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Add Rooms from Microsoft 365 and Allocate Devices

Once your Microsoft 365 account is connected with Yeastar Workplace, you can add meeting room resources to Yeastar Workplace and allocate smart devices to activate devices.

Prerequisites

  • Yeastar Workplace is connected with your Microsoft 365 account.

  • Room resources on Microsoft 365 should be created for more than 24 hours to ensure the required information is fully synchronized.

    Note

    To create room resources on Microsoft 365, see this topic.

  • Yeastar Workplace has a sufficient number of rooms to import meeting rooms from your Microsoft 365 account.

    Tip

    Click the Plan icon beside the account button to view the number of available rooms and buy more rooms.

Add your Microsoft 365 room resources to Yeastar Workplace

Add your existing meeting room resources on Microsoft 365 to Yeasatr Workplace, so the room schedules between them can be kept in sync.

  1. Log in to Yeastar Workplace web portal, click the account button in the top-right corner, and select Management Portal.
  2. Go to Meeting Room > Room Management, click Add and select Add From Microsoft 365.
  3. In the pop-up window, select room resources and click Save.

Wait for a few seconds, the meeting rooms will be added to Yeastar Workplace.

Allocate devices and configure room details

Allocate registered smart devices to meeting rooms so that room schedules and real-time occupancy status can be kept in sync on room displays, web portals and Microsoft 365 calendars.

Note

  • Smart devices refer to room displays and people counting sensors.
  • Make sure your smart devices have been registered to Yeastar Workplace. See how to register devices.
  1. Go to Meeting room > Room Management to view all meeting rooms on your system.
  2. Click of a meeting room.
  3. In the pop-up window, click Smart Devices and select the registered smart devices to bind to this meeting room as needed.
    1

    • Room displays: Show the real-time occupancy status and the room bookings of a meeting room, also support booking rooms for ad-hoc meetings.
    • People counting sensor: Collect the meeting room occupancy status and the number of participants in a meeting(no personally identifiable information is used, collected, or uploaded.)
    • Room Comfort Sensor: Collect the data about temperature, humidity, light, CO2 concentration, and TVOC of a meeting room, and display the data on the E-ink screen in real-time.
  4. In the pop-up window, configure the following details:

    Note

    The configuration you make will not be updated to your Microsoft 365 calendars.

    • Name: Enter a name to help you and your colleagues identify this meeting room.
    • Building & Floor: Select data from the drop-down list, which is derived from the building information in Manage Office Buildings.
    • Capacity: Enter the maximum number of people the room can accommodate to help users find a room that matched their meeting size.
    • Facility: Included facilities in the room. 5 items by default, all editable. You can add or delete items by yourself.
    • Booking type: the booking type will determine whether this room can be booked by users.

      • Regular Meeting Room: Can be booked by users, room display shows the real-time occupancy status.
      • Dedicated Meeting Room: For dedicated use, can not be booked by users. The room display shows "Dedicated Meeting Room".
    • Room Display Booking: This section is only available when a room display is bound to this room.

      • Check the checkbox to allow users to book rooms on this room display.
      • Uncheck the checkbox to disallow users to book rooms on this room display. In this case, the interface of this room display will change. For more information, see this topic.
    • Booking permission: Select which users or groups can book the meeting room.

  5. Click OK to save your configuration.

Result

You have completed the integration with Microsoft 365.

  • Yeastar Workplace now syncs room schedules and real-time occupancy status of the meeting rooms between your Microsoft 365 calendar and Yeastar Workplace web portal and room displays.
  • You can manage all the room bookings created from Yeastar Workplace (web portal and room displays) and Microsoft calendar through Yeastar Workplace web portal.
  • You can edit or delete meeting rooms on the Yeastar Workplace management page, the result will not be updated to your Microsoft 365 calendar.

Note

Room bookings synced to Yeastar Workplace will display organizers' names on the meeting titles, due to Microsoft default settings. To accurate the titles, see this topic.


Last update: July 4, 2022

Author: Cody