In the site configuration, it is possible to enter the resource email addres of a meeting room. When this is done, all bookings in Tribeloo on that meeting room are forwarded to that calendar.

However, it currently is not possible for Tribeloo to read from the meeting room calendar, it can only send invites (1-way integration).

Therefore, if you want to use Tribeloo to book meeting rooms, it is highly recommended to disable employees being able to book the same meeting room directly from Outlook as this will result in double bookings. They should use the Tribeloo add-in or application instead

For this to work correctly, user booking privileges for rooms should be updated on Exchange as follows:

  • Create a contact for scheduler@mail-tribeloo.com

  • Allow the room to process external messages

  • Disable the room booking by everybody

  • Allow the room booking by scheduler@mail-tribeloo.com

  • Optional: set the mail tip (message to display to users when they are trying to book the room)

This can be done through PowerShell.

First, connect the PowerShell to the exchange server and allow to execute signed cmdlets

Set-ExecutionPolicy RemoteSigned

Enter the credentials to use to connect to exchange (a dialog will appear, prompting you for user+password)

$UserCredential = Get-Credential

Create the session object to connect to exchange (online)

$Session = New-PSSession -ConfigurationName Microsoft.Exchange -ConnectionUri https://ps.outlook.com/powershell/ -Credential $UserCredential -Authentication Basic -AllowRedirection

or to exchange (on premise)

$Session = New-PSSession -ConfigurationName Microsoft.Exchange -ConnectionUri http://<ServerFQDN>/PowerShell/ -Authentication Kerberos -Credential $UserCredential

Import the session

Import-PSSession $Session

You should now be connected to the exchange server and can execute the following commands.

Create a contact for scheduler@mail-tribeloo.com

New-MailContact -Name "Tribeloo Scheduler" -ExternalEmailAddress scheduler@mail-tribeloo.com

Hide the contact (we don't want it to appear in the list of possible recipients when users are composing a mail)

Set-MailContact -Identity "Tribeloo Scheduler" -HiddenFromAddressListsEnabled $true

To get a list of all rooms

Get-Mailbox -ResultSize unlimited -Filter "RecipientTypeDetails -eq 'RoomMailbox'"

The following steps will have to be done on all the rooms which you want to disable

$roomName = "name of your meeting room"

Allow the room to handle external requests

Get-Mailbox $roomName | Set-CalendarProcessing -ProcessExternalMeetingMessages $true

Disable booking by everybody

Set-CalendarProcessing -Identity $roomName -AllBookInPolicy $False -AllRequestInPolicy $False

Allow an exception for Tribeloo

Set-CalendarProcessing -Identity $roomName -BookInPolicy scheduler@mail-tribeloo.com

Optional: Configure the mailtip

Set-Mailbox -Identity $roomName -MailTip "Use Tribeloo to book this room"

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