTwo people can never hold the same facility at the same time. Every booking is checked against other bookings, setup time, hall parts, seats and blocked time, even when two people press Book together.WORKPLACE EXTRASA room display on a tablet at the doorA tablet at the meeting room door shows green when the room is free and red when it is in use. It lists the next bookings of the day. People check in to their booking or book the free room on the spot.FINDINGFacility calendars and a day timeline of a siteSee bookings by week on a calendar, one colour per facility. Or see a whole site's day on a timeline, with facilities as rows and hours as columns. Click a free hour to book it.WORKPLACE EXTRASDesk booking on a floor planPut your desks on a picture of the floor. People see which desks are free, taken or theirs for the hours they need. They click or tap a free one to book it under its usual rules.
See it with your own rooms.
Tell us what you run: rooms, halls, courts, desks. We will show you a booking from request to check-out with your rules.