Book an Event Using the Outlook Calendar Integration

Booking an event while using the Outlook Calendar Integration is just like booking an event in Outlook or Momentus; how that event is handled after it is created differs.

A few notes before you book:

• The sync will take 30-40 seconds to complete.
• You cannot book multiple rooms on one event from Outlook.
• Spaces in different time zones are not supported at this time.

Book the Event

Book an event in Outlook

1. Click the date in Outlook and add all meeting information as usual.
2. Add the resource calendar, either as an attendee or to the location field.
3. Click Save.
4. The event will be in a pending state. What happens next will depend on the Administration setting on the calendar (see below).

Book an event in Momentus

Book the event in your Momentus platform as usual. What happens next will depend on the Administration setting on the calendar (see below).

Space Administration Settings

Outlook Managed Spaces

• If the space is Outlook managed and auto-accept is on:
  1. Outlook checks for conflicts.
     1. If there are no conflicts, the calendar will accept the event and you will receive an email notification, just as with other Outlook meeting invitations.
     2. If there are conflicts, the calendar will decline the event. You will receive an email notification, just as with other Outlook meeting invitations.
  2. Once the event is accepted in Outlook, it will be synced to Momentus. The event will have any required fields set based on the event defaults set in the configuration and it will have a confirmed status (Enterprise - as defined in config).
• If the space is Outlook managed and is moderated:
  1. The space moderator will look for conflicts and make sure that any other requirements are sent.
  2. The moderator will either:
     1. Accept the event. You will receive an email notification, just as with other Outlook meeting invitations.
     2. Decline the event. You will receive an email notification, just as with other Outlook meeting invitations. 

If an event is booked in Momentus on a space which is Outlook managed, the event will be synced to Outlook and go through the same process above except that the Momentus event creator will receive notifications from the integration. If the calendar is not booked in Outlook, the Momentus event creator will need to choose a different space for the event.

Momentus Managed

1. The event and booking is created in Momentus. The event will have any required fields set based on the event defaults set in the configuration and it will have a prospect status (Enterprise - as defined in config).
2. The events team will either:
   1