Native Exchange booking
Coming soon!Native Exchange booking will be generally available from January 12, 2025. |
When you add or invite a Microsoft Exchange room to an event in your calendar, using either Microsoft Outlook or Teams, a booking is automatically created in Condeco when the event invitation is sent. You can edit the booking directly from the Microsoft event or from the Condeco booking and the changes are synchronized.
You can book Condeco meeting spaces directly from your preferred Microsoft Exchange calendar apps, such as Outlook for Mobile or the Teams calendar, by simply inviting the Exchange room.
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Add an Exchange room to an event
On a new Microsoft event or an existing event where you are the organizer, select the Exchange room from the Location field. The selected room is automatically added to the Required attendee list. When the invitation is sent, a corresponding booking is created in Condeco and any changes to the booking are synchronized.
See also: Existing events where you are not the organizer
Room availabilty: Selecting the room from the Location field displays a list of Exchange rooms showing their availability at the time set in the calendar event.
The availability information displayed for the room in the Location field is from the Exchange calendar and does not consider any setup and clean-down times reserved for adjacent Condeco bookings. Condeco will decline a booking if it overlaps a setup or clean-down time of another booking.
When the Exchange room is added to the Location field, it is automatically added to the Required attendee list.
When you add or invite a Microsoft Exchange room to an event in your calendar, using either Microsoft Outlook or Teams, a booking is automatically created in Condeco when the event invitation is sent. You can edit the booking directly from the Microsoft event or from the Condeco booking and the changes are synchronized.
Existing events where you are not the organizer
If you want to add a meeting space to an existing event where you are not the organizer, open the event from your Microsoft calendar and forward it to the Exchange room. A corresponding booking is created in Condeco* and any changes to the booking are synchronized.
*Condeco must have access to the organizer’s Exchange calendar to synchronize with the invited Exchange room.
Forward an event to an Exchange room.
The status icon of the Exchange room displayed in the 'To' field is the default Microsoft account status indicator and does not represent availability.
Remove an Exchange room from an event
To remove an Exchange room from an event, delete the room from the Attendee list and it will be automatically removed from the Location field. If you delete the room from the Location field, you might need to remove it from the Attendee list.
When the event update is sent, the corresponding booking in Condeco is deleted.
Booking from a third-party screen
Screens that connect directly to Microsoft Exchange room calendars, like Microsoft Teams panels, can create bookings in Condeco. Since users cannot authenticate from the screen, bookings made through these devices are created using a default Condeco account.
Good to know
- Multi-room bookings: Up to 8 meeting spaces can be added to an event.
- Recurring bookings: Up to 450 instances are supported. The number of instances is the number or recurrences multiplied by the number of meeting spaces invited to the event.
- Location field: Both the Condeco meeting space description and the Exchange room name are included in the Location field.
- Forwarding invites: Forwarded invites are only synchronized with the Condeco meeting space when the original event organizer is an internal user and Condeco has permissions to access their calendar.
- Attendees: Attendees added to an Exchange calendar event do not appear on the Condeco booking form's attendee list. To add them, launch the Condeco Outlook add-in and mark the attendees as 'on site'. Learn more: Attendees and visitors
- Smart alternatives: Condeco's 'smart alternatives' feature only considers the location and floor of the original booking to find a suitable alternative, when the booking was created using Native Exchange booking. Learn more: Smart recurrences
- Setup and clean-down times: Exchange does not support the additional time added to Condeco bookings for setup and clean-down times. This means meeting spaces might appear available to book during these periods, but Condeco will decline events if the time set for the event overlaps the setup and clean-down time for an existing booking.
Admins: Learn more
More information about Native Exchange booking is available for Administrators: