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Difficulty: novice

Content

Learning Objectives

After reading this article, you’ll be able to:

  • Install Room Finder Add-in

  • Start using the Room Finder Add-in

Room Finder is an add-in to Outlook and can be set up using Workplace SSO (see How to set up Workplace SSO).

It only works after Exchange Sync has been configured.

‪Prerequisites

Room Finder only works when following products are installed:

  • IWMS

  • Workplace tenant, where users are set-up

  • Exchange Sync should be configured and activated for the tenant

    • Configuration in Azure as described in Exchange Sync & Outlook

    • The respective rooms must be mapped to a mailbox in Exchange

    • Exchange Sync configuration includes a mapping between Exchange Rooms and IWMS Reservable Rooms

In Exchange, we define the mapping/scope of which outlook rooms are treated by Exchange. This might mean that not all rooms used are available in Exchange.

Room Finder, on the other hand, being a Workplace touch point, shows ALL Workplace rooms.

Mind this gap between functionalities when setting up Room Finder.

Configuration

In IWMS:

  • ‪Set up Master data

  • ‪Create Reservable objects

In Workplace:

  • ‪Implentation Consultant to request “Basic username” and “Basic password” from the Exchange sync (Integration) team: it's the account that Workplace uses to connect to Exchange sync for the specific tenant.

  • ‪Make sure to fill out the Studio Config on Exchange Interface (see Setup Studio settings)

Install Room Finder

 ‪1. In Outlook, select File, then Manage Add-ins

 2. This will open the managed Add-ins for Outlook (possibly in web browser): select Spacewell Room Finder
 3. Open an appointment or meeting in Outlook
 4. ‪Select the Room Finder Add-in from Spacewell
 5. ‪Log in with your Workplace credentials (only first time login; SSO supported)
 ‪6. Select relevant location and floor

Use Room Finder

 1. Open an appointment or meeting in Outlook, select the right time for your meeting
 2. Add Required participants to the reservation

Adding participants to your reservation will indicate the required capacity to the Room Finder Add-in.
For example, when inviting 2 people to the reservation, the capacity search will be “3” (including the Reservation Responsible user), probably suggesting meeting rooms that have “capacity 4”.

 3. Select the Room Finder Add-in from Spacewell
 4. Room Finder opens on the right side of the screen as floor plan or in list view

Room Finder will highlight rooms most suitable for your search, meaning depending on number of participants and availability known in the reservation system for that moment

 5. Select the room in Room Finder

The Room Mail Box from Exchange will be added to the Required + Location field of your appointment /meeting.

Good to know

Exchange differentiates between rooms and workplaces:

  • When workplace reservations are synchronized from Workplace to Outlook, the user’s resource status remains “Available”. In other words: A workplace reservation in Outlook won’t set the user status as “Busy” for the entire duration of the reservation

  • Booking a room is seen as "going into a meeting", meaning user status will be set to Busy in Outlook

FAQ

Can this be pushed by central IT or does everyone needs to install individually?  

Because it's an official outlook add-in, it needs to be added by an administrator. You can read how here 

Are email addresses cached in Workplace or fetched in real-time?

Emails are stored in the Workplace cache, since all APIs work with cached values only. Caching emails is performed on a daily basis for all Workplace tenants which have configured Exchange Interface.

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