1. Before you get started
The Officebooking platform enables you to share your company resources and make them available for booking by your users or employees. We support a number of interaction or touch points for end users including web, mobile and interactive signage solutions. This way your users are supported throughout their complete journey.
This start-up guide will walk you through the process to set up synchronization with Microsoft Exchange 2013 or Office 365.
In this guide we assume that you have some familiarity with the Officebooking tools. You also need to create your own Officebooking organization account. If you are new to Officebooking make sure to review our general Getting started with Officebooking guide first. It will also show you how to get a new account.
To implement the integration for Exchange (or Office 365), you only need to follow a couple of simple steps to prepare yourself on the Exchange side. Before you begin make sure you have administrator-level access to your existing Exchange and Officebooking environment. By following the steps in this guide you will:
– add resource calendars in Exchange (or Office 365);
– update synchronization details in Officebooking;
– configure the Exchange Web Services connection;
– test the integrated synchronized workflow.
If you need any help going through this process, please contact our Officebooking support center for further assistance.
2. Add resource mailboxes for rooms you want to synchronize (Exchange)
Login to your Exchange admin center with your Exchange (or Office 365) administrator credentials.
In the main menu, select recipients and go to the sub menu labelled resources. Go to the + and select in the list the option for adding a new Room mailbox.
Using the Exchange admin center, add Room mailboxes.
Enter the data for the room. The minimum required information per room is the name and the email address of the room. Enter the details like for example: name = Boardroom I, email address = email@example.com, location = Puntegaal (name of building in our example) and room capacity = 8.
Pay special attention to the email address of the room. The domain (in our example @wilderman.nl) is already prefilled by Exchange. The part before the @-symbol needs to be unique for the room and is used for synchronization purposes. We use the email address as a unique identifier.
Please write down this unique email address, as you will be required to add this to the Officebooking platform later in the next step.
Make sure the option Accept or decline booking requests automatically is selected.
After selecting the More options.., item you also have the option to assign a user friendly alias for the room in addition to the more formal name “Boardroom I”. Users will be also able to search in Exchange on this alias.
Enter the Room mailbox details.
Remember to save your changes and move to the next step.
3. Configure the EWS-interface (Exchange)
You’ll need to have Exchange Web Services (EWS) component available. This is standard for Microsoft Exchange 2013 and Office 365 most other Exchange versions too. We use EWS to integrate with our Officebooking platform. In the overview below we provide an overview of our approach.
In short: setting up this EWS connection between your Exchange server and our Officebooking platform is based on commonly used standards and makes implementing secure data exchange easy to set up.
First step is we need to create user credentials on your Exchange server to log in to get access to this EWS service.
3.1 Create a new service account
For communication with your server we need to create a Officebooking service user account in your Exchange (or Office 365) environment with delegate rights on all resources that need to be synchronized.
First create this new service account user. Add a new generic exchange user and give it a name, for example Officebooking Service Account. Add a strong password according to your organizations password policy. Make a note of these credentials. You will need them later to activate the synchronization service.
The format of the service account name should be something like this:
3.2 Give delegate access to the service account
The new service account user needs delegate access to the resources that are to be synchronized.
You may set delegation rights in the following manner:
1. Go to Exchange Admin Center
2. Select a resource and choose ‘edit’
3. In the menu item ‘delegates’ select ‘Select delegates who can accept or decline booking requests’
4. Add the service account (e.g. officebooking) user
Go through these steps for every resource you have added.
3.3 Set up the correct title for bookings using powershell
By default, Exchange removes the title of a meeting in the subject line of the resource and display’s the organizers name. You can fix this by running a powershell command.
#Run powershell as an administrator and enter the following command:
$UserCredential = Get-Credential
#Enter your login information in the dialog
# insert your credentials you use to connect to exchange (admin user)
$Session = New-PSSession -ConfigurationName Microsoft.Exchange -ConnectionUri
https://outlook.office365.com/powershell-liveid/ -Credential $UserCredential -Authentication Basic -AllowRedirection
# this opens a connection to office365 with the credentials we just specified
# You’re connected
Get-Mailbox -RecipientTypeDetails RoomMailbox | Set-CalendarProcessing -AddOrganizerToSubject $false -DeleteSubject $false -DeleteComments $false
For more information please check Microsoft documentation online:
3.4 Activate synchronization
Your can activate the synchronization yourself by signing to your Office Admin -account. Select General company details. Scoll down to where it reads “Exchange end point”. Enter your EWS acces URL, username and password for the (Officebooking) service account. The username and password will be stored (encrypted) in our database.
