Microsoft Exchange Online

Introduction

The Microsoft Graph Integration allows you to synchronize your Microsoft Exchange resource calendars with Flexopus for managing meeting rooms. This synchronization is bidirectional and occurs in real time using the Microsoft Graph API.

• Reservations made in Microsoft Outlook will be visible in Flexopus.
• Reservations created in Flexopus will be reflected in Microsoft Exchange, ensuring seamless integration between both systems.

Once the Microsoft Graph Integration is configured in Flexopus, you can enable the following features:

1. Create reservations using a meeting room digital signage display.
2. Smart analytics for the usage of meeting rooms.
3. Room search with office plans integrated as an add-in within Outlook.
4. Catering service – coming soon.

These features enhance the functionality and management of meeting rooms within your organization.

How are the bookings synchronized “bidirectionally”?

Flexopus manages the reservations for resources like meeting rooms. However, details such as the event name, invitees, and event description are part of the associated event, not the resource reservation itself. A resource reservation in Flexopus includes only the reservation time and date, while event management remains with Microsoft Outlook.

Once the interface is configured, users will have the following booking options:

1. Reserve meeting rooms through Flexopus.
2. See reservations reflected in Microsoft Outlook.
3. Manage event details directly in Microsoft Outlook.

Flexopus focuses on simplifying meeting room reservations.

Direction: Microsoft → Flexopus

Reservation Flow from Microsoft Outlook to Flexopus:

• New Reservation in Microsoft Outlook
  Users can create a new meeting room reservation in Outlook as usual. Once created, Microsoft sends the reservation to Flexopus via the Microsoft Graph API (ideally in real time). The reservation will then appear on Flexopus's Live-Plan, allowing other users to see who booked the room and when. All appointment types are supported, including single and recurring appointments.
• Edit Reservation in Microsoft Outlook
  Any changes made to the reservation in Outlook (e.g., moving an appointment, selecting a different meeting room, or inviting multiple rooms) are synchronized to Flexopus via the Graph API. These updates will be reflected in Flexopus.
• Canceling a Reservation in Microsoft Outlook
  When a reservation is canceled, users can either cancel the entire event or just “uninvite” the meeting room in Outlook. Both scenarios are supported and synchronized in real time with Flexopus.

Direction: Flexopus → Microsoft

Reservation Flow from Flexopus to Microsoft Outlook:

• Edit or delete reservation in Flexopus
  The reservations are shown in Flexopus. Editing or deleting a synchronized reservation is currently possible through Microsoft Outlook.
  A cancellation can be made through Outlook as well as via Flexopus.
• New reservation in Flexopus
  A new resource reservation can be made in Flexopus through the usual reservation workflow, or it can be made through a meeting room signage display. Each reservation needs to be accepted by Microsoft Exchange Online, since Microsoft is the “single source of truth” in this constellation; therefore, double reservations are not possible. After a successful reservation, the reservation initiated through Flexopus will be displayed in the Outlook calendar of the respective user. The calendar entry will be created by Microsoft. The user can edit the booking in the Outlook calendar as usual.
  Since Flexopus does not yet manage the usual attributes (appointment name, participants, description and video call) of an event. We recommend this booking option mainly for spontaneous ad hoc bookings if a user needs a meeting room at short notice, still these attributes can be edited later directly in the Outlook calendar.

Setup Instruction Manual

To activate the Microsoft Exchange Online integration, follow the instruction below.

STEP 1 - Authorize Flexopus

To configure the Microsoft Graph integration in Flexopus:

1. Navigate to the Flexopus admin panel.
2. Go to Dashboard > Settings > Integrations.

If the integration module is enabled, you'll see it on this page. If you do not see the setting, contact support@flexopus.com for assistance.

To connect Flexopus with Microsoft:

1. Click the Connect button on the Integrations page.
2. Ensure you are an admin of your Microsoft Organization.
3. After verifying, click the Connect and Authorize button to proceed.

This will enable the integration between Flexopus and Microsoft services.

An authorization page will open in Microsoft with the requested permissions to read data via the Microsoft Exchange interface:

After you have accepted the permissions, the status of the integration is displayed:

Furthermore, Microsoft will automatically create a new enterprise application in your Active Directory with the Flexopus Exchange Integration name here.

After setting up the integration, open the application and navigate to the Permissions tab. Here, you will be able to see the granted permissions that have been authorized for Flexopus. This allows you to review and manage the access permissions given during the integration process.

STEP 2 - (optional) Create access policy

By granting Flexopus the Calendars.ReadWrite delegated application permission rights, Flexopus can access all personal and resource mailboxes of your organization.

Resource mailboxes
The mailboxes of the meeting rooms need to be accessed for an oblivious reason. The goal is to synchronize the reservations from Microsoft Exchange to Flexopus. To do so, we need to have access to the meeting room resource mailboxes.

Personal mailboxes
To create a reservation via Flexopus we need to have access to users' personal calendar as well.

Some customers wish to limit the access, since the application is only used by a part of the whole organization. To limit the application access to specific mailboxes, you can create a so-called application access policy via PowerShell. You can create a security group for it and add it to the access policy. You have 2 ways to add a security group to an access policy:

• DenyAccess: This way, the access of the assigned calendars of the assigned security groups will be denied for the application.
• Restrict access: This way, the access of the assigned calendars of the assigned security groups will be allowed for the application.

To configure the application access policy, you will need

• a security group, and
• you will need to assign the security group to the application in the Microsoft PowerShell.

The easiest way to create a security groups is to go to the Azure Active Directory and to create it manually:

However, you can also create the group with the PowerShell using the following command and manage the group from there:

New-DistributionGroup -Name "Enter the name of new security group" -Alias "Enter the Alias" -Type security

As next login into the PowerShell with a user who is entitled to manage the security groups, the application permissions. There is no user interface provided by Microsoft to do this step. Follow the steps. Add the security group to the application to create an access policy:

New-ApplicationAccessPolicy -AccessRight RestrictAccess -AppId "Enter Token Provider AD App ID" -PolicyScopeGroupId "Enter Email Enabled Security Group Mailbox ID" -Description "Restricted Access Group Policy"

For more information, contact your IT administrators or read the corresponding articles of Microsoft:

New-ApplicationAccessPolicy (ExchangePowerShell)

You need to be assigned permissions before you can run this cmdlet. Although this topic lists all parameters for the cmdlet, you may not have access to some parameters if they’re not included in the permissions assigned to you. To find the permissions required to run any cmdlet or parameter in your organization, see Find the permissions required to run any Exchange cmdlet. You can create a limited number of policies in your organization based on a fixed amount of space. If your organization runs out of space for these policies, you’ll see the error: “The total size of App Access Policies exceeded the limit.” To maximize the number of policies and reduce the amount of space that’s consumed by the policies, set a one space character description for the policy. This method will allow approximately 300 policies (versus a previous limit of 100 policies). While scope-based resource access like Mail.Read or Calendar.Read is effective to ensure that the application can only read email or events within a mailbox and not do anything else, application access policies allow admins to enforce limits that are based on a list of mailboxes. For example, apps developed for one country/region shouldn’t have access to data from other countries/regions. Or, or a CRM integration application should only access calendars in the Sales organization and no other departments. Every API request using the Outlook REST APIs or Microsoft Graph APIs to a target mailbox done by an application is verified using the following rules (in the same order): If there are multiple application access policies for the same Application and Target Mailbox pair, DenyAccess policy is prioritized over a RestrictAccess policy. If a DenyAccess policy exists for the Application and Target Mailbox, then the app’s access request is denied (even if there exists a RestrictAccess policy). If there are any RestrictAccess policies that match the Application and Target Mailbox, then the app is granted access. If there are any Restrict policies for the Application, and the Target Mailbox is not a member of those policies, then application is denied access to the target mailbox. If none of the above conditions are met, then the application is granted access to the requested target mailbox.

