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Set Up Office 365 Calendar Integration

Requirements and Steps for Office 365 Calendar Integration.

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To set up the Microsoft Office 365 Calendar integration, you'll need to have:

  • an Administrator-level account in Clearooms,

  • a subscription to Microsoft's Azure Management Portal

There are three steps to integrating your company's Office 365 Calendar with Clearooms:

  1. Register Clearooms as an App in Azure.

  2. Add the App's credentials to Clearooms.

  3. Import rooms into Clearooms

Hybrid Deployments: Please be aware that Hybrid deployments are not supported as Microsoft depreciated this in March 2023.

Microsoft Announcement

This guide can be downloaded as a PDF:  Here

Register Azure App

You'll need to register Clearooms as an App to get two pieces of information:

  1. Application ID
  2. Client Secret Key

When you enable a calendar integration, you give Clearooms permissions to read and write ALL calendar data in your organisation. However, Clearooms' integration pulls only a minimal subset of required data. Due to the technical limitations of Microsoft's calendar services, we cannot limit or configure the scope of permissions allowed by the integration.

You may need assistance from your Azure Portal Administrator in order to register a Clearooms app in Azure.

Create the app

First, you'll need to register the app itself:

  1. Log in to https://portal.azure.com under an Administrator account.

  2. Click Azure Active Directory in the left-hand panel.

  3. Click App Registrations. 

  4. Click + New Registration at the top of the page.

  5. In the Create pane, enter a name for the app, e.g., Clearooms Calendar Integration.

  6. For supported account types, choose Accounts in this organisational directory only.

  7. Leave the Redirect URL field unpopulated.

  8. Click Register. You'll see a new summary pane with 9 entries.

IMPORTANT: Copy the Application (client) ID. 


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Generate Secret Key

Now, you'll need to generate a security key that's specific to the app. For more information on security/secret key, go to the  guide
https://146800859.hs-sites-eu1.com/renewing-your-office-365-calendar-integration-secret-code

  1. Click the Certificates & secrets icon in the app's options pane.

  2. In the Client secrets section, click + New client secret, enter a name for the Key description of a new Key.

  3. Select either 1 year or 2 years for the expiration date.

  4. Click Add to generate the key's value.

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IMPORTANT: Copy the key's value. You won't be able to retrieve it later.

Make sure you copy the secret Value and NOT the secret ID (see image below) 

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Assign Permissions

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Finally, you'll need to give the app permission to read your company's calendar:
  • Open the options pane and select API permissions. In the API permissions section, choose + Add a permission.
  • When the Select an API pane appears, pick Microsoft Graph. Back in the Request API permission pane, select Application Permissions.


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 In the Select Access section, select these permissions:

    • Directory.Read.All - Read directory data

    • Calendars.ReadWrite - Read and write calendars in all mailboxes

    • Place.Read.All - Read all company places

The permission type must be "Application" and not "Delegated", as it is the application and not the user that will access the room calendars

  • Click Add permissions.

  • In the Grant consent section, click Grant admin consent for company.

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Add credentials to Clearooms

Once you've registered an Clearooms app in Azure and copied down the Application ID, and Secret key, enter them into Clearooms. 

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Go to Settings and open Apps & Integrations from the menu. Select Office 365 Integration and enter the Application ID (Client ID) from your Azure app into the Client ID field.

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Next, paste the key into the Client Secret field, then add your full Tenant ID (found under Overview in the top left, see image below) into the Tenant ID field. Finally, click Save and use Test Settings to confirm the connection.

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If an error appears, please check that all the steps above are completed correctly. 

New rooms added to Microsoft can take up to 24 hours to become visible in the import screens on Clearooms. 

Import Meeting Rooms into Clearooms

Now that the integration is complete, you can choose which resources to import and link to Clearooms.

  1. Navigate to Settings.
  2. Click the Meeting Rooms settings tab.
  3. Click the Manage Rooms option.
  4. Choose the office you wish to import the room into, then import whichever rooms you require

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Adding rooms to your office plan

Add Rooms to your Office Plan
  1. Go to Settings, select “Offices,” and then choose “Edit Office Plan.”
  2. Scroll down to your floor plan
  3. Click in an empty space to create a new icon
  4. Change the top right-hand toggle from "Desks" to "Rooms"
  5. Select the room from the drop-down list
  6. Click "Add to plan"

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Room Icons can be moved by clicking on an existing icon and dragging around the screen or by clicking on the icon and using the 4 directional arrows located at the bottom right of the edit screen.

Your Meeting Room icons do not move when you upload a new image, so if the plan is a different size or Rooms have changed position, you will need to relocate the desk icons.

You can download this guide in PDF here.