Synchronized bookings with Microsoft Outlook

About synchronizing bookings with Microsoft Outlook

With the Microsoft 365 integration, you can create events in users' Microsoft Outlook calendars directly from Condeco on the web by selecting the 'Add to your Outlook calendar' option when creating the booking. The Outlook event and Condeco booking are completely in sync, giving you the flexibility to view and edit the booking details from either Outlook or Condeco.

Room equipment associated with the meeting space, such as Teams devices, is automatically invited when a Condeco and Outlook event is linked.

Creating a booking from the booking grid for meeting spaces

FAQ

1. How do I know if a booking is linked to an Outlook calendar event?

A booking linked to a Microsoft Outlook calendar event displays the Outlook icon on the booking grid and in Your bookings, and the booking form displays a note to say 'Linked to your Outlook calendar'.

Booking grid

Your bookings   Booking form

2. How should delegates create bookings?
   
   For delegate journeys, where the meeting needs to be placed in another user’s calendar, we recommend using the Condeco Outlook add-in to book the room. This is because bookings created in Condeco create a calendar event in the organizer’s Outlook calendar.
    
3. Why don't I see the option to add a booking to my Outlook calendar?
   
   You must have an active calendar subscription to add a booking to your Outlook calendar. If you have subscribed and still don't see the option, then your administrator may have enabled the option by default, which means you don't have to - all bookings will automatically be synchronized with your calendar. You can check if you have subscribed from your user profile. Learn more: Your profile and settings
    
4. If I chose not to add the booking to my Outlook calendar when I created it, can I add it later?
   
   No. The option to add a booking to an Outlook calendar is only shown when a booking is created. When the option has been set, it cannot be changed for that booking. Similarly, when a booking is linked to an Outlook event it cannot be unlinked.
    
5. Is the room equipment associated with the meeting space automatically invited?
   
   Yes, an invite is sent to the equipment mailbox.
    
6. How do I book the equipment mailbox if I did not add my booking to my Outlook calendar?
   
   The equipment must be booked manually.
    
7. Can we stop the Teams-enabled calendar events being created?
   
   Condeco creates a Teams-enabled Outlook calendar event by default. The Condeco administrator can disable this option globally if you use another online meeting provider. Learn more: Global settings for Microsoft Outlook
    
8. How do we invite virtual/remote attendees?
   
   Always Invite virtual/remote attendees via the Outlook event. This is because attendees added to the Condeco booking form are assumed to be attending on-site.
    
9. How do I set the host and requestor as attendees?

   The host and requestor must be manually added to the Attendee list on the booking form if they are attending on-site, as unlike other invitees, they are not automatically added.

10. Can I delete the Outlook calendar event when I delete a booking in Condeco?
    
    An option to delete the associated Outlook calendar event is displayed when the organizer deletes a booking from Condeco (the option is unchecked by default). However, this option is only visible to the organizer, not administrators or any other user who might delete the booking in Condeco.
     
11. Is an Outlook calendar event created when I make a booking from a Condeco or Eptura room screen?
    
    Yes, if Condeco has access to the user's Outlook calendar then an event is automatically created when the booking is created and authenticated from a meeting room screen.

Good to know

There are some differences in the way Condeco and Microsoft Exchange behave, so keep in mind the following limitations:

• Maximum number of rooms: The Condeco Microsoft 365 Integration currently supports up to 8 rooms for a single booking. If more than 8 rooms are added to a new booking, the option to add to the Outlook calendar is disabled. Users cannot add more than 8 rooms to existing bookings that are already linked to Outlook calendar events.
• Maximum number of instances: The maximum number of instances supported in a recurring booking series is 1,500. (The total number of instances is the number of spaces multiplied by the number of occurrences in the series).
• Linked room bookings: The Condeco Microsoft 365 Integration does not currently support linked room bookings. If a linked room is added to a new booking, the option to add to the Outlook calendar is disabled. Users cannot add linked rooms to existing bookings that are already linked to Outlook calendar events.
• Advanced recurrences: Condeco does not yet support some advanced recurrence patterns available in Microsoft Exchange. Unsupported recurrence patterns cannot be edited in Condeco. Other updates are allowed.
• Excluding weekends: The option to exclude weekends for daily recurrences in Condeco has been disabled as Microsoft Exchange does not support it. For similar functionality, users can select Monday to Friday as the recurrence pattern.
• Changing a meeting space: Changing the meeting space of a recurring booking only updates the space for future instances of the series in Condeco, retaining the original space information for the past instances. However, Microsoft Exchange updates the room details for the entire series.
• Private flags: Microsoft Exchange only supports one private flag setting for an entire series of a recurring event, therefore checking or unchecking the private flag in one instance of a recurring booking in Condeco has no impact on the private flag setting in the Outlook calendar event.