Microsoft Learnchrisda

STEP 3 - Connect mailboxes with Flexopus

Once the integration is active, you need to connect the meeting rooms one by one. Go to the Exchange Online Admin Panel and copy the Microsoft resource email address.

To link a meeting room to Microsoft Exchange in Flexopus:

1. Go to the Flexopus location editor.
2. Select the meeting room you want to link.
3. Paste the Microsoft Exchange Resource email address into the External connection email address field.

This will connect the meeting room with Microsoft Exchange for synchronization.

After saving, Flexopus will try to connect the meeting room to the resource calendar. Wait about 10 seconds and then refresh the page. If the email address is valid, a verified tick should be visible directly below the email address. If the validation is successful, then Fleoxpus will synchronize the reservation. This may take a few seconds.

After connecting the object, you can see the changes in the integration overview:

After the connection is established, you don't need to click on the manual synchronization button, the process will be trigger automatically. Still, you can request a reservation synchronization for all connected objects manually at any time.

External users

Users outside your Active Directory can book the meeting rooms through Flexopus or through the meeting room signage displays as well, if they have access to the room booking in Flexopus.

Book as external user

By default, users of your Active Directory can book the meeting room resources in their personal Outlook Calendar or via the Flexopus application. Most probably they manage the meeting room bookings in their Outlook Calendar. This is also the preferred way, if applicable.

In case a user initiates a booking through Flexopus the following process will happen:

1. The application sends a booking request to Microsoft via the Graph API.
2. Microsoft checks if the user is a valid user in the Active Directory
3. The room availability will be checked.
4. The booking will be created in the user's personal calendar.
5. The booking will be created in the resource calendar, linked to the event that is created in the personal calendar.

For Flexopus to execute the booking flow, it requires access to both the personal calendar of the user and the resource calendar of the meeting room.

However, if the user does not exist in your organization's Active Directory, Flexopus will not be able to access the personal calendar. In this case, Flexopus will still proceed to book the resource calendar of the meeting room, but there will be no event entry in the user’s non-existing personal calendar.

This scenario typically occurs when external users are granted booking rights in Flexopus. They can still book the meeting room, but will need to manually create the event invitation in their personal calendar.

Book on a display

The meeting room displays for digital signage can also be used for booking a meeting room resource on site.

Meeting room signage display

Learn how to set up digital door signs with Flexopus to display room availability, schedules, and enable ad-hoc bookings.

Flexopus Help CenterSebi Németh

In this scenario, users can book a meeting room ad-hoc onsite without logging into the application. Flexopus will use a system user to book the resource calendar of the meeting room in Microsoft.

Since the meeting is not associated with an authenticated user, it can only be deleted or edited through the digital signage display or by an administrator in the Flexopus admin dashboard.

Allow resource booking declination

Since external users cannot access the resource booking in their personal calendar, they need the ability to create and delete reservations. By default, deletion of bookings is disabled. Optionally, you can allow owners of a booking and administrators to delete bookings of objects linked to Outlook Calendar.

Deleting a booking in Flexopus will only reject the booking in the resource calendar, without affecting the organizer’s personal appointment. The booking will also be deleted from Flexopus.

To enable this feature:

1. Navigate in Flexopus as an administrator to Dashboard > Settings > Integrations > Microsoft Exchange Integration.
2. Enable the resource booking declination option.

How can I deactivate the interface?

To disconnect Flexopus from Microsoft:

1. Click the Disconnect button. This will stop Flexopus from receiving updates from Microsoft.
2. All externally managed bookings will be deleted from Flexopus.
3. You can also manually delete the automatically created enterprise application in your Azure Active Directory.

This will fully disconnect the integration between Flexopus and Microsoft.

Trouble Shooting / FAQ