Office 365 Calendar Integration

The Office 365 calendar integration, or Microsoft 365 calendar integration, helps keep the Microsoft 365 resource calendars synced with YAROOMS.

A common use case is syncing all the room bookings from YAROOMS to Office 365 resources to consume those events in other software that already supports Office 365 resources.

How it works

After activating this integration, YAROOMS will have the ability of writing event data to your Office 365 resources. Mapping the rooms in YAROOMS to resources in Office 365 will allow us to keep the right O365 calendar in sync. So the steps to a successful setup are:

  1. Setup the Office 365 integration

  2. Add "External calendar" addresses to rooms in YAROOMS

  3. We're keeping O365 resources in sync

Activating the Office 365 integration

1. Setup the Azure portal app and access rights

In the Azure Portal go to Azure Active Directory → App registrations and press the "+ New registration" button.

Give the app a name, leave the Redirect URI empty and press Register. You should then be redirected to the app details page.

From the app details page you will need to extract the following details which are needed later in the setup in YAROOMS:

  • Application (client) ID → we'll call this Client ID

  • Directory (tenant) ID → we'll call this Tenant ID

Go to "Certificates & secrets" in the left menu and press "New client secret". Give it an expiration date far in the future (for as long as you need the integration to work) and press "Generate". Extract the generated secret to use it later, we'll call it Client secret.

Go to "API permissions" in the left menu and configure the new permissions as per this table:

After adding the permissions press the "Grant admin consent for " button above the permissions table.

2. Setup the Office 365 Calendar integration in YAROOMS

In your YAROOMS account go to Manage → Integrations and choose the "Office 365 Calendar" integration. Switch the "Integration active" field to YES and fill in the details obtained at previous steps in the Azure portal:

  • Tenant ID

  • Client ID

  • Client secret

3. Configure the external calendar for rooms

This step needs to be performed for each room that you need to have an Office 365 correspondent and keep its schedule up to date.

In YAROOMS go to Manage → Rooms and edit the room that needs to be synced. If the Office 365 Calendar integration has been successfully activated, you should see a field called "External calendar". Set this field to the email address of the resource in Office 365, for example: room1@your-company.onmicrosoft.com.

Upon saving the room YAROOMS performs a test to see if it finds and can access the room in question in Office 365. If the save was successful then any meeting created in YAROOMS from here on should be synced to the Office 365 resource.

YAROOMS event

Office 365 event

Meeting created

Event created

Meeting date, time or description updated

Event updated

Meeting room changed

Event deleted, Event recreated in new room (if the room has an Office 365 correspondent)

Meeting cancelled

Event deleted