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.
- Meeting rooms have to be set up as Microsoft 365 resources for the Sync Service to work.
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. Â If changing the location to another building, that building has to be configured in IBSS for the Sync Service to work. |
| Any event is forwarded to an M365/IBSS space |
It will have a corresponding booking made for it.  ⚠️ Note how the existing attendees are handled when the event is forwarded to IBSS:
|
| 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. |
| Booking on behalf of someone else | |
| Create or update a booking or a series of bookings as a delegate for another user | Synced across IBSS and Outlook. To update a booking on behalf of another user in Outlook, you need to have access to their calendar. |
❌ NOT supported scenarios for IBSS Microsoft 365 Sync Service v3
| Scenario | Action |
|---|---|
| Booking made in Unity or Inspire | Not synced back neither to Outlook nor IBSS as neither application uses a user’s Active Directory account to create a booking. |
| Ability to check out of a booking on Unity | While you can check in on Unity to a booking that is associated to an M365 booking, it is not possible to check out of it on Unity. The system cannot shorten the meeting in the user's calendar. |
| Create a recurring series of meetings in IBSS, and then cancel it in Outlook | Not supported as IBSS creates individual appointments in Outlook. |
| Cancel the full recurring series from IBSSÂ | IBSS doesn't offer an option to cancel the whole series. Users can manage it from Outlook only. |
| Update all future events in a series in IBSS and/or change the recurrence pattern (for example, from weekly to fortnightly) | IBSS doesn't offer an option to update the series. Users can manage it from Outlook only. |
| 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. |