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Manage Space-to-Calendar Mappings

Updated: Andrew Tat Edited:

Manage Space-to-Calendar Mappings

Overview

The Integration Mappings page allows Platform Admins to connect Room Reservations Spaces to Outlook calendars. Once a Space is mapped, its reservation schedule syncs automatically with the linked Outlook calendar, keeping both systems aligned.

All Space-to-calendar mappings are managed from a single page — no need to configure each Space individually. This is especially practical for institutions with many Spaces.

Audience: Platform Admins only.

Prerequisites

Access the Integration Mappings Page

  1. Log in as a Platform Admin
  2. Navigate to Admin → Settings → Integration Mappings
  3. Select the Outlook Calendars tab

The page displays all Spaces in the platform with columns for Space name, building, current Outlook calendar mapping, and mapping status.

Map a Space to an Outlook Calendar

  1. Locate the Space in the list. Use search or the status filter to narrow results if needed (see Search and Filter Spaces).
  2. In the Outlook Calendar column for that Space, click the dropdown and search for the Outlook calendar by name.
  3. Select the calendar from the results.
  4. Repeat for any additional Spaces.
  5. Click Save to confirm all changes.

Note: Each Space can only be mapped to one calendar, and each calendar can only be mapped to one Space. Attempting to assign a calendar already mapped to another Space will surface a validation error inline.

Unmap a Space

  1. Locate the mapped Space in the list.
  2. Click Unlink in the row for that Space.
  3. Click Save to confirm.

Search and Filter Spaces

Use the controls at the top of the page to find Spaces quickly:

  • Search spaces — search by Space name or building name
  • Mapping status — filter the list by status:
    • All statuses — shows all Spaces
    • Mapped — shows only Spaces with an active calendar mapping
    • Unmapped — shows only Spaces without a mapping
  • Clear All — resets both the search field and the status filter

The summary in the top-right corner displays a live count of mapped Spaces, unmapped Spaces, and total Spaces.

Unsaved Changes

Changes are not saved until the Save button is clicked. When unsaved changes exist, a notice appears above the table. Navigating away from the page before saving triggers a confirmation prompt.

Validate Mappings

After configuring mappings, verify that sync is working:

  1. Add the room's Outlook calendar as an additional calendar in the Outlook sidebar
  2. Create a test reservation in Room Reservations for a mapped Space
  3. Confirm the event appears on the room's Outlook calendar within approximately five minutes
  4. Optionally, create a test event in Outlook using the mapped room calendar and confirm it appears in Room Reservations

Troubleshooting

The Integration Mappings page is not accessible
The Outlook integration may not be enabled, or the tenant connection may not be validated. Contact support at support@concept3d.com or reach out to the Concept3D Partner Success Manager.

A calendar does not appear in the dropdown search

  • Confirm the Outlook integration is active and the connection is validated (Root Admin → Manage Platform → Integrations → Outlook → Check Permissions)
  • Confirm the calendar (resource mailbox) exists in the connected Microsoft tenant
  • If the calendar was recently created in Microsoft, it may take a moment to appear — refresh the page and try again
  • If the issue persists, contact support@concept3d.com

A validation error appears when selecting a calendar
The selected calendar is already mapped to another Space. Each calendar can only be mapped to one Space. Choose a different calendar, or unmap it from its current Space first.

Changes are not saving
Confirm that the Save button was clicked after making changes. The notice above the table indicates when unsaved changes are present.

A room was renamed in Microsoft
If a resource mailbox is renamed in Microsoft, the existing mapping may need to be reviewed. If the calendar no longer appears correctly in the dropdown, unmap the Space and remap it to the updated calendar entry.

A room mailbox was deleted or recreated in Microsoft
If the underlying Microsoft resource mailbox was deleted and recreated (rather than renamed), the original mapping identity is no longer valid. Unmap the affected Space and create a new mapping to the recreated calendar.

Permissions validation failed or calendar not syncing
Verify all of the following:

  • The Space-to-calendar mapping is active and saved
  • The Outlook integration connection is still valid (Root Admin → Manage Platform → Integrations → Outlook → Check Permissions)
  • The room resource mailbox exists in the Microsoft tenant
  • The Outlook calendar is visible when searching in the mapping dropdown

If sync issues persist after confirming all of the above, contact support@concept3d.com.

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