Enabling the Hybrid Meeting integration

For your hybrid workspace to run smoothly, it's important to have a complete overview of your own agenda. Mapiq now supports connecting with your work calendar by connecting to either Office 365 or Google Workspace, allowing every employee to connect to their work calendar directly. This provides your employees with a clear overview of all their planned events and gives them the ability to seamlessly book meeting rooms and shifts, as well as see which of their connections will be attending upcoming events.


What can you do?

  1. Give your users the ability to view their work calendar in Mapiq.
  2. See the number of meetings you have each day in the calendar overview.
  3. Allow users to see their upcoming meetings and who will be in attendance meeting.
  4. See who will attend from what location.
  5. After enabling, you can allow data syncing between your work calendar application and Mapiq.

Accessing the admin portal

To access the admin portal, go to https://admin.mapiq.com and log in with your company account. If you receive a message informing you that you don't have the right to access it, get in touch with your Subscription Administrator. They can set the correct permissions for your account. 


Not sure who to contact? Go to 'Your Profile' in the top right corner of https://admin.mapiq.com, and (if adequately configured by your company) a contact email address will be shown under 'Questions.’ 

Not sure what permission level you need to be able to adjust and configure your building? Check out this article to learn more about permissions.


Consent

With the user consent flow, users can give consent and allow applications to access protected resources on their behalf. The application redirects the user to the authorization endpoint of the user’s authorization server, with the intent to record consent. In the user consent flow, consent is recorded for the current user only. Within organizations, user consent flow allows users to use the application to access company resources. 


Manage consent

Managing consent can be a bit tricky. The intention is to have the integration enabled with a simple click on the button, but in reality, a bit of configuration work might be needed by your own organization. Specifically, you may need to configure your App management tool. The responsible person in your organization needs to allow Mapiq to be used by your Cloud Suite (O365 or Google Workspace). Below you can find an overview of specific steps.


O365 Google Workspace

To allow users to consent to sync their O365 calendar with Mapiq, your organization's O365 administrator will need to ensure that the permissions align with this knowledge article from Microsoft. Be assured that Mapiq is a Microsoft verified publisher. The following consent needs to be given in order to enable the O365 functionality within Mapiq:

After providing consent, as explained in the Microsoft article, your Mapiq Subscription administrator can enable the integration through the Setting page. A test flow needs to be completed before the integration can be enabled for all users in your organization.


Important to note here, is that when consent is given by your administrator(s), not all the calendars of the users are automatically synced. The integration needs to be enabled by and admin within Mapiq and users need to enable the integration from the settings menu once logged in as well. Users are in charge on whether they want to sync their calendar. Check out the Sync with your work calendar article to find out how users can do this.

Enabling the Hybrid Meeting integration

Enabling the hybrid meeting integration is easy, but it will require an application manager of sorts to give consent and allow the Office Shift app to access data on behalf of your organization. We will cover this later in the article. Below we explain the steps needed to turn on the Mapiq calendar integration. Keep in mind that consent is needed for the Mapiq app to access meeting room data.

  1. Log in to https://admin.mapiq.com as a Subscription Administrator.
  2. Go to the Settings tab.
  3. Click on Integrations in the menu.
  4. Toggle the button next to the desired work calendar system you want to integrate.
  5. Automatically, Mapiq leads you through a test flow to see if the consent for the work calendar sync and Mapiq is set up properly.
  6. A new window will open, where you can begin the test flow. Assuming all went well, you should see three screens as indicated in the images below.

    O365 Google Workspace
    Get started with testing
    Learn what's possible
    Check your Outlook permissions
    Check the permission level and accept
    Check if your connection is successful
    The O365 calendar can be synced by all users
Enabling the work calendar integration automatically allows you to sync meeting room data in your work calendar application and in Mapiq. You can already fully prepare your meeting room set up in Mapiq. Follow the steps outlined in the Set up your building article. Again, the actual sync will only take place once the integration is enabled.

Test flow failed

In case your test flow failed when trying to enable the integration, Mapiq will present you with an overview of what has gone wrong. Take note of the errors listed and contact your application manager (or the person responsible for configuring your work calendar application). They can set the correct permissions for the Mapiq application and allow the sync to try again. Try again after reconfiguring the work calendar app.

In this example we use the Google Workspace integration, the same erro message will be seen if Mapiq runs into an issue with O365.


Keep running into issues? Check out our Troubleshooting the work calendar integration article.  Get in touch with Mapiq Support.

Turning off the calendar sync

Subscription administrators also have the option to turn off work calendar integration, simply by toggling the button . This results in:

  • End-users can no longer connect their calendar; if they already connected their calendar, this functionality is turned off.
  • Meeting rooms will be unpaired. However, meeting room information (including e-mail addresses) will remain. You simply lose the connection and will be unable to see meeting room details and schedule information.

When turning off the integration, the administrator will be informed of the consequences of their action and will need to confirm. 

Mapiq will retain end-user consent for five days after disabling the integration. In the rare case that the integration is turned off (either accidentally or for maintenance), users are not required to re-set their consent in the Settings tab. Of course, it is required that the integration is re-enabled before the five-day period has expired. If the five days have expired, this information will be lost and after re-enabling the integration end-users will need to enable the integration once more.

After turning off the integration, Mapiq will remove the integration on Mapiq's side, the functionality will be hidden for end-users and all data will be removed. The actual consent will still exist in your work calendar application. To completely remove the consent, your Application administrator will need to remove consent from the work calendar app as well.

Enabling multiple work calendars

It is not possible to enable multiple work calendars! You will be prompted to disable the already active integration with the connected work calendar. As admin you will need to confirm this through the message below.


Privacy

Now that you have enabled the calendar integration for your organization, it is important to understand how this affects your privacy. Please note that Mapiq does not store calendar data. The integration ensures that user work agendas remain the primary source of the calendar data. We will only store references (unique IDs) to the calendar events because this allows us to add additional (Mapiq only) data to these events.

 

It is important to note that calendar data is retrieved per user, which means that we can only see what users can see. If a user does not have access to the calendar of person Y or room X, then Mapiq can not see this information.

 

Within your organization’s calendar system, one of your administrators can:

  • Create rules regarding the maximum duration of a meeting and maximum lead time

  • Require manual approval

  • Not allow any booking at all

  • Only allow a specific user (group) to book.

 

On the other hand, Mapiq is unable to retrieve booking rules. Since the integration cannot retrieve this information, mmight suggest users a room that cannot be booked. Because this is unavoidable, the integration is designed in such a way to accommodate the bulk of rules mostly seen. A ‘pending’ state is added to the meeting rooms to make it transparent to users that the meeting room has not yet accepted the location. The user is informed when a new room must be booked (because the room rejected the invite).  


Related articles

Now that you’ve activated the calendar integration, you might be interested in learning how this will impact your current building configuration and how users can connect and give consent. Follow the links below to understand how to approach your building configuration, and how these functions will look for the end-user:

  • Configuring your building
  • Connect to your work calendar

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