Alternatively send an e-mail to firstname.lastname@example.org with the account data when you are done. We will activate your synchronization service for you. Remember you also need to provide us your EWS access URL i.e. https://mail.wilderman.nl/ews/Exchange.asmx, where your should replace wilderman.nl with your domain.
4. Add an Exchange email address to your rooms (Officebooking)
Log in using the OfficeAdmin account. Search for the same room, in our example Boardroom I by using the filters.
In order to make the data exchange work properly for this room, we only need to add the unique resource email address we created in the previous step.
Select Edit and enter the Exchange email address, in our example email@example.com. Please note: you will only be able to enter resource email addresses when the Exchange account is activated by Officebooking.
Save your changes and go to the next step.
5. Testing the integrated workflow
Book a meeting using Officebookling to test the workflow
In our example we log in to Officebooking as a regular user named Amy Kooijman and book a meeting at the Location Puntegaal. We make a reservation for meeting room ‘Boardroom one’, for 4 persons. You can see that the reservation is added to the personal reservations list of Amy Kooijman in Officebooking, by clicking on the username on the top of the screen.
Now login to the calendar on Exchange as THE SAME USER: in our example this is Amy Kooijman again. Check to see that the meeting and location was added. Remember that there is a synchronization time interval. Currently we synchronize every 3-6 minutes, depending on the traffic and load of our servers.
IF you run this test quickly, it is easy to forget that the user needs to exist in both YOUR Exchange (or Office 365) environment AND YOUR Officebooking account for the synchronization to work properly. So please make sure that the user exists in both environments and has the same email address.
6. Trouble shooting
I can’t access EWS on my mail server
Check the user credentials for the generic Officebooking service account. The username should be something like this: firstname.lastname@example.org or yourdomain\username. If the password seems to be incorrect, try resetting the password. Remember to check your URL. It should look like this: https://mail.yourdomain.com/ews/Exchange.asmx
I still have trouble connecting to my service account on exchange? How can I test if it works?
Check connectivity using the Microsoft tool at https://testconnectivity.microsoft.com/. If you can successfully connect using this tool, you should have no trouble connecting to Officebooking.
1) Open https://testconnectivity.microsoft.com/ in your browser.
2) Select Microsoft Exchange Web Services Connectivity Tests and choose the option Service account Access
3) Enter the details of your service account and target resource mailbox (room)
4) Run the tests! If you configured it the right way it should give you the message Connectivity Test Successful. If the test fails, it will provide you with information what did and didn’t work.
More help with troubleshooting
I do not see the reservation I made (yet)
We synchronize every 3-6 minutes with your Exchange server using Exchange Web Services (EWS).
Check if the resource mail addresses are identical in both Exchange and Officebooking. Check if the settings of the resource are set to ‘bookable’.
Check if the users match. The users that create the reservation have to exist in both systems.
I actived the synchronization and now i receive cancellations, what’s wrong?
Check if the organizing user exists in both Officebooking and Exchange. If the users organizing a meeting (and booking a room), do not exist in BOTH systems (Officebooking AND Exchange), you can get cancelllations. We are synchronizing after all! This typically only happens when you are migrating to a new exchange environment AND Officebooking account at the same time. Please make sure you added the relevant users to both environments first.
If for some reason your reservation request doesn’t get handled properly Check your resource mailbox permissions
Login to EAC and select in (me) box (top right corner), Another User. Select the resource and hit OK.
A new screen will open and you are now able to view and change all scheduling options for the resource mailbox. On the screen you can see two separate sections: Scheduling Options and Scheduling Permissions.
When you create a new Resource calendar, the following scheduling options are created as a default.
It is important to check the option Automatically process meeting requests and cancellations. This makes sense as we do not plan to process the requests manually by a member of staff who decides on the validity of request. Furthermore we also want to allow the Officebooking service to add new reservation made by accessing the Officebooking tools.
Other options checked will be used by Exchange to validate requests. In general we recommend setting these options not to strict. Furthermore we recommend making them consistent with the general rules used to establish validity on the Officebooking platform, to avoid conflicting occupation data.
On the right side of the Settings screen we see a section called Scheduling Permissions. Below you see the default values that should be added if you create a new resource calendar. It is important to allow Everyone to schedule automatically.