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Manage Calendar Accounts V3

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Level: Administrator

In your company there will be spaces that are for meeting rooms, conference rooms, etc that can be booked via a Calendar Integration, such as Microsoft Outlook/Exchange. Administrators can manage the room's resource calendar. This lets the Administrator add or remove a resource calendar and if needed, re-authenticate.

In the example, below, the Microsoft 365 account contains the resource calendars for the meeting rooms called Orchard, Sentosa, and Marina Bay.

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Contents

Access the Calendar Integrations

  • From menu, click Admin > Calendar Integrations. The Calendar Integrations screen displays.

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This screen consists of the following:

  • (A) - Add Calendar Account - This lets you add a service account for Office365 or Google Calendar. 
  • (B) - Email Account - This lists the service account's email address for your calendar integration.
  • (C) - More Actions icon - This contains the following menu items:
    • Manage Calendars - This lets you manage the resource calendar's email addresses.
    • Re-Authenticate - This lets you re-authenticate the service account.
    • Remove Account - This lets you remove the service account.

Add a Calendar Account

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  1. Click the Add Calendar Account button and the Tenant ID dialog displays.

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  1. In Tenant ID field, enter the customer’s O365 tenant ID.
  2. Click Authorize V3 Calendar Service button and after a brief pause, you will be redirected to a Microsoft hosted URL that will begin the approval process. 
  3. Log in using your Exchange calendar service account username and password. 

  1. You will be prompted to log in with the Exchange Admin account.

  1. Click the Accept button to accept the requested permissions. 

At the time of writing the “Eptura Workplace Calendar Service” is being verified by Microsoft.

You will then be returned to the Calendar Integrations screen and you will see that the authorization of the Workplace Calendar Service has been successfully completed with an ‘Account Verified' indicator. 

Manage Email Addresses for Rooms

The Manage Calendars screen is where you can add or remove calendar resources, map to a space or unlink from a space, and if you have a calendar resource that you no longer use, then it can be removed.

  1. For the Tenant ID you want to manage, click the More Actions clipboard_e352d8490c36a20ba3016693e5a58bba2.png icon.
  2. Click Manage Calendars.

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The Manage Calendars screen displays.

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This screen consists of the following:

  • (A) - Add Calendar Individually 
  • (B) - Add Calendars in Bulk
  • (C) - Connect Calendars - Click to connect calendars to your service account.
  • (D) - Sync Events - Click to sync existing reservations to newly-created events in the service.
  • (E) - Migration Tools - This contains the following menu items:
    • Fetch Existing Calendars - Map and authorize existing calendars to your service account.
    • Link Spaces - Link known email addresses to existing spaces.
  • (F) - Calendar Test
  • (G) - More Actions icon - This contains the following menu items:
    • Unlink from space
    • Remove calendar
  • (H) Link to space

Add a Calendar Individually

  1. In the email address field, enter the calendar resource's email address.
  2. Click the Add button and the calendar is added.
  3. Click Connect Calendars and then wait until the connection initiates on its own within 15 minutes.
  4. You will need to refresh the browser to view the new calendar in the screen.

Add Calendars in Bulk

If you have many calendars to add, then this can be done in bulk.

It is important to know:

  • If only email addresses are provided in the CSV, the bulk upload process authenticates those room resources.

  • If email addresses and room IDs are provided and the emails are already authenticated, the bulk upload links the rooms to the calendars.

  • If an unauthenticated email address is submitted along with a room ID, the upload will fail. Room IDs can only be linked after the email address has been authenticated. Authentication and room association must be completed as separate steps.

  1. In the Options for Adding Room panel, click the .CSV template to download the spreadsheet.
  2. Open the csvTemplate.csv file.
  3. Complete the following columns:
    • email column - Enter the calendar resource's email address.
    • roomID column - Enter the space number.

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  1. Save the file.
  2. Click the Upload CSV button.
  3. Select the file and open it to upload it.
  4. Click Connect Calendars and then wait until the connection starts on its own within 15 minutes.
  5. You will need to refresh the browser to view the new calendar in the screen.

Map Calendar to a Space

You can link a calendar to a space.

  1. For the calendar you want to link, click Link to space.

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The search displays.

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  1. In the Space Search field, enter the space number or you can click the Browse button and then browse to the space.

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  1. Select the space number and the space is linked.

Test Calendar

After the resource calendars are added you can test the calendar's connection.

For the resource calendar you want to test, click the Calendar Test button. The View Result dialog displays with either AVAILABLE  or UNAVAILABLE. See below the Understanding the Result for the description of the Detailed Diagnostics.

AVAILABLE Result

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UNAVAILABLE Result

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Understanding the Result

The View Results panel returns a top-level Status and Summary, followed by detailed diagnostic sections.

Status Values

Status Meaning

AVAILABLE

 The room resource is fully configured and operational. The calendar grant and calendar record are valid in both the Eptura database and the connected calendar provider (Nylas).
UNAVAILABLE An issue was detected. Review the Summary and reason for details.

Unavailable – Reason Codes

When the status is UNAVAILABLE, a reason code is provided to help identify the root cause:

Reason Description
missing_configuration The room resource is missing required configuration. The calendar cannot be connected until the configuration is complete.

calendar_not_configured

 A valid grant exists with the calendar provider, but the calendar record is not properly configured in the Eptura database.

nylas_api_error

 The root cause could not be conclusively identified. The summary field will contain the raw error detail returned from the calendar provider for further investigation.

Detailed Diagnostics

The View Results dialog also surfaces diagnostic sections for deeper troubleshooting. These sections display data returned directly from the calendar provider and include:

  • Grant Status – Whether the OAuth grant exists and is valid, including provider and grant ID.
  • Nylas Grant Check – Validation of the grant against the calendar provider, including scope verification.
  • Calendar Status – Whether the calendar record exists in the database and is eligible for sync.
  • Nylas Calendar Check – Confirmation of the calendar's existence with the calendar provider.

The detailed diagnostic data is surfaced for informational and troubleshooting purposes. This data is sourced directly from the calendar provider and may vary by room resource.

Unlink Calendar from Space

  1. For the calendar, you want to unlink, click the More Actions clipboard_e82153a27c5f25a0b960a5f5f5adcb9eb.png icon.
  2. Select Unlink from space and the calendar is removed from the space.

Remove Calendar

You can review the list and if there is calendar resources that you no longer want to use, then these can be removed.

  1. For the calendar, you want to unlink, click the More Actions clipboard_e82153a27c5f25a0b960a5f5f5adcb9eb.png icon.
  2. Select Remove Calendar and the calendar is removed.