Migrating Exchange Sync to Microsoft 365 integration
Overview
Exchange Sync customers can now migrate existing bookings* to our Eptura Engage (Condeco) Microsoft 365 integration and benefit from the many smart features the integration provides. The Microsoft 365 integration (formally Smart Calendar) is built on the latest technologies and provides a feature-rich experience when booking meeting spaces through Microsoft Outlook.
*Some limitations apply; see Good to know for more information.
The integration uses the same Outlook add-in as the Exchange Sync service, but when integrated with Microsoft 365, the add-in provides users with a host of additional functionality, such as: self-healing bookings when a meeting is moved and the booked meeting space is not available at the new time; smart recurrences, which automatically books alternate spaces if the chosen space is not available on all dates of a recurring booking; and the ability to add meeting attendees and visitors and identify them as attending onsite or remotely.
Learn more: Feature comparison tables
For customers with Eptura Engage Cloud, a Microsoft 365 subscription, and Microsoft Exchange Online, the Microsoft 365 integration is our recommended solution. It is easy to use, and easy to deploy and update.
Contents
Prerequisites
The migration is performed by Eptura, usually over a weekend, and Eptura Engage (Condeco) must not be in use during the process. The following is required to migrate bookings from Exchange Sync to the Eptura Engage Microsoft 365 integration:
- Eptura Engage on Evergreen. Learn more: Eptura Engage Evergreen
- Completed pre-migration report; detailing bookings that can and cannot be migrated (provided by Eptura and reviewed by the customer). See below: Pre-migration report
- The Eptura Engage Microsoft 365 integration onboarding must be complete. Learn more: Epura Engage Microsoft 365 integration setup and onboarding
Process
Create dummy bookings for testing purposes
There are two phases to the migration, and the migration can only be rolled back after Phase 1, not after Phase 2. We therefore suggest creating a few dummy bookings of different types, in order to verify the success of the migration when Phase 1 is complete. For example:
- A single-day booking
- A recurring booking
- A multi-room booking
- A booking where the host is the user
- A booking where the host is the room
Customer action:
Create dummy bookings for testing purposes when Phase 1 is complete.
Pre-migration report
Before the migration, Eptura provides a report identifying the bookings that can be successfully migrated and those that cannot, along with the reason for each case. Detailed explanations for each limitation identified in the report are provided in the Good to know section below.
Customer action:
- Review pre-migration report: We recommend the customer reviews the report to identify bookings that cannot be migrated, and communicate any necessary information to their users.
- Send approval to proceed: When the customer has reviewed the report and is ready to proceed, send Eptura formal approval to proceed with the migration via email.
Migration
The migration can only be performed when Eptura Engage is not in use and is therefore usually completed over a weekend. The duration of the migration is dependent on the volume of existing bookings. The migration is completed in two phases - the migration can be rolled back after Phase 1 but not after Phase 2.
Eptura Engage (Condeco) must not be in use during migration.
Phase 1
- The existing database is backed up.
- Exchange Sync service is stopped.
- Microsoft 365 integration is enabled.
- Bookings are migrated.
- Dummy bookings are tested and validated by the customer
Customer action:
- Test dummy bookings: Perform update actions on the dummy bookings to ensure they behave as expected.
- Send approval to start Phase 2: When the customer has tested the dummy bookings and validated the migration success, send Eptura formal approval to start Phase 2 via email.
Phase 2
The migration cannot be rolled back when Phase 2 has started.
- The bookings noted in Other scenarios and outcomes are deleted.
Post-migration
Subscribe Exchange calendars to Eptura Engage
Exchange calendars must be subscribed to Eptura Engage to enable bookings to be synchronized. Eptura will subscribe the calendars in bulk to Eptura Engage.
Customer action:
Restart the Eptura Engage Outlook add-in: When the migration is complete, we recommend users log in to the Eptura Engage Outlook add-in again. It is not necessary to update or install a new add-in, the existing add-in provides enhanced functionality when used in conjunction with the Eptura Engage Microsoft 365 integration.
Good to know
The following tables and notes explain the impact of different booking types and other scenarios that affect the migration.
Which bookings are migrated?
