This feature lets your organization’s Microsoft Outlook users book room resources via the Microsoft Outlook Calendar application, instantly reflecting the reservations on the connected tablets. Invite additional users directly from Roomzilla to conveniently share your Microsoft Resources with business partners, guests, or others.

Follow the below steps to prepare your organization’s Microsoft Outlook account and enable real-time synchronization of Users, Resources, and Reservations with Roomzilla.

Step 1:

Setting up your Microsoft Outlook account for integration

Note: For newly created Microsoft accounts, it may take up to 48 hours for the resource calendars to become available. Please make sure your resource calendars are accessible in Outlook before enabling the integration.

Now that you have finished setting up your Microsoft account, head back to your Roomzilla page to enable the integration.

Step 2:

Enabling integration with Microsoft Outlook in Roomzilla

2. Verify integration

After choosing the integration, you’ll be redirected to the Microsoft login page. Here, please authenticate by logging in with a global admin account holding the required permissions within your company’s Microsoft account.

Note: While integrating, Roomzilla receives a token for a few specific permissions [*] rather than obtaining full global admin access.

Click ‘Accept‘ to continue.

3. Automatic import

Upon authentication, Roomzilla will automatically import your company’s rooms from Microsoft into our system as rooms [3], along with future reservations [4, 5]. ‘Equipment’ type resources won’t be imported into Roomzilla. Additionally, all users within your Microsoft account will be automatically added to Roomzilla. You can revoke access to your Roomzilla platform for particular users through the ‘Users’ tab [6].

Note: We recommend removing [7] any redundant resources from Roomzilla before activating the integration to prevent duplicates. In the event of a naming conflict during integration, the suffix “_1“ is appended to the existing Resource name in Roomzilla [8].

Note: Reservations and users’ details changes are synchronized in real-time. Changes made to the rooms in Microsoft may take up to 10 minutes to be reflected in Roomzilla.

4. Tablet setup

Connect your tablets to Roomzilla [9]. This step is vital to enable easy check-ins and impromptu meetings. You can find instructions on pairing Room Displays in our Knowledge Base section for Admins.

5. [optional] Invite additional users and add resource details

Navigate to the “Users” tab [6], where you can add users outside your integrated Google organization to share your resources’ schedules with them. See this article for more details.

Head to the “Resources” tab [10] in order to add additional details to your resources [11]. Here, you can include information such as group categorization, amenities, photos, and a detailed description of each resource. These details will be accessible to users within the Roomzilla web app.

6. Start Exploring
Once everything is set up, simply start using Roomzilla!

Users from your Microsoft domain can reserve rooms directly from their Microsoft Outlook app by filling in the “Search for a room or location” field. In addition, they can access the Roomzilla web app using Microsoft SSO on your account’s login page.

Users with different email addresses must first confirm their account by following a link from the registration/invitation email and setting up a password. Then, they can use the email and password option or Google/Microsoft SSO, if applicable.

Finally, anyone on-site can start a ‘Local Reservation’ via connected tablets.