Exchange room mapping
To synchronize an Exchange room with a Eptura Engage meeting space, the Exchange room mailbox is mapped to the corresponding Eptura Engage meeting space resource using the Exchange room mapping module in Eptura Engage.
Exchange room mapping module
Create and manage mappings between your Exchange rooms and Eptura Engage meeting space resources from Exchange room mapping module in Eptura Engage.
Before you start: Delete any existing events created directly in the Exchange room calendar before mapping the Exchange room to Eptura Engage. Existing events in the Exchange room calendar are not automatically synchronized to Eptura Engage, and as a result, the calendars can become out of sync.
To map or unmap your spaces, sign in to Eptura Engage as Global admin and navigate to Application setup > Exchange room mapping, then select your Exchange tenant from the drop-down list.
Create a new mapping
- In the Exchange room mapping module, select the Exchange tenant and then select Unmapped spaces to display the list of Exchange rooms in the tenant available to map to Eptura Engage spaces.
If this is the first time the tenant has been selected, follow the steps in First time event: Allow access and map existing associations
Your unmapped Exchange rooms are shown in a list, along with their display name and email address. Building and floor information is shown if the Exchange room is configured with additional location meta data.
If the building and floor columns are empty, this means your Exchange rooms are not configured with additional location meta data. The missing information is not essential and does not affect functionality, but you can add it by using the 'Set-Place' command from PowerShell.
Learn more: Find out more about configuring Exchange room location data at Microsoft: https://learn.microsoft.com/en-us/powershell/module/exchange/set-place?view=exchange-ps
- Use the filter at the top of the list to display all the Exchange rooms in a building or on a floor, or to find a specific Exchange room by entering its name or email address.
- To map an individual Exchange room, click Map to the right of the room in the list. Or, to map multiple rooms, tick the room boxes to the left of each room you want to map (or tick the box at the top to select all rooms) and click Map selected spaces at the top.
- The side panel opens and displays options to find the Eptura Engage spaces. Select the Eptura Engage country and location from the drop-down lists, and select a floor and group if required.
- Click Get spaces to display the Exchange room(s) selected earlier, alongside a selectable list of Eptura Engage spaces.
- For each Exchange room, select the Eptura Engage resource to map to from the drop-down list. If you don't want to map a particular Exchange room, select 'Don't map this room'.
- When a selection has been made for each Exchange room, click Save.
Existing Eptura Engage bookings: A calendar event is automatically created directly in the mapped Exchange room calendar for any existing Eptura Engage booking not already linked to a user's calendar event. This ensures that the Eptura Engage room and Exchange room calendars are in sync.
View and manage mappings
- In the Exchange room mapping module, select the Exchange tenant and then select Mapped spaces to display all the mapped spaces in the tenant.
- Use the filters at the top of the Exchange room list or Eptura Engage spaces list to find specific mappings.
Exchange rooms are shown on the left, along with their display name and email address. Building and floor information is shown if the Exchange room is configured with additional location meta data.
If the building and floor columns are empty, this means your Exchange rooms are not configured with additional location meta data. The missing information is not essential and does not affect functionality, but you can add it by using the 'Set-Place' command from PowerShell.
Learn more: Find out more about configuring Exchange room location data at Microsoft: https://learn.microsoft.com/en-us/powershell/module/exchange/set-place?view=exchange-ps
The associated Eptura Engage space is shown on the right, along with the Country, Location, Floor, Group, Space (resource name), Last synced time, and Status.
Unmapping a space
Before you start: Before unmapping an Exchange room from a Eptura Engage meeting space and mapping to another, ensure there are no events in the Exchange room calendar or for the Eptura Engage meeting space. If events exist, we recommend contacting the Eptura support team for assistance.
To unmap a space, click Unmap on the right, then Unmap again to confirm.
First-time event: Allow access and map existing associations
When selecting a tenant for the first time, a Microsoft notification is displayed advising that Eptura Engage is requesting access. Click Accept to grant consent to the Microsoft Graph endpoint Place.Read.All, which is shown in the permission request as Read all company places.
Good to know
- Eptura Engage will not subscribe to any Exchange room calendars until the Place.Read.All permission has been granted.
- It can take up to an hour for rooms to start appearing in the Exchange room mapping table.
- Consent must be granted for each Exchange tenant.
When the permissions are accepted, refresh the Exchange room mapping page to display your Exchange rooms in the table (this can take up to an hour).
Existing room mailbox associations
When access to Place.Read.All is granted, any existing room associations set for resources in Resource admin (Equipment mailbox field) are automatically mapped, provided the mailbox is a 'room' mailbox type and not an 'equipment' mailbox type.
Automatic mapping can only happen if these mailboxes exist in the room list provided by the Place.Read.All endpoint. As this endpoint only lists Exchange mailboxes of type 'Room' and not 'Equipment', we recommend ensuring your mailboxes are of type 'Room' before granting permission to Place.Read.All. If any mailboxes are of type 'Equipment', convert them to 'Room' type using PowerShell first, and then grant permission.
This is a one-time event that is started the first time a tenant is selected.