The minimum required information per room is the name and the email address of the room. Enter the details like for example: name = Boardroom I, email address = firstname.lastname@example.org, location = Puntegaal (name of your workspace) and room capacity = 8.
Pay special attention to the email address of the room. The domain (in our example @wilderman.nl) is already pre filled by Exchange. The part before the @-symbol needs to be unique for the room and is used for synchronization purposes. We use the email address as a unique identifier.
Make a note of this unique email address, as you will be required to add this to the Officebooking platform later in the next step.
Important! Make sure the option Accept or decline booking requests automatically is selected.
After selecting the More options.. button you also have the option to assign a user friendly alias for the room in addition to the more formal name “Boardroom I”. Users will be also able to search in Exchange on this alias.
Enter the Room mailbox details.
Remember to save your changes and move to the next step.
Step 2 Configure the EWS-interface
You’ll need to have Exchange Web Services (EWS) component available. This is standard for Microsoft Exchange 2013 and most other Exchange versions too. We use EWS to integrate with our Officebooking platform.
First step is we need to create user credentials on your Exchange server to log in to get access to this EWS service.
3.1 Create a new service account
For communication with your server we need to create a Officebooking service user account in your Exchange environment with delegate rights on all resources that need to be synchronized.
Use EAC to create a dedicated Service Account
First create this new service account user. Add a new generic exchange user and give it a name, for example Officebooking Service Account. Add a strong password according to your organizations password policy. Make a note of these credentials. You will need them later to activate the synchronization service.
The format of the service account name should be something like this: Service_account@yourdomain.com or yourdomain\Service_account
3.2 Give delegate access to the service account
The new service account user needs delegate access to the resources that are to be synchronized.
You may set delegation rights in the following manner:
1. Go to Exchange Admin Center
2. Select a resource and choose Edit
3. In the menu item Delegates select Select delegates who can accept or decline booking request
4. Add the service account (e.g. officebooking) user
Important! Please note that in order to be able to select the delegate user, you need to tick the Select delegates who can accept or decline booking requests option. When you’re done adding delegates please select the option Accept or decline booking requests automatically. Make sure you save the settings.
Give service account delegate access to room mailbox(es)
Go through these steps for every resource you have added.
3.3 Set up the correct title for bookings using powershell
By default, Exchange removes the title of a meeting in the subject line of the resource and display’s the organizers name. You can fix this by running a powershell command.
#Run powershell as an administrator and enter the following command:
$UserCredential = Get-Credential
#Enter your login information in the dialog
# insert your credentials you use to connect to exchange (admin user)
$Session = New-PSSession -ConfigurationName Microsoft.Exchange -ConnectionUri
https://outlook.office365.com/powershell-liveid/ -Credential $UserCredential -Authentication Basic -AllowRedirection
# this opens a connection to office365 with the credentials we just specified
# You’re connected
Get-Mailbox -RecipientTypeDetails RoomMailbox | Set-CalendarProcessing -AddOrganizerToSubject $false -DeleteSubject $false -DeleteComments $false
For more information please check Microsoft documentation online:
Managing Office 365 and Exchange Online with Windows PowerShell
Connect to Exchange Online using remote PowerShell
3.4 Activate synchronization
Your can activate the synchronization by signing to your Office Admin-account. Select the Company page. Scoll down to where it reads “Exchange endpoint”. Enter your EWS acces URL, username and password for the (Officebooking) service account. The username and password will be stored (encrypted) in our database.
Do you need help? Send an e-mail to email@example.com with the account data when you are done. We will activate your synchronization service for you. Remember you also need to provide us your EWS access URL i.e. https://mail.wilderman.nl/ews/Exchange.asmx, where your should replace wilderman.nl with your domain.
Step 3 Add an Exchange email address to your rooms (Officebooking)
Go to the Assets page in the OfficeAdmin. Search for the meeting room you want to add, in our example Meeting Room 1.
Select the asset and select Edit. Enter the Exchange email address. Please note: you will only be able to enter resource email addresses when the Exchange account is activated by Officebooking. In order to make the data exchange work properly for this room, we only need to add the unique resource email address we created in the previous step.
Save your changes and go to the next step.
Step 4 Testing the integrated workflow
After the EWS connection has been set up, log in to the Officebooking (mobile or web) app and create a reservation at one of the resources (meeting rooms) you’ve added.
Book a meeting room using Officebookling to test the workflow
Log in to the Officebooking app. In our example we use the web app. Search for the asset that you want to make a test reservation for. In our example that’s Meeting Room 1. Create the reservation in the app. You can see that the reservation is added to your personal reservations list on the My Reservations page.
Now login to the calendar on Exchange as THE SAME USER. Check to see if the reservation for the meeting room (you just made in the app) was added. Remember that there is a synchronization time interval.
Important! If you run this test quickly, it is easy to forget that the user needs to exist in both your Exchange environment and the Officebooking app for the synchronization to work properly. So please make sure that the user exists in both environments and has the same email address.
Step 5 Trooble shooting
I can’t access EWS on my mail server
Check the user credentials for the generic Officebooking service account. The username should be something like this: firstname.lastname@example.org or yourdomain\username. If the password seems to be incorrect, try resetting the password. Remember to check your URL. It should look like this: https://mail.yourdomain.com/ews/Exchange.asmx
I still have trouble connecting to my service account on exchange? How can I test if it works?
Check connectivity using the Microsoft tool at https://testconnectivity.microsoft.com/. If you can successfully connect using this tool, you should have no trouble connecting to Officebooking.
1) Open https://testconnectivity.microsoft.com/ in your browser.
2) Select Microsoft Exchange Web Services Connectivity Tests and choose the option Service account Access
3) Enter the details of your service account and target resource mailbox (room)