Service account for User as Organizer events
Eptura Engage supports an optional service account configuration that can be used to create User as Organizer events in scenarios where a Room as Organizer event would normally be created. This can improve synchronization and functionality when Eptura Engage does not have access to a user calendar when creating bookings in mapped Exchange rooms.
About 'User as Organizer' and 'Room as Organizer' events
Depending on how a booking or event is created, the associated Outlook event might set the User as Organizer or the Room as Organizer:
- 👤User as Organizer events are created in the user's calendar (either directly or by Eptura Engage), with the Exchange room either invited or added to the location field
- 🏢Room as Organizer events are created directly in the Exchange room calendar by Eptura Engage - usually when Eptura Engage does not have access to the user's calendar and/or the user's calendar is not subscribed - this can affect synchronization behavior and Eptura Engage functionality.
Third-party room screens
By default, events created for third-party room screen solutions create 🏢Room as Organizer events. This can mean they cannot display live booking status or allow on-screen actions such as checking in, extending, or ending a booking early. For these screens to work correctly, Exchange calendar events need to be created as 👤User as Organizer events, which can be achieved using the service account configuration.
When a booking is created with the service account, the service account is the organizer (User as Organizer) and the Exchange room (and attendees) are invited to the event.
About the service account
The service account is essentially an Exchange mailbox. The service account user is set as the organizer for bookings created when Add to Outlook is not selected or when a user's calendar is not subscribed, creating the preferred 👤User as Organizer events.
Enabling the service account
Service accounts are configured by Eptura and deployed on a per-tenant basis, with a single service account provided for each tenant.
Contact support to activate a service account for your organization.
Existing bookings
After the service account is enabled, when a room is newly mapped to a tenant, any existing Eptura Engage bookings for that room are automatically evaluated and migrated to the service account configuration before the initial synchronization runs. This ensures room screens can accurately display booking status and support booking actions from day one.