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Non-subscribed user journey

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About the non-subscribed user journey

In normal operation, when Eptura Engage can access the user's calendar, if a user adds an Exchange room mapped to an Eptura Engage meeting space to an event in their calendar and sends the invitation, Eptura Engage creates a corresponding booking for that meeting space and keeps it synchronized with the event in the user's calendar.

However, if Eptura Engage does not have access to the user's calendar, it cannot keep the Exchange room and Engage resource synchronized in the same way, so the non-subscribed user journey is followed instead.

Eptura Engage cannot subscribe to a user's calendar when:

  • Access to the user's mailbox is restricted, possibly by an Exchange policy.
  • An event is created by a third-party user or device that does not have an Eptura Engage user account.

Before following the non-subscribed user journey, Eptura Engage attempts to subscribe the calendar

When Eptura Engage detects an invite to an Exchange room calendar from a user's calendar that is not subscribed, it attempts to automatically create a subscription to that user's calendar and then book the associated resource in Eptura Engage. If the calendar cannot be subscribed, the non-subscribed user journey is followed.

Non-subscribed users who have existing bookings are prevented from subscribing

When Eptura Engage detects an invite to an Exchange room calendar from a user whose calendar is not yet subscribed, it checks for existing Engage bookings. If existing bookings are found, Engage does not subscribe the calendar and instead follows the non-subscribed user journey.

Non-subscribed user journey

When an invite to a mapped Exchange room is detected from a user whose calendar is not subscribed, the following process is followed:

  1. Check: Eptura Engage attempts to create a subscription to the user's calendar. If unsuccessful, then..
  2. Book: Eptura Engage books the associated meeting space using the Admin account configured during onboarding.
  3. Edit: The organizer can edit the event from Outlook, and any changes are synchronized with the associated meeting space in Eptura Engage. 

This allows the booking to receive updates from Exchange, ensuring synchronization is maintained. 

It is important to note that shared values, such as the booking title, date and time, and attendees, must not be edited in Eptura Engage. Edit shared values from the Exchange event to ensure synchronization.

Coming soon!

The non-subscribed user journey currently supports only single-day, single-room bookings. Support for multi-room and recurring bookings is expected Q4 2026

Supported booking types

The non-subscribed user journey supports the following booking types:

  • Single room, single day - now
  • Multi-room - Q4 2026
  • Recurring series - Q4 2026

Multi-room bookings and the non-subscribed user journey

When multiple rooms are added to an Exchange event, Exchange sends a separate notification to Eptura Engage for each room. The first notification creates the primary meeting space booking, and subsequent notifications for the same event join the additional rooms to that booking.

When a notification is received from Exchange, Eptura Engage follows this process:

  1. Detects whether two or more mapped rooms have been added to the event

  2. Waits for a short time so additional Exchange rooms can accept their invitations before booking the associated meeting spaces in Engage

  3. Creates one booking - Eptura Engage creates one multi-room booking for all rooms that accepted the Exchange event

  4. Declines unavailable spaces only - If a meeting space is busy or exceeds booking limits, the booking for that room is declined by Eptura Engage

The organizer can edit the multi-room event from Outlook, and any changes are synchronized with the associated meeting spaces in Eptura Engage.

Standard multi-room booking limitations for the Microsoft 365 integration apply:

  • A maximum of 8 rooms are supported in one booking
What happens when every room cannot be booked
  • Single-day event: One room is busy > Book the free meeting spaces. Decline only the busy space.
  • Recurring series: One room is busy on one instance > Keep same meeting space on the free dates. Decline only the busy date.
  • Recurring series: Every room is busy on one date > Drop only that date. The rest of the series stays.
  • Single or recurring: More than 8 rooms > Decline the whole meeting and email the organizer.
  • Recurring series: Recurrences x rooms exceed 450 > Reject the series before it is booked.

Recurring series and the non-subscribed user journey

Recurring series for one or more rooms are supported by the non-subscribed user journey. The organizer can edit the recurring series event from Outlook, and any changes are synchronized with the associated series in Eptura Engage.

Standard recurring booking limitations for the Microsoft 365 integration apply:

  • The series must have a defined end date.
  • The series can include up to 450 total instances (recurrences × rooms).
  • Standard daily, weekly, and monthly recurring bookings are supported, provided an end date is set.
  • Exchange yearly recurring events are not supported. Eptura Engage books these as individual bookings rather than as a series.
  • Eptura Engage Specific recurring bookings are not supported.