Connect an Office 365 calendar to a meeting room
An Office 365 resource calendar can be linked to a meeting room so that bookings and meetings travel both ways: a meeting created in the calendar turns into a meeting room booking in UnSpot, and a booking made in UnSpot shows up in the calendar. In the interface this connection option is called Cloud Microsoft, and it works through a sign-in under an account that has delegated rights to the resource calendar.
When this option fits
For cloud Microsoft 365 UnSpot offers two ways to connect meeting room calendars, and the choice has to be made before you start.
| Option | When it fits | What it requires |
|---|---|---|
| Cloud Microsoft — this article | There are few meeting rooms; you need to connect them quickly, without involving the tenant administrator | An account with delegated rights to each resource calendar; the sign-in is repeated for every meeting room |
| Microsoft App — an Entra application | There are many meeting rooms; you need one centralised setup for the whole company | Microsoft Entra administrator rights: registering the application, granting permissions, creating a secret |
The second option is described in Connect Microsoft 365 via a Microsoft Entra application — it needs neither delegated rights on every calendar nor a repeated sign-in.
If the meeting room schedule is kept in an ordinary account calendar rather than a resource mailbox, the same connection works for it too — see Connecting an ordinary calendar instead of a resource one.
What you will need
- The Super Administrator or Offices Administrator role in UnSpot — connecting a calendar to a meeting room is available to them only.
- An office structure configured in UnSpot: the meeting room must exist in the workspace tree. The calendar is connected to the meeting room itself — an office or a floor cannot take one.
- A resource mailbox created in Office 365 for every meeting room — see Create a resource calendar in Office 365.
- The credentials of an account that has delegated rights to those mailboxes. How to grant them — Prepare Microsoft 365 calendar to work with UnSpot.
Step 1. Open the meeting room calendar setup
In the admin panel go to Manage → Office management → Workspaces. Find the meeting room you need in the tree, hover over its row and click Connect calendar.
Step 2. Choose Cloud Microsoft and sign in
The Room Calendar Setup: window opens with the name of the selected meeting room. Click Cloud Microsoft — the caption under the button reads Connect to Office 365 Cloud Calendar.
The Microsoft sign-in page opens next. Enter the email address of the delegate account, go to the next screen, enter the password and then confirm access for the UnSpot application.
Step 3. Choose a calendar and connect it
After the sign-in the Calendar connection step opens with the prompt Choose a calendar to connect it to the space:. Select the calendar of the meeting room you need and click Connect.
If the calendar you need is missing from the list, the account has no delegated rights to its mailbox — follow the How to grant permission to access the calendar? link right in this window.
Only the calendars that the account you signed in with is allowed to edit get into the list. If the delegated rights are read-only, the calendar is not offered and cannot be connected — extend the delegation to editing rights first.
Connecting an ordinary calendar instead of a resource one
The same Cloud Microsoft button can connect an ordinary account calendar — the one an employee sees in Outlook — instead of a room resource calendar. The steps do not change: sign in with the account that owns the calendar and pick that calendar at step 3. The list shows every calendar the signed-in account is allowed to edit, so no resource mailbox and no delegation are needed.
Treat this as a temporary or small-scale solution. The meeting room becomes tied to a person’s mailbox: meetings land in that account’s calendar, and the day the account is blocked — for example, when the employee leaves — the synchronisation stops. For a permanent setup, create a resource mailbox for the meeting room and connect its calendar — see Create a resource calendar in Office 365.
How to check that the calendar is connected
After a successful connection the window shows the linked calendar — click OK. The meeting room in the workspace tree gets the Outlook icon.
The same window offers the Start Sync button (a one-off forced reconciliation of events, no more than once an hour — the Available at caption next to the button shows the time of the next attempt) and Reconnect, in case UnSpot has lost access to the calendar. Only a Super Administrator can start the synchronisation manually.
Disconnecting the calendar
Hover over the meeting room, click Connect calendar and then Disconnect in the window that opens. Confirm the action in the Are you sure that you want to disconnect calendar from space? prompt.
What happens on disconnect: UnSpot unsubscribes from the calendar notifications and removes the link. Bookings already created in UnSpot and events already in the calendar stay where they are — they simply stop being synchronised. If this Microsoft account has no other calendar connected in UnSpot — neither another meeting room nor an employee’s personal calendar — its authorisation in UnSpot is removed as well.
Limitations
- One calendar — one meeting room. A calendar that is already connected to another meeting room or to a user profile cannot be selected. And the other way round: a meeting room that already has a calendar will not take a second one.
- A calendar cannot be connected to an office or a floor — only to the meeting room itself.
- The calendar of an external meeting room cannot be disconnected — the Disconnect button is not available for it.
- The sign-in has to be repeated for every meeting room. If there are many of them, consider connecting through an Entra application instead.
Connection errors
| Message | What happened | What to do |
|---|---|---|
| The calendar {calendar} is already connected to another resource. | This calendar is already linked to another meeting room or to a user profile | Pick a different calendar, or disconnect it from the previous resource |
| This space has connected calendar “{calendar}”. Please disconnect it first. | The meeting room already has a calendar | Disconnect the current calendar and connect the new one |
| The external calendar not found. | The resource mailbox was deleted, or the account lost access to it | Check the resource mailbox and the delegated rights |
| Calendar is not available | UnSpot lost access to the connected calendar | Click Reconnect and sign in again |
| No access to the calendar. Please check the connection and try to re-connect. | The account changed its password, or its permissions were revoked | Restore the permissions and reconnect the calendar |