The table shows which types of bookings are eligible for migration and which are not.
|
Single or Multi-room |
Organizer Type |
Created in |
Description |
Migration supported? |
Attendee migration supported?1 |
| Single-day bookings: | |||||
|
Single room |
Room |
Eptura Engage |
A booking created in Eptura Engage for a single day in a single meeting space. |
✔️ |
❌ |
|
Single room |
User |
Exchange |
A booking created by a user in Exchange for a single day in a single meeting space. |
✔️ | ✔️ |
|
Single room |
Room |
Exchange |
A booking created in Exchange directly in the room calendar for a single day in a single meeting space. |
✔️ | ❌ |
|
Multi-room |
Room |
Eptura Engage |
A booking created in Eptura Engage for a single day in multiple meeting spaces. |
✔️ | ❌ |
|
Multi-room |
User |
Exchange |
A booking created by a user in Exchange for a single day in multiple meeting spaces. |
✔️ | ✔️ |
|
Multi-room |
Room |
Exchange |
A booking created in Exchange directly in the room calendar for a single day with other meeting spaces invited as attendees. |
❌ |
- |
| Recurring bookings: | |||||
|
Single room |
Room |
Eptura Engage |
A recurring booking created in Eptura Engage for a single day in a single meeting space. |
✔️ | ❌ |
|
Single room |
User |
Exchange |
A recurring booking created by a user in Exchange for a single day in a single meeting space. |
✔️ | ✔️ |
|
Single room |
Room |
Exchange |
A recurring booking created in Exchange directly in the room calendar for a single day in a single meeting space. |
✔️ | ❌ |
|
Multi-room |
Room |
Eptura Engage |
A recurring booking created in Eptura Engage for a single day in multiple meeting spaces. |
✔️ | ❌ |
|
Multi-room |
User |
Exchange |
A recurring booking created by a user in Exchange for a single day in multiple meeting spaces. |
✔️ | ✔️ |
|
Multi-room |
Room |
Exchange |
A recurring booking created in Exchange directly in the room calendar for a single day with other meeting spaces invited as attendees. |
❌ | - |
Other scenarios and outcomes
There are certain other scenarios that affect bookings being migrated. Check the table to understand how the migration manages these bookings.
|
Scenario |
Description |
Outcome |
|
Eptura Engage user account is inactive |
A booking created by a user account that no longer exists in Eptura Engage.
|
Booking is deleted. |
|
Exchange room invited another room |
A single-day booking created in an Exchange room, and another room was added as an attendee. |
The primary room is migrated. Any room added to the attendee list is removed from the booking. The integration only supports attendees added to Microsoft events when the meeting organizer is a user1. |
|
Meeting organizer does not exist |
A single-day booking created in an Exchange room by a user that does not exist in Eptura Engage. |
Booking is deleted. |
|
More than 8 rooms in a booking |
A booking (or an instance of a recurring booking) has more than 8 rooms added. The integration supports up to 8 meeting spaces for a single booking2. |
Booking (or entire recurring booking) is deleted.
|
|
More than 450 future instances in a recurring booking |
A recurring booking contains more than 450 instances that occur in the future. The integration supports up to 450 instances in a recurring booking series3. |
The entire recurring booking is deleted.
|
Notes
1 The Eptura Engage Microsoft 365 integration only supports attendees added to Microsoft events when the meeting organizer is a user (not a room).
2 The Eptura Engage Microsoft 365 integration supports up to 8 meeting spaces for a single booking.
3 The Eptura Engage Microsoft 365 integration supports up to 450 instances in a recurring booking series. (The number of instances is the number of spaces multiplied by the number of occurrences in the series).
4 The Eptura Engage Microsoft 365 integration only supports single-day bookings created directly in Exchange room calendars (via third-party screens, for example), not recurring bookings.
FAQ
- Can Eptura Engage be used during the migration?
No, Eptura Engage will be inaccessible during the migration activity. We recommend scheduling the migration over a weekend to minimize disruption. - How long will the migration take?
The duration of the migration is dependent on the volume of existing bookings. Contact Eptura for more information about the expected time frame for your organization. - Do users need to do update the Eptura Engage Outlook add-in after the migration?
No, it is not necessary to update or install a new add-in, the existing add-in provides enhanced functionality when used in conjunction with the Eptura Engage Microsoft 365 integration. However, we recommend users log in to the Eptura Engage Outlook add-in again after the migration is complete. - What is 'Eptura Engage'?
From June 8, 2025, Eptura Engage is the new name for Condeco. Learn more: Introducing Eptura Engage