Last updated on March 07, 2019

Configure Microsoft Outlook Calendar room booking service with limited administrator privileges

Microsoft Office 365 requires global administrator level permissions for a service account to handle room booking and check-in across an organization. However, if you do not wish to use global permissions across all rooms, you may now implement the booking functionality on specific rooms only using the limited administrator privileges for specific room resources only. We have two configuration options:

  • Use a booking account with global administrator privileges to book all meeting rooms in the organization.
  • Use a booking account with limited administrator privileges to implement the booking functionality on specific rooms only (this article).

This article provides the instructions to configuring the room booking service for the Microsoft Office Outlook Calendar data provider with limited administrator privileges, for our Room Schedule card.

Note

For instructions to configure Microsoft Outlook Calendar meeting room booking service with global administrator privileges, please click here.

To setup your room booking service, you must first configure the calendar data provider settings and then create the Room Schedule card. Once the card has been configured, you then need to add the card to a playlist channel and publish the channel to a registered device installed with the Appspace App.

Note

  • If you are a user looking for information on booking a room via our card or the calendar, please refer to Book a meeting room.
  • If you would like to create and configure a Room Schedule card, please refer to: Create a Room Schedule card.


The instructions in this article must be completed first by a Office 365 Administrator prior to configuring a Room Schedule card in Appspace. Follow the instructions in the order listed below:

A. Create a User Account in Office 365

We recommend creating one account in Office 365 that will be used specifically for the Room Schedule card configuration. We will call this the user account.

  1. To create the user account, follow the instructions in the Add users individually or in bulk to Office 365 article: https://support.office.com/en-us/article/add-users-individually-or-in-bulk-to-office-365-admin-help-1970f7d6-03b5-442f-b385-5880b9c256ec?ui=en-US&rs=en-US&ad=US

  2. Add the basic account information, such as:

    • First and Last name
    • Display name
    • Username and Domain (email address)
    • Location
    • Password
    • Roles - Select User (no administrator access)

    You may skip all optional information.


  3. Proceed to section B below.

B. Configure Office 365 Resources

All meeting rooms in an organization are known as resources in Microsoft Outlook Calendar.

Note

We recommend gathering all meeting room information such as name, email address, capacity, and location, prior to configuring the Microsoft Outlook Calendar resources.

To configure the resources in Microsoft Outlook Calendar,

  1. Follow the instructions in the Room and equipment mailboxes article: https://support.office.com/en-us/article/room-and-equipment-mailboxes-9f518a6d-1e2c-4d44-93f3-e19013a1552b#ID0EABAAA=Set_it_up

    Note

    Here, you may obtain the email alias for the resource id that is required for the player property when configuring the Room Schedule card.

  2. In Step 7, ensure Auto accept meeting request in Delegates is turned On.


To manually configure room facilities and capacity in Device Properties,

  1. Click here for instructions to Add a device property.

    You will need Network Administrator or Account Owner privileges to add a property.


  2. To configure the facilities in the meeting room, add the following device properties:

    Name Device Property Value
    Room Facilities card.room.facilities
    • Ethernet
    • Phone
    • Projector
    • VideoConference
    • WhiteBoard
    • WiFi

    To display more than one room facility, add the values separated by a coma.

    Example: card.room.facilities: Ethernet, Phone, Projector


  3. To configure the capacity in the meeting room, add the following device property:

    Name Device Property Value
    Room Capacity card.room.capacity <numeric>

    The Room Schedule card will display the room capacity from 1 to 100, anything more than 100 would be displayed as >100.

    Example: card.room.capacity: 20

  4. Proceed to section C below.

C. Configure Office 365 Delegation Access

Configure delegation access to allow the Room Schedule card to make bookings on Microsoft Outlook Calendar.

To configure Office 365 resource delegation access, follow the instructions below:

  1. Sign in to Office 365 admin center (https://portal.office.com) with your Global administrator credentials.

  2. Navigate to Resources > Rooms & equipment.

  3. Click the room name, and click Edit in the Delegates section.


  4. Click Add delegates, and select your user account.


  5. Click Save.

  6. Click Edit Exchange settings, and click booking delegates, and ensure the following settings:

    • Ensure the Select delegates who can accept or decline booking requests option is selected under Booking requests.
    • Ensure the user account is added to the Delegates section.


  7. Click Save, and click Close.

  8. Repeat the above steps for all resources (meeting rooms).

  9. Proceed to section D below.

D. Configure Resource Scheduling Permissions

To configure Office 365 resource scheduling permissions, follow the instructions below:

  1. Sign in to Office 365 Outlook Calendar (https://outlook.office.com) with your user account credentials.

  2. Go to the Office 365 Calendar, click your name in the top right corner, and select Open another mailbox from the drop-down list.


  3. Enter in the resource name, and click Open. The resource account opens in a new tab.

  4. Navigate to the resource account Calendar, and right-click on Calendar, select Sharing permissons


  5. Enter in the email of the user account in the Send a sharing invitation in email to share the calendar. Select Delegate from the drop-down list, and check the Let delegate view private events checkbox.

  6. Click Share, and click Done.

  7. Once done, navigate back to the email tab for the user account, and accept the calendar invitation that was sent from the resource account.


  8. Proceed to section E below.

E. Configure the Room Schedule model.json file

To configure the Room Schedule model.json file, follow the instructions below:

  1. Log in to Appspace Cloud at https://cloud.appspace.com with your Appspace credentials.

  2. Click System > Cards from the Appspace Menu navigation bar, and click the Template tab.

  3. Select and download the Room Schedule card template.

  4. Extract the Room Schedule card template (template.zip) file, and edit the model.json file with the following code changes with a text editor:



  5. Once done, compress the model.json file back into the template.zip file, and upload it back to Cards in the Appspace console.

  6. Proceed to the Create a Room Schedule card article.