Microsoft O365 – Integration and Mapping to Zoapi Hub

Microsoft O365 Calendar- Integration and Mapping to Zoapi Hub

Zoapi Hub enables seamless integration with Microsoft O365 Workspace room calendars, enhancing the functionality and user experience of your meeting spaces. Here are some key benefits of calendar integration on Zoapi Hub:

• Display upcoming meetings directly on the Home Screen.
• One-click join for video conferencing.
• Connect room controller tablets to Zoapi Hub for added control.
• Show meeting room status (Available/Busy) with intuitive color indicators.
• Display on-screen meeting reminders for better time management.
• View the complete meeting room calendar through the calendar app.

This article provides a step-by-step guide to integrating and mapping Zoapi Hub with O365 Calendar room resources. Zoapi supports integration with both user calendars and room resource calendars:

• User Calendar – Suitable for personal setups, such as private offices or individual workspaces. In this case, you can integrate it with any user account without resource calendar and delegate access.
• Room Resource Calendar – Recommended for shared spaces like meeting rooms or classrooms. O365 supports two ways for integrating with resource calendar. One by delegating the resource calendar to an IT admin or common IT account and integrating with that common account or by directly integrating with resource email id.

Integration and mapping are two distinct steps in the process:

• Integration: This step authorizes Zoapi to access and list all available room resources/user calendar with the necessary permissions for mapping. Ensure that the account used for integration has delegate permissions for the required room resources in case of room resource mapping. Integration is a one-time activity if following the delegate method. If you are using direct integration for resource calendar, you need to integrate every meeting room separately.
• Mapping: Mapping involves assigning each Zoapi Hub to its corresponding room resource. A single integration can be used to map multiple room resources to different Zoapi Hubs.

If you are looking to integrate user account or using direct integration for resource calendar, then check the guide Microsoft O365 – Integration and Mapping to Zoapi Hub – Direct

If you haven’t added Zoapi Hub to your dashboard yet, please refer to the “Adding Hub to Dashboard” guide before starting the integration process.

If you haven’t created O365 resource calendar or have not delegated resource calendar, then check the guides Microsoft O365 – Create Resource Calendar by Super Admin and Microsoft O365 – Delegate Resource Calendar to a User Account

If you are looking for integration and mapping of Zoapi Scheduler with Google calendar then check the guide Microsoft O365 Calendar – Integration and Mapping to Zoapi Scheduler

Here is the detailed video for the same:

1. Go to dashboard.zoapi.com and log in.
   
2. Click on “Integrations”.
   

3. Select Microsoft O365 and click Proceed.
   

4. Choose any additional features you’d like to enable and click “Proceed”.
   

5. Enter an Integration Name for reference and click “Add”.
   

6. Use the account you want to integrate with Zoapi. Ensure it has full delegate access to all meeting rooms you plan to map with Zoapi Hub.

7. Zoapi now has access to all calendars in the integrated account. Next, we will map the appropriate calendar to Zoapi Hub.
   

8. Go to the Navigation Bar and click on “Hubs”.
   

9. Locate the desired Hub, click on the Settings icon, and select “Calendar”.
   

   

10. From the dropdown menu, choose the configured integration.
    

11. Under the Resource Section, select the desired meeting room and click “Save”.
    

1. From the dropdown menu, choose the configured integration.
   
2.  Click on “Can’t find rooms?”.
   
3. Enter the resource name and resource mail id and click on “Save”.
   

Note: Newly created room resource might take 24hr to automatically reflect the meetings on Zoapi Hub.

Frequently Asked Questions #

1. What is O365 Calendar integration with Zoapi Hub?
   O365 Calendar integration with Zoapi Hub allows users to sync their meeting room schedules with Zoapi Hub device. This enables Zoapi to display scheduled meetings, enables one click meeting join, on-screen meeting reminders, hide join information without booking and many other features.

2. Do I need admin access to integrate O365 Calendar with Zoapi Hub?
   No, you can integrate O365 Calendar if you have delegate access for the room resource with necessary permissions.

3. Can I integrate multiple calendars with Zoapi Hub?
   No, one Zoapi Hub is integrated to only one room calendar.

4. How long does it take for calendar updates to sync with Zoapi Hub?
   Changes made in O365 Calendar typically sync with Zoapi Hub in real time or within a few minutes, depending on the setup. If the resource is newly created, then it may take up to 24 hours

5. What happens if a meeting is canceled in O365 Calendar?
   If a meeting is canceled in O365 Calendar, the corresponding booking will be automatically removed from Zoapi Hub.

6. Why can’t I see my O365 Calendar resources in Zoapi Hub?
   Ensure that the integration is configured correctly, the right permissions are granted, and the user account has access to the required calendar resources.

7. Can I use single integration to map to different Zoapi Hubs to different room resource?
   Yes, you can use single integration for mapping multiple Zoapi Hubs as long as you have delegate access to all the room resources. This is possible if we are following delegate approach as described in this article.

8. Can I integrate one O365 room resource to multiple Zoapi Hubs?
   Yes, you can integrate one room resource to different Zoapi Hubs and Schedulers

9. What is the difference between delegate and direct integration?
   Delegate: In this case all the resource calendars permissions are delegated to one user account (It Manager or common IT account) and integration with Zoapi is done using this user account. This way one integration can be used for mapping all the Zoapi Hubs and Schedulers. This is ideal for setups with large number of meeting rooms as you need to authenticate only once for multiple devices.
   Direct: This method is used in case of integrating directly with a user account (for individual cabins) or integrating directly with resource calendar email id. He each integration can be mapped to one Hub or Scheduler. This is ideal in case of user calendar integration or for small number of meeting rooms as it does not require delegation steps.