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This article is about the steps needed to activating the (Outlook or Google) calendar integration from Workplace Management point of view. However, for the complete end-to-end integration, it is also relevant to set-up the Spacewell integration platform (router) and make sure that the customer has configured the relevant options and settings in their Outlook (Microsoft Azure/Exchange) or Google Calendar application. Therefor this specific article is only 1 of the steps needed and it is advised to start the complete implementation via the genal ‘External calendar integration’ page (to be found via Implementation consultants → Default integrations → External calendar integration). One of the steps in those articles will guide you back to this article! |
1. Calendar integration in general
A calendar integration between Outlook or Google Calendar and a third-party calendar application involves synchronizing events, appointments, and scheduling information between the two systems. This integration allows users to view, manage, and edit their calendars from either platform, ensuring consistency and up-to-date information across both.
Users can use their preferred application to create new events in and the availability of the resources (like meeting rooms) will be the same in all calendar applications.
Overall, a well-configured calendar integration enhances productivity by simplifying scheduling across platforms, reducing redundant entries, and keeping users organized across multiple calendar applications.
2. What is this module about
This module is about the synchronization of reservations between Workplace and Outlook/Google Calendar.
For more information about the reservations module (Workplace Experience) see: Workplace Experience integration: Reservations module activation and information
For more information about the external calendar integration as a whole, see: External calendar integration
3. Why use this module
From a business perspective, effective reservation management optimizes resource utilization, enhances operational efficiency, and improves customer satisfaction by providing real-time availability of reservable resources. It allows businesses to plan, allocate resources effectively, and deliver services in a timely manner. Ultimately, reservations contribute to smoother transactions and better overall experiences the users of the reserved resources.
The calendar integration make sure that the reserved and available resources reflect the same in Outlook/Google Calendar and Workplace.
4. How to activate this module
As for every new module, use the ‘Module activation’ option on the administrator startboard (only available for level 2 and level 3 admins). For more general information about these 'Module activation' options, see Module activation
The calendar integration with Outlook/Google Calendar has separate configuration guides for the customer and implementation consultants. These configuration guides can be found via: Configuration guides calendar integration. This module activation is a step in the complete configuration guides.
4.1 Prerequisites before activating this module
The calendar integration requires the the reservations module (Workplace Experience) to be activated.
For more information on this module activation, see:
Also make sure to have read and planned the other parts of this implementation via the general ‘External calendar integration’ articles.
4.2 Module activation
For this specific module activation, one setting applies. The additional configuration and settings within the External App and the calendar application are described in the configuration guides.
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Settings to be determined
Default reservation type (optional): For reservations created in Outlook/Google Calendar, a default reservation type can be specified. This default reservation type will be automatically linked to reservations synced to Workplace and determine the options available when managing the reservations in Workplace Management. For instance if certain fields will be shown or not in Workplace Management.
4.3 Data imports
For this module activation, no data imports are relevant. For more information on data imports in general, see: Data imports
4.4 System groups
For this module activation, no additional system groups are relevant. Since this module is about the integration of a calendar application with Workplace Experience, the system groups relevant for the reservations module are also applicable.
For more general information on user profiles, system groups, users, and the user profile dashboard, see: Authorizing users
For the Reservation module, the following system groups (relevant for the calendar integration) become available:
Reference | Name | Description | License needed |
|---|---|---|---|
GOB-G003 | Create reservations | Gives access to creating creating reservations (object and startboard menu options) | Requestor |
FMB-G005 | Create reservation schedule | Group gives rights to change a regular reservation to a periodic reservation | Requestor |
GOB-G028 | Reservation coordinator | Gives rights to change all reservations. Has the task to approve reservations (if applicable) Group also has the option to create the bookable catalog items and adjust the reservation settings of catalog items, rooms and assets. | Full user |
Via the 'User profile management' option on the administrator startboard, these system groups can be assigned to existing user profiles or add them to newly created user profiles.
4.4.1 Relevant system groups from other modules:
For some modules, other (master data) modules might be of importance, in order to be able to fully use this module.
For the calendar integration, the Master data module ‘Buildings and areas’ is also relevant, therefore the following system groups could also need to be assigned to users (if not already done in the past) to be able to create and edit the relevant master data objects and expose the relevant reservable areas to the calendar application.
Reference | Name | Description | License needed |
|---|---|---|---|
GOB-G007 | Edit buildings and areas | Group gives create and edit rights on buildings and areas | Full user |
When generating the user profiles, it is advised to include these groups or have dedicated profiles (and users) for these modules.
4.5 Navigation menu and startboard options
No additional navigation menus become available, when activating the calendar integration. The navigation menus applicable for the reservations module might be applicable, if reservations are managed in Workplace Management.
For more general information on the navigation menu and startboard, see: Navigation menu and Startboard
5. Additional reports
No additional reports are applicable, when activating the calendar integration.
6. Additional settings and options after enabling
For most modules, additional settings can be configured after the initial module activation via the 'Module settings' option on the administrator startboard. A module is always activated with the most used settings pre-defined. After the module is activated, the module may have more advanced settings available, which can be managed via the Module settings as well.
To navigate to all Calendar integration settings, go to ‘Modules settings’ → ‘Integrations' tab → 'Calendar integration’ tab. More information on the configuration and settings in the External App of the calendar integration see: /wiki/spaces/KB/pages/362545217
7. Additional information
No additional information currently
8. User manual
No user manual applicable for the calendar integration.
9. Q&A
Waiting for questions to answer