Smart Room Booking - Room Configuration

This guide explains which data of a resource mailbox in Office365 is synced to the Scedule API. This affects not only the display of the room data in the Scedule Client, but also the query of the capacity of a room.

Managing a resource mailbox in Office365

Please login to your Office365 account (www.office.com) as an administrator. Go to ADMIN > RESOURCES > ROOMS & EQUIPMENT. You see a list of all resource mailboxes and can add new ones.

If you click on a resource mailbox you can edit general information on the right side of the window.

Please click on "Edit Exchange settings" to be able to manage all data of that resource.

On the first part "general" you can manage the name of a room, the capacity and the belonging company:

• Room name: Scedule displays the name of a room and automatically adds the designation "Room:" directly in front of it in the interface of the Scedule client. We therefore recommend that you do not add the term Room to the name again.
• Capacity: Although Office365 provides a field for the capacity of a room (=number of people who can find space in the room), it does not provide this via the MS Graph API. Therefore, you must enter the capacity of the room in brackets directly after the name in the Room Name field.
• Company: The field "Company" can be optionally maintained. If it is empty, Scedule uses the name of your company from our license management.

Remark: If the capacity is "1", then Scedule interprets the room as a shared desk. It is then not displayed and offered in the room booking area, but can be booked as a shared desk (provided that shared desk booking has been activated for your company).

The e-mail address of the room is used by Scedule for booking the room.

If you navigate to "contact information" you can manage the location, street, city, zip and country of the room. Please note that Scedule rooms are sorted by location. Two rooms are always at the same location if all these values are identical. A deviation in the house number or a typo alone will cause a room to be assigned to a new location in the Scedule interface.

Rooms in the Scedule Interface

If you have maintained the above data accordingly, it appears in Scedule as shown on the following screen.

These dates are also written into the calendar of the participants on the agreed date.