đź“Ś Applies to Version 3, Release-70 [20250603.1] of the IBSS Microsoft 365 Sync Service
The IBSS Platform provides the IBSS Microsoft 365 Sync Service that ensures both systems—Microsoft and IBSS apps—are kept up to date, no matter where the change is made. Users can create and update meeting room bookings, and these will stay in sync across IBSS and M365 apps.
How it works
- IBSS uses the Microsoft Graph API to send space bookings to Outlook (M365) and keep them updated.
- It listens for any changes in Outlook using notifications (webhooks) and updates IBSS accordingly.
- A background sync service watches meeting room calendars in Outlook and creates or updates matching bookings in IBSS.
- IBSS manages recurring bookings by creating each instance as an individual event in M365. This offers flexibility but means some limitations applied to series-level changes. Each event must be updated individually.
This keeps calendars in IBSS and Outlook nearly always in sync.Â
âś… Supported scenarios
Scenario |
Action |
|---|---|
| Individual booking | |
| Book a single meeting room in IBSS Â | Appears in Outlook via Graph API |
| Book a single meeting room in Outlook | IBSS is notified and mirrors the event |
| Create a booking for an event where a bookable space is added later | Any space added to an event (post create) will result in IBSS creating a booking |
| Reschedule a single meeting (from either system) |
The new time is synced to the other platform |
| Add or remove attendees for one event (from either system) |
Attendees are updated on both platforms |
| Change subject or location of a single event (from either system) |
Synced across IBSS and Outlook |
| Any event is forwarded to a M365/IBSS space |
It will have a corresponding booking made for it.  ⚠️ Note that this will include any attendees added to the event also being turned into in-person Visitor records, as M365 does not distinguish between virtual and in person attendees. |
| Recurring booking | |
| Book a recurring meeting room in IBSS | Each instance is created as a separate event in Outlook |
| Book a recurring meeting room in Outlook | IBSS creates individual bookings for each event in the series |
| Cancel one meeting in a recurring series (from either system) |
The specific event is removed in both IBSS and Outlook |
❌ NOT supported scenarios for IBSS Microsoft 365 Sync Service v3
| Scenario | Action |
|---|---|
| Booking made in Unity or Inspire | Not supported as neither application use a user’s Active Directory account to create a booking. |
| Cancel the full recurring series (from either system)Â |
All related events are to be removed individually from both systems. |
| Update all future events in a series | Changes must be made one-by-one as events are separate. |
| Change recurrence pattern (e.g., weekly → fortnightly) |
A new booking series must be created. |
| Ability to check out of a booking in Unity | It is not possible to check-out of a booking that is associated to an M365 booking made from Unity. The system cannot shorten the meeting in the user's calendar. |
| Create a booking in the past from Outlook | IBSS cannot create bookings with a start time in the past and will reject the creation of such booking. |
| Attachments or MS Teams meeting links | Not supported in IBSS bookings. |