Microsoft O365 – Integration and Mapping to Zoapi Scheduler

Microsoft O365 Calendar- Integration and Mapping to Zoapi Scheduler

Integration and mapping of room calendar resources to your Zoapi Scheduler is a mandatory step to enable its full functionality. Once successfully integrated, the Scheduler will provide the following features:

• Display upcoming meetings and the complete room calendar.
• Show room status (Available/Busy) in real-time.
• Enable on-the-spot room booking.
• Support auto-cancellation of unused bookings and early check-out options.
• And many other productivity-enhancing features on the Zoapi Scheduler.

This article provides a step-by-step guide to integrating and mapping Zoapi Scheduler with O365  Calendar room resources. Integration and mapping are two distinct steps in the process:

• Integration: This step authorizes Zoapi to access and list all available room resources with the necessary permissions for mapping. Ensure that the account used for integration has delegate permissions for the required room resources. Integration is a one-time activity.
• Mapping: Mapping involves assigning each Zoapi Scheduler to its corresponding room resource. A single integration can be used to map multiple room resources to different Zoapi Schedulers.

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 Scheduler – Direct

If you haven’t added Zoapi Scheduler to your dashboard yet, please refer to the “Adding Scheduler 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 Hub with O365 calendar then check the guide Microsoft O365 Calendar – Integration and Mapping to Zoapi Hub

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 Scheduler.

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

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

9. Locate the desired Scheduler, 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 “Cant find rooms?”.
   

3. Enter the resource mail id and click on “Save”.
   

 

Your Zoapi Scheduler is now successfully mapped to the room resource. You should see the scheduled meetings displayed on the Zoapi Scheduler screen.

 

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

Frequently Asked Question #

1. 1. What is the Microsoft 365 Calendar Integration with Zoapi Scheduler?
      The integration between Microsoft 365 Calendar and Zoapi Scheduler enables seamless synchronization of room bookings, user schedules, and resource availability. It ensures that meetings scheduled in Microsoft 365 automatically reflect in Zoapi Scheduler and vice versa, preventing double bookings and improving workspace efficiency.
      

   2. What is Calendar Mapping in Zoapi Scheduler?
      Calendar mapping links Microsoft 365 resource calendars or user calendars with Zoapi Scheduler. This ensures that any booking made in Microsoft 365 is reflected in Zoapi Scheduler and vice versa, maintaining accurate scheduling.

   3. Does the integration support real-time updates?
      Yes, all bookings, modifications, or cancellations made in either Microsoft 365 Calendar or Zoapi Scheduler are updated in real-time across both platforms.

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

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

   6. How long does it take for calendar updates to sync with Zoapi Scheduler?
      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

   7. 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 Scheduler.

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

   9. Can I use single integration to map to different Zoapi Schedulers 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.

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

   11. 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.