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Office 365 Calendar Integration

Eptura Knowledge Center

Office 365 Calendar Integration

This article will show you how to integrate your Office 365 Calendar with Teem.

Prerequisites

In order to successfully integrate an Office 365 calendar, you will need to be a Global Admin user within your Office 365 account.

Note: If you are using a hosted Exchange provider, you may need to reach out to your provider for more details.  Additionally, Office 365 GCC is not supported at this time.

Create a user account for Teem to access the server

To create a user account, follow these steps:

  1. Sign in to your Office 365 account.
  2. Select the Admin tab.
  3. Go to Users.
  4. Click + Add A User.
  5. From there, you will fill in the New User information fields. We suggest creating an easily recognizable email, like teem@domain.com.
  6. Ensure everything is correct and click Add.

You have now created a mailbox for our server to utilize.

Create or locate room resources to interface with Teem 

If you already have Room Resources created, skip this section and jump to Changing Room Resource Settings. If you haven't, follow these steps:

  1. Go to your Admin Center,  https://admin.microsoft.com/
  2. Select Resources.
    If Resources isn't immediately available, click on the Show All option at the bottom of the Admin Center menu.
     

     
  3. Click + Add.
  4. From there, you will fill in the information fields.
  5. Ensure everything is correct and click Add.

You have now created a room resource mailbox.

Permission for the Teem user account to control these room resources

There are two ways to access a mailbox:

  • Impersonation - Allows the service account to manage events on behalf of your office’s room resource calendars, regardless of who originally created the event. This is done by acting as an authorized user.
  • Delegate access - This access acts on behalf of an authorized user with that user’s explicit permission. 

We strongly recommend granting your Teem service account the admin role for impersonation rather than using delegate access for Office 365. 

For security-minded customers, we recommend limiting the scope of impersonation to conference rooms only, which will allow Teem to function normally.  Setting up the TEEM service account in this way reduces the chances of running into Microsoft throttling limits when using delegate access.

Notes:

  • Using delegate access for the user account will create unexpected results and communication from Microsoft Products stating there is an error with access.  TEEM cannot provide assistance or a solution to this error message using this configuration.
  • Throttling limits the number of transactions or concurrent calls (by script or code) a single user can perform. If the calendar account is on Full Access Delegate, and there are a number of room resource calendars associated, Microsoft will prevent these concurrent calls (syncing of reservations made to the room, cancellations, etc.).

The End Event Early function still requires complete impersonation access to all mailboxes. 

Impersonation

In order to use Impersonation, you will need to fulfill the requirements listed below:

  • Have a Teem account with administrator permissions.
  • Have access to the Exchange Management Shell with admin access.


To set up Impersonation through the Exchange Management Console, follow these steps:

  1. From the Office 365 Admin Center, click on Admin Center, then Exchange.
  2. Click on Permissions and Admin Roles.
  3. Then double-click on Discovery Management.
  4. In the Discovery Management detail section, select the + icon over Roles.
  5. Click ApplicationImpersonation.
  6. Then click the Add button below.
  7. When that role is added, click Save.
  8. Verify that ApplicationImpersonation now appears under Roles, then click the + icon over the Members section.
  9. Find the user account we created above in the list, click on it, and select the Add option below.
  10. Once you have verified the account has been selected, click Save.
  11. Back in the Discovery Management detail window, ensure the user name appears in the Members section. If it does, click the Save button.
  12. You should see a pop-up informing you that settings are being updated. Wait for it to complete, and you are done!

Good job! Your listed user now has Impersonation rights.

Full Access Delegation

If you still prefer to set up delegate access, Teem requires your management user to be a Full Access Delegate on the room resource account. Also, please ensure that this permission has been given to each room resource you wish Teem to interface with.

The permission changes may take 24-48 hours to take effect on the server.

