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How to sync Outlook meetings with Ronspot

The integration allows meeting requests from Outlook to be automatically synced with Ronspot, enabling better management of shared meeting rooms.

Assumptions

  • You have the full email address(es) associated with the meeting room(s) in Exchange Server.
  • The shared resource (meeting room) is already set up in Microsoft Exchange.
  • Changes in Microsoft Exchange are made by an experienced Exchange admin.
  • Understand that delays between Exchange and Ronspot might result in double bookings.
  • Only single domain configuration is supported (multiple domains cannot be used).

Steps in Ronspot

Step 1: Access the meeting room settings in Ronspot

  1. Log in to the Ronspot Admin Panel.
  2. In the sidebar menu, click on Spaces > Meeting Rooms.

Step 2: Edit the desired meeting room

  1. Locate the room you want to configure.
  2. Click on the room name or the pencil icon

Step 3: Enter the shared resource email address

  1. Find the External bookings via email field
  2. Enter the full email address of the shared resource exactly as it appears in Microsoft Exchange.
  3. Click Update to save your changes.

If you have multiple rooms to configure, repeat Steps 2-3 for each room.

Steps in Microsoft Exchange

These steps will set up a rule in Microsoft Exchange to automatically forward meeting requests to Ronspot whenever a meeting room is booked via Outlook.

Step 1: Log in to the Exchange admin center

Step 2: Access 'Mail flow' settings

  1. In the left navigation panel, click on Mail flow.

Step 3: Create a new rule

  1. Click on Rules in the left navigation panel.
  2. Click Add a rule.
  3. Then select Create a new rule from the drop-down menu.

Step 4: Configure the new rule

Set the rule parameters as follows:

Microsoft-Exchange

  • Name: Enter a name for the rule, such as BCC meeting room invites to Ronspot.
  • Apply this rule if: Choose The recipient is this person.
  • The recipient is: Select one or more target meeting rooms from the list.
  • Do the following: Choose Add recipients to the Bcc box.
  • Blind carbon copy (Bcc) the message to: Enter bookings@ronspot.ie and press the Tab key to complete the entry.
  • Click Save to finalise the rule.

Step 5: Complete the rule setup

  1. Click Next to accept the default settings.
  2. Click Next again to proceed.
  3. Finally, click Finish to complete the setup.

Notes:

If your organisation already has a similar rule in place, you may need to edit the existing rule to include the necessary meeting rooms or update the BCC settings to forward invites to bookings@ronspot.ie.

Conclusion

Following this guide, your organisation can successfully sync Outlook meetings with Ronspot, ensuring that all meeting room bookings are reflected accurately across both platforms. This integration helps to manage meeting rooms more effectively and reduces the risk of double bookings.