---
title: "Meeting Rooms setup via Microsoft 365"
url: "https://docs.pexipengage.com/en/technical/microsoft-365-meeting-rooms"
description: "Helps you to setup Meeting Rooms via Microsoft 365"
---

Meeting Rooms is the latest new feature in Pexip Engage. With this new integration, you can seamlessly fetch and sync all the meeting rooms from your Microsoft Office 365 environment. Once imported, these rooms can be configured and selected directly within the backoffice for any appointments you schedule. This eliminates the need for manual room management, ensuring you always have real-time availability and reducing the hassle of double bookings or scheduling conflicts.

In this setup guide, we’ll walk you through how the Meeting Rooms feature works, including the technical setup process and the security measures in place to protect your data.

# How does it work?

By leveraging the Office 365 integration, we can make use of the calendar attached to the meeting rooms. This allows our systems to determine whether meeting rooms are available or occupied at any given point. Events taken into account for calculating the availability of a meeting room can come from any source, it doesn’t matter whether the event is booked through Pexip Engage or directly from the Outlook calendar or another system.

Whenever a meeting room is attached to an appointment, our system will attempt to book the slot in the calendar of the meeting room. The integration provides some additional information on these events, allowing other systems and integrations to work with Pexip Engage appointments.

## Grant admin consent to the app registration using the back-office

Clicking the “Connect” button will initiate the Azure admin consent workflow for our app registration. An Azure administrator will need to log in and grant administrative consent for our app to access the specified resources. This step is necessary to ensure that our app has the required permissions to function correctly.

The following application permissions are requested:

-   `Place.Read.All`: Read all company places
-   `Calendars.ReadWrite`: Read and write calendars in all mailboxes
-   `MailboxSettings.Read`: Read all user mailbox settings

{% table %}

-   **Environment**
-   **Application (client) id**

* * *

-   Production
-   `9562676d-15bc-4e68-92b7-615f8d989aa1`

* * *

-   Staging
-   `46b7b524-6597-48ff-b4e0-82a38120d2cc` {% /table %}

![Microsoft 365 meeting rooms connect button in Pexip Engage backoffice](/_astro/meeting-rooms-backoffice-connect.aedKNn0z_10N07Y.webp?dpl=dpl_AmK11wLqSzcxjEg28YTY78j1WG4Y)

Screen 1 Microsoft 365 meeting rooms connect button in Pexip Engage backoffice

## Limit the application permissions to specific meeting rooms

By default, Microsoft let us read all events in all mailboxes of every meeting room and user. We encourage you to limit our app registration to the meeting rooms that will be used in the Pexip Engage platform.

More information on how to configure this can be found here: [https://learn.microsoft.com/en-us/graph/auth-limit-mailbox-access](https://learn.microsoft.com/en-us/graph/auth-limit-mailbox-access)

## Sync and set up the meeting rooms in the backoffice

After completing the previous steps, it is now possible to synchronize the meeting rooms to your enterprise. This is done by clicking the ‘Sync’ button in the Meeting Rooms screen.

![Overview of active meeting rooms in your enterprise.](/_astro/meeting-rooms-backoffice-overview.msS_YpVJ_Z2u2eDB.webp?dpl=dpl_AmK11wLqSzcxjEg28YTY78j1WG4Y)

Screen 2 Overview of active meeting rooms in your enterprise.

Meeting rooms will be imported with their active flag set to false. If you want to be able to use a meeting room from within your environment, you must first edit it and set the active flag to true.

After making a meeting room active, you must then link it to an office building. A meeting room cannot be used as long as it is not active and not linked to an office. Linking a meeting room is done from the office detail, this can be done by either an office manager or an admin.

![Add meeting room button on the office detail page in the Pexip Engage backoffice.](/_astro/meeting-rooms-backoffice-link.dE-ZDb1L_Z1ITnx1.webp?dpl=dpl_AmK11wLqSzcxjEg28YTY78j1WG4Y)

Screen 3 Add meeting room button on the office detail page in the Pexip Engage backoffice.

### General Microsoft documentation

-   [https://learn.microsoft.com/en-us/exchange/recipients/room-mailboxes?view=exchserver-2019](https://learn.microsoft.com/en-us/exchange/recipients/room-mailboxes?view=exchserver-2019)
-   [https://learn.microsoft.com/en-us/graph/auth-limit-mailbox-access](https://learn.microsoft.com/en-us/graph/auth-limit-mailbox-access)