Documentation for Outlook Integration

Microsoft Outlook Calendar Integration Documentation

Overview

The integration with Microsoft Outlook Calendar facilitates bidirectional synchronization of events between Yoffix and Microsoft Outlook calendars. This feature is designed to streamline the management of both personal and room-based calendars, ensuring that all events are consistent across platforms. This document outlines the technical details of the integration, the permissions required, and the data that is synchronized.

Permissions

When integrating with Microsoft Outlook Calendar, Yoffix requests the following permissions:

• Sign in and read user profile: Allows Yoffix to authenticate users and access their profile information.

• Read and write calendars in all mailboxes: Enables Yoffix to create, update, and delete calendar events across all mailboxes.

• Read all company places (admin consent mode): Allows Yoffix to access and manage room calendars within the organization’s Microsoft Active Directory (AD).These permissions are necessary to ensure full functionality of the integration, including event creation, modification, deletion, and real-time synchronization.

Room Calendar Synchronization

Two-way synchronization is established between Yoffix and Microsoft Outlook room calendars, provided that Yoffix rooms are correctly mapped to the corresponding rooms in Microsoft AD.

1. Event Creation/Modification/Deletion in Yoffix:

• When an event is created, modified, or deleted in Yoffix, Yoffix will invoke the corresponding methods (create, update, or delete event) in the Microsoft Graph API.

• The room email is passed to Microsoft Graph API to ensure the event is accurately reflected in the corresponding Outlook room calendar.
  
  

2. Subscription to Room Calendar Changes:

• Yoffix subscribes to changes in the room calendars by using the room email. This subscription allows Yoffix to receive notifications whenever an event is created, modified, or deleted in the room’s Outlook calendar.

• Upon receiving these notifications, Yoffix imports the event data into its system to maintain synchronization.

Event Data Processed:

• Owner: The user who created the event.

• Members: Attendees of the event.

• Title: The title or subject of the event.

• Description: Detailed information about the event.

• Online Meeting URL: Link to any associated online meeting.

• IsPrivate: Indicator of whether the event is private.

• Date: The date of the event.

• StartTime: The start time of the event.

• EndTime: The end time of the event.

• RepeatType: Indicates whether the event is recurring, and if so, the recurrence pattern.

Personal Calendar Synchronization

Yoffix also supports the synchronization of personal events between Yoffix and Microsoft Outlook user calendars. This feature can be enabled or disabled in the organization settings.

Events Synchronized:

• From Yoffix to Microsoft Outlook:

  • Office Booking: Reflects when a user books an office space.

  • Remote Work: Indicates when a user is scheduled to work remotely.

  • Absence: Marks a user’s absence.

• From Microsoft Outlook to Yoffix:

  • Absence: Imports absence events from Outlook to Yoffix, ensuring Yoffix reflects the correct availability of the user.

Conclusion

This integration with Microsoft Outlook Calendar ensures that both personal and room-based events are accurately synchronized between Yoffix and Microsoft Outlook, reducing scheduling conflicts and improving the efficiency of workspace management. By following the steps outlined in this document, organizations can achieve seamless calendar synchronization tailored to their specific needs.