📌 Applies to Version 2 (20231018.1) of the IBSS Microsoft 365 Sync Service
The IBSS Platform provides the IBSS Microsoft 365 Sync Service that allows users to create appointments for workspaces directly and solely in Microsoft Outlook or Teams and have these appointments synchronised as bookings with the IBSS Platform.
Use this if you want meetings within the organisation to solely be created in Outlook or Teams and synchronised with IBSS. When appointments are moved in Outlook or Teams or attendees are being added, they will get updated in IBSS.
Note: The meetings should not be changed in IBSS as this will not be reflected back in the Microsoft 365 appointment.
There are several consideration points about IBSS Microsoft 365 Sync Service:
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Synchronisation period
The IBSS Microsoft 365 Sync Service will work within a configurable parameter called the Forward_Sync_Period which will determine how far in advance the service will look for appointments in Outlook to update IBSS correspondingly.
The default for the Forward_Sync_Period is 7 days. We recommend not amending this, especially for big environments.
Note: Users won't see their future bookings in IBSS that are further in the future than the Forward_Sync_Period that is set up for your organisation.
Note: The Outlook meeting description is not synchronised to IBSS and correspondingly won't update in IBSS if changed in Outlook.
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Per building configuration
The IBSS Microsoft 365 Sync Service is configured for each building separately, and buildings can have different forward sync periods.
Note: Users might not know the forward sync periods for their building.
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IBSS Microsoft 365 Sync Service and booking policies
IBSS Microsoft 365 Sync Service disregards any booking policy defined in IBSS.
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Adding additional services
Additional services such as catering, equipment, or hearing or presentation aids cannot be used directly when creating a booking in Outlook or Teams. -
Syncing with the certain space type
Sync Service will synchronise IBSS system with spaces that are connected to Outlook as well as another external booking system that might be in use. -
AAD migration and domain change
If an organisation is going through an AAD migration and changed the domain while using the Sync Service, they could experience a problem with bookings being constantly amended and corresponding notifications sent with each change. The recommendation is to ensure that the users are migrated and invited from the single Azure tenant so there is no mismatch.
✅ Supported scenarios for IBSS Microsoft 365 Sync Service
Scenario |
Action |
|---|---|
Create appointment in Outlook or Teams and invite a room |
Booking gets created in IBSS for that space and linked to the Microsoft 365 appointment |
Update appointment in Outlook or Teams |
Booking gets updated in IBSS |
Move appointment in Outlook or Teams to another day in the future |
Booking updated in IBSS |
Delete appointment in Outlook or Teams |
Booking gets cancelled in IBSS |
| IBSS auto cancels the booking if not checked in | Booking is removed in the resource calendar for other people to use it. User's calendar is not modified. |
| Check out of the meeting earlier than its end time | Appointment in the resource calendar is shrunk to the checkout time. User's calendar is not modified. |
❌ NOT supported scenarios for IBSS Microsoft 365 Sync Service
| Scenario | Action |
|---|---|
Update booking in IBSS linked to the Outlook or Teams appointment |
Does not happen |
Move booking in IBSS linked to an appointment to another day within forward sync period |
Does not happen, is not allowed |
Delete booking in IBSS |
Is not allowed Outlook returns the event back even if you have more rights and managed to delete a booking in IBSS |
| Add catering or other services to an existing booking in IBSS | Is not allowed |
📌 Applies to Version 1.11 until 2023.01
The IBSS Platform provides a Microsoft 365 Sync Service which allows users to create appointments for resources (typically meeting rooms) directly in Outlook and have these appointments be synchronised as bookings into the IBSS Platform. When appointments are then moved in Outlook, they will get updated in IBSS, and when moved in IBSS, they will get updated in Outlook.
Service Behaviour
The Sync Service will work within a configurable property called the Forward_Sync_Period which will determine how far in advance the service will look for appointments in Outlook. The Sync Service will also synchronise based on in which environment contains the latest changes. This means if you make a change in Outlook and IBSS, whichever one was updated most recently will be set as the master and the related booking or appointment will get updated to reflect the master.
Supported Scenarios
Scenario |
Action |
|---|---|
Create appointment in Outlook and invite a room. |
Booking gets created in IBSS for that space and linked to the Outlook appointment. |
Update appointment in Outlook. |
Booking gets updated in IBSS. |
Update booking in IBSS linked to the appointment. |
Appointment gets updated in Outlook. |
Delete appointment in Outlook. |
Booking gets cancelled in IBSS. |
Delete booking in IBSS. |
Appointment gets cancelled in Outlook. |
Move appointment in Outlook to another day within forward sync period. |
Booking is updated in IBSS. |
Move booking in IBSS linked to an appointment to another day within forward sync period. |
Appointment is updated in Outlook. |
Move appointment in Outlook to another day outside forward sync period after IBSS booking created. |
Booking gets updated in IBSS. |
Create appointment in Outlook and invite a room outside of forward sync period. |
No action in IBSS until appointment falls within forward sync period. |
Limitations
It is important to understand that the booking policies defined in IBSS still apply when using the M365 Sync Service. This means that the following conditions must be met for any booking to be successfully created:
- Booking is greater than minimum booking duration
- Booking is less than the maximum booking duration
- Capacity is less than or equal to the max capacity defined in the IBSS model
- Booking is within working hours or office hours as defined in the IBSS model
If an appointment is created in M365 that does not match these criteria, the corresponding IBSS booking will not get created.
Prerequisites & Permissions
- Resources to be synchronised to IBSS are defined in Microsoft 365
- The App Registration will need to include the following application rights:
- Microsoft Graph > Application Permissions > Calendars.ReadWrite