It is now finally possible to check the availability of Exchange rooms and equipment when scheduling meetings and to reserve them directly in SharePoint. This makes the process of scheduling events much easier, faster and more efficient. You don’t have to switch between SharePoint and your Outlook calendar just to check if a certain room is available, everything is done automatically and you can check the availability of rooms and equipment with the click of one button. As an administrator you can configure whether all rooms or only certain rooms can be booked from SharePoint. The add-on is included in, and. You can also download the add-on here: The add-on requires either the Calendar E-Mail Extension, Employee Training Management or Event Management to be installed, however it will also work with normal SharePoint calendars.
If you want to use it in Office 365, please check the following:. Installation Please note that the add-in is already included in the Calendar Email Extension, Event Management and Employee Training Management setup since. If you have the latest version installed, ignore the steps below and continue with the configuration. To install the add-on, extract the files to a new folder.
There are folders containing setup files for SharePoint 2010, SharePoint 2013 and SharePoint 2016. Then run the setup as an administrator and follow the instructions on the screen.
Once the setup has completed, the add-on will now be available for all calendars on your site. Configuration To display the Exchange Room and Equipment Selector when creating an event, you must first create a column for it (the add-on is actually a custom field type). Click on the List Settings for the respective calendar and then click on Create column. Now when the form appears you can see the Exchange Room and Equipment Selector option in the column type area. When you select this, more detailed options for the selector appear below. The first option is where you should enter the URL of your Exchange Web Service.
You can click on Find to search for an Exchange Server address associated with the user currently logged in. If this doesn’t return a result it is also possible to simply manually enter the URL. Then select the Exchange Version from the dropdown below.
If you use Office 365, the URL will most probably be The next settings concern the user credentials for the Exchange Room and Equipment Selector to communicate with Exchange. Get credentials from secure store: You can configure the user credentials in the Secure Store Service Application. Simply enter the Secure Store Target Application ID you have configured in the respective field. Save credentials in clear text: Enter user name and password directly using the domain username format.
Please note that the credentials will be saved in clear text. Use the configured user to book resources: In this case the configured user account will be used to book the Exchange resources. The user account needs a valid mailbox. Add events directly to resource calendars: With this option the SharePoint calendar will communicate directly with the Exchange Room or Equipment. If you use this option, you need to make sure that the configured user has either Full Access for all resources or application impersonation is configured for this account.
Conference Room Scheduling Sharepoint
There are two options for choosing your data source. You can either get rooms from Microsoft Exchange room lists, or you can get all rooms and equipment from the Active Directory. It is also possible to allow multiple values and caching. By default the timeout is set to 86,400 seconds (24 hours). This means if you create a new room in Exchange, it can take up to 24 hours for the room to become available in SharePoint.
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If you wish to use the room straight away, you just have to edit the column and save it. This will clear the cache. The final section allows you to automatically update the Location column with the selected room and set the e-mail body sent when booking a room or piece of equipment for an event. Clicking on OK will create the new column allowing you to book Exchange rooms and equipment directly from the SharePoint Calendar.
Using the Exchange Room and Equipment Selector Now when you create an event, you will see the following option in the form. If ‘Allow multiple values’ is configured, you will see multi-selection control (similar to a multi-lookup column). You can then select the room where the event will take place from the dropdown. Once you have selected the room, you can click on Check Availability to see if the room is available. You can then click on Save as usual to create the event.
If the resource is not available, you can still save the event. In this case the room will not be booked. In the display form you can view the status of the room. To check the current status you can click on the Refresh symbol. We hope you find these new features useful. If you have problems installing the new updates or any other questions, please send an e-mail to or post a comment.
Conference Room Display
Resource booking system in SharePoint A SharePoint tutorial by Peter Kalmstrom In this tutorial Peter Kalmstrom, CEO of kalmstrom.com Business Solutions and Microsoft certified SharePoint specialist and trainer, explains how to build a simple resource booking system in SharePoint. For more advanced resource booking in SharePoint, use the kalmstrom.com Solution. Bookings overview, supplies booking, double booking protection, search, resource descriptions and many more features.
Peter is using the Office 365 version of SharePoint 2013 for this demonstration. Peter's example company has five bookable rooms, and the staff can order some extra services with each room. To make this happen, Peter does this:. He creates a custom list app for the services.
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He creates five calendar list apps for the rooms. Each room list has a lookup field where the extras can be selected. Finally Peter creates an overlay view that shows all the five calendar lists and adds it to the Quick Launch.
This way staff can easily find the resources and make their bookings. As all calendars are displayed in the same view, you can quickly see what resources have already been booked at the time you need it. Watch the video.
Conference Room Scheduling Sharepoint 2010
Microsoft SharePoint 2013, is a robust platform with exciting new features and capabilities achieving most of the business objective within the same platform. However we at Bitscape well versed with all the technicalities within SharePoint 2013 platform and have delivered plenty of solutions and products E.g. Bitscape has served clients in four continents for application development and Microsoft technology based solutions using SharePoint, Office365, Dynamics CRM, Azure, PowerBI and Business Intelligence. Including United States (California, New York, New Jersey, Maryland, Massachusetts, District of Columbia, Florida, Chicago, Ohio, Texas, New Jersey, Connecticut, Oklahoma, Virginia, Washington, Georgia, Colorado, Pennsylvania) Australia, France, United Kingdom, Germany, Canada, Netherlands, Norway, United Arab Emirates (UAE), Singapore, Sweden, Denmark and India.
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