If you're looking for a more secure method to control these rooms, our Teem user account needs to be set up as a delegate and an editor. To set the permissions as a delegate, follow these steps:

  1. Go to the Admin Center and click Resources.
  2. Then double-click on the room resource. There you will see an option for Exchange Settings. Please note that the server likely needs more time to propagate the room creation if the option is not there.
  3. In the room detail pop-up, click on Mailbox Delegation.
  4. In the delegation window, scroll to the bottom and find the Full Access section. Here, you’ll click the + icon.
  5. In the next pop-up, click +Add, find your management account, and click Okay.
  6. Verify it has been added and click Save.
  7. Now that the user is assigned as a Full Access Delegate log in to the Outlook Web App using that user's credentials.
  8. Open that user’s calendar. On the top navigation, select the user account's drop-down menu.
  9. Select Open another mailbox.
  10. This will open a pop-up dialog window. In the input field, type or paste the email address for the shared calendar or resource you would like to integrate with Teem. If it doesn't come up immediately, you may need to click Search Contacts & Directory. In this example, the resource calendar is called "fakeroom."
  11. After selecting the appropriate calendar, click Open on the pop-up.

If you get an error, there's a chance the delegation changes made have not propagated throughout multiple servers.

  1. This will open a new window in your browser with you logged into the Room Resource's account; in the top navigation, select Calendar.
  2. After doing this, you will see a Share option at the top right of the page (next to the PRINT icon). Click on SHARE.
  3. This will open up a Share Calendar dialogue. In the Share With field, type or paste the management account you've set up to use with Teem. If the account doesn't come up as you type it, you may need to select Search Contacts & Directory.
  4. After selecting that management account, you'll need to give it specific privileges. Teem requires the ability to read and write to calendars, so you must select Editor in this drop-down.
  5. After selecting the permission, press Send at the top of the dialogue window. This will send a share request to the Teem user account.
  6. To accept the request, log back into the Teem user account. Usually, this account will still be open in another browser window/tab from the earlier steps. Once logged in, select Outlook in the top navigation.
  7. You'll have a new message from the room resource calendar, inviting you to subscribe to the shared calendar. Select + ADD CALENDAR in the email message.
  8. This will open the calendar tab. You should see the new room resource calendar listed on the left side of the page under Other Calendars. Ensure this calendar is checked.

Repeat this process for each room/calendar that you would like to use with Teem.

Notes:

  • Calendars added here must appear under Other Calendars. If these calendars are in different sections, we cannot discover that calendar.
  • That it may take 24 hours for the settings we have made here to completely propagate through your Exchange environment.

Connect exchange to your Teem Account

Now that you have set up access, you are ready to connect an Exchange/Office 365 account to your Teem account.

  1. Sign in to your Teem account
  2. Go to the Manage section in the left menu.
  3. Click Calendars.
  4. Look to the upper left corner and choose the + Account button.
  5. Select Office 365, depending on your build.
  6. After you choose the Office 365 option, you’ll see a screen to enter your information so we can import your calendars. Enter your Exchange or Office 365 login and password. For instance, if the email address is [name]@teem.com, but the Active Directory login domain is teem.local, [name]@teem.local would be input into this field.

If you use Exchange, you must use the Active Directory login name of the management user for this field in the format of “username@logindomain.com.”

  1. A pop-up from Azure AD will appear on the screen asking for permission to allow the TEEM calendar sync app



    Be sure to click Accept here to keep going.

     
  2. Select Office 365 that your company uses.
  3. Select Impersonation or Delegate Access.
  4. Click the Authenticate button at the bottom.

If you get an error message such as “Unauthorized” or “Internal Server” error, the account is added in to the system, but the account is considered inactive. We recommend you contact technical support at support@teem.com or 415-830-6989, and they will be able to assist you in getting your account up and running.

  1. After the account is added, you will need to add your calendars. To do this, you will press the yellow Import button within the calendars section and provide a comma-separated list of all calendars you wish to import to Teem. Alternatively, you can enter calendars to sync via a CSV file.

That’s it! Your Office 365 account is now integrated with Teem, and you can change Room Resource settings. You will receive an email directed to the sync account informing you which calendars we’ve synced with.