The Outlook Calendar Integration unifies space management for organizations which use both Outlook and Momentus Technologies. The Outlook Calendar Integration will keep both platforms in sync, ensuring that everyone in your organization is on the same page.
The integration allows events staff to manage bookings for revenue-generating events in Momentus, while your office staff can handle reservations for your conference rooms in Outlook.
The Outlook Calendar Integration allows:
- You to choose which spaces are synced between platforms and which platform "owns" the space.
- Employees to request/reserve and manage spaces without giving them booking access in Momentus.
- Event staff to manage catering and other meeting needs in Momentus for events booked through either platform.
How it Works
During the configuration process, your System Admin will specify spaces which should be synced between the platforms. Not all spaces must be added! The System Admin will also decide which platform manages the space (see Workflow Options below), default event information, notifications, and more.
Once spaces have been linked, any events confirmed in Momentus will be synced to Outlook. Users requesting space in Outlook will create a meeting with the resource calendar added, and the event will sync to Momentus.
Any date, time, or status updates made on the event in either platform will be synced between them so that both Momentus and Outlook have accurate information on availability. Notifications about sync success and failure are sent.
The integration can take up to 1 minute to sync information between platforms.
Workflow Options
The Outlook Calendar Integration allows events to be booked in either platform, but you can specify which platform manages the space and allows an event to be confirmed.
Momentus Managed
If a space is managed by Momentus, users with booking access to the space in Momentus will confirm events in that space which have been booked in Outlook, just as they would if the space was requested in Momentus. Each space can have Auto Accept on or off.
- Auto Accept Off: The space is requested in Outlook. The event is sent to Momentus as a request and a Momentus user either confirms or cancels the event in Momentus. Upon sync, the Outlook meeting is either accepted or denied.
- Auto Accept On: The space is requested in Outlook. The event is sent to Momentus in confirmed state. If there are no conflicts in Momentus, the meeting is confirmed automatically in Momentus and accepted in Outlook. This option works well for meeting rooms and other spaces which are used only for internal events.
Outlook Managed
Outlook managed spaces follow a similar process, except that the decision to confirm is made based on the Outlook settings, with each resource calendar having the equivalent auto accept setting (configured in Exchange Admin).
- Auto Accept Off: The space (resource calendar) is added to a meeting in Outlook. The resource calendar moderator will accept or deny the invitation and the requestor will receive an email notification, just like when other invitees accept or deny a meeting invite. The event is synced to Momentus only when the invitation is accepted and will only create the event if there are no conflicts in Momentus. If there are conflicts in Momentus, the sync will fail and an email notification will be sent (based on the configuration settings in the integration).
- Auto Accept On: The space (resource calendar) is added to a meeting in Outlook. If there are no conflicts in Outlook, the resource calendar accepts the invitation and an event is sent to Momentus. If there are then conflicts in Momentus, the sync will fail and an email notification will be sent (based on the configuration settings in the integration).
How to get it
If you are interested in the Outlook Calendar Integration, please contact us for a full demo and pricing. You can also request the integration using the steps below. Depending on your software package, it may be included.
Technical Requirements
- Enterprise 2023.2 or newer; Elite 52 or newer
- In both systems a System Admin role is required to access Momentus Connect to configure the integration.
- Each Enterprise Organization will be configured separately.
- Outlook 365 (On Premise Exchange will not work)
- To configure the integration, you must be an Exchange Admin
- Resource calendars created to represent the spaces to be booked
Get the Integration: Enterprise
- In the Main Menu, search for and select Integration Hub. Momentus Connect (the Integration Hub) will open in a new tab.
- In the Marketplace, on the Outlook Calendar Integration card, click More Information. The Outlook Calendar Integration details page will open. On this page you’ll be able to learn more about the integration, view technical specifications, and instructions.
- If you would like to proceed with the integration, click Request Connection.
- In the pop up, click Yes, Send Confirmation.
- Your Account Manager will be in touch to discuss next steps.
Get the Integration: Elite
- Click on your name in the upper left corner and select System Admin.
- Go to the Integrations tab.
- Click Go to Integration Hub. Momentus Connect (the Integration Hub) will open in a new tab.
- In the Marketplace, on the Outlook Calendar Integration card, click More Information. The Outlook Calendar Integration details page will open. On this page you’ll be able to learn more about the integration, view technical specifications, and instructions.
- If you would like to proceed with the integration, click Request Connection.
- In the pop up, click Yes, Send Confirmation.
- Your Account Manager will be in touch to discuss next steps.