On this page we’ve collected all information about our Outlook Room Booker for TOPdesk. This is the starting point to gather all information around requirements, configuration, user rights and all specific information. Not only for the connector itself, but we also explaining and guiding you (as much as possible) with the configuration of TOPdesk and your Exchange/Office365 environment. After every item a ‘+’ is added, use this to read more!
For an introduction and an overview of all the possibilities and/or example(s):
Our Outlook Room Booker consists of 2 primary elements:
This is the core of our connector and makes sure your Exchange/O365 bookings are in sync with TOPdesk and vice-versa.
Get in sync!
When implementing the Outlook Room Booker in your environment, it would be handy to use/re-use meetings that are already there. Outlook Room Booker can gather information from both ways, combine this and get this in sync. Any conflicts that occur are collected and presented in an Excel sheet, which we can provide you after running this. This is and additional feature and not mandatory for the Outlook Room Booker to function.
To get the necessary access in TOPdesk, we need a API user account. With this account we can manage the bookings on the TOPdesk side. For Exchange we need a User Account that has enough privileges to manage bookings in a Room and User Mailbox. This is done via Impersonation, more information can be found here: Why Outlook Room Booker uses Impersonation.
Within TOPdesk you need several modules activated and implemented to make use of our connector.
The following modules are mandatory (besides the TOPdesk default):
-Property Management (NL: Huistvestingsbeheer)
-Reservations Management (NL: Reserveringenbeheer)
Saas / On-Premise
The Outlook Room Booker is initially delivered via SaaS only. Scope4mation delivers this service and it is included in the Outlook Room Booker subscription (licensed per year). We’re partnering with a Dutch Cloud Hoster, CloudVPS. Hosting and storage is based in the Netherlands, if you would like to know more, e.g. about the legal side, please click here. In exceptional cases it is possible to implement the Outlook Room Booker On-premise. To give you optimal service and to monitor the service best, we strongly advice you and your organisation to implement the Saas version.
Before we can synchronize meetings, we need to make sure that the Rooms defined in Exchange/Office365 match with the Rooms in TOPdesk. Since the definition of a Room is in basic different between the 2 platforms, it is mandatory to inform the Outlook Room Booker about this. We use a so called Mapping Sheet to get locations mapped, most of the time is a 1 time action and is the only way to get the Rooms in sync. We’ve setup a checklist to assist you on what needs to be done, filling out the mapping sheet is one of the activities.
Prepare for implementation
To make our Connector function in the optimal way, it needs to have access to your TOPdesk and Exchange environment. Besides this we also need information about your organisations Rooms. In order to ensure the necessary access and information, the following article(s) will be of help:
Way of Working
We’ve bought the Outlook Room Booker and what will be next?
(or when agreed in #2 On-Premise, NOTE: IT details are needed and extra meeting needs to be scheduled)
2. We will enable the subscription license
3. We will verify all the information and get in touch with the customer for all details (passwords etc)
2. Verify the scenario with X test Room(s) (and run this for X days)
3. Customers verifies and confirms correct working of the ORB
3. Scope4mation Enables the Outlook Room Booker for all defined Rooms (in sheet) and start the ORB
4. Customer will sign-off the implementation (via email, confirmation is enough)
I have a question!
If you have a question and your answer / scenario or option is not there: Feel free to contact us via the chat button at the bottom of the screen or contact us via our contact form ! We’re happy to get in touch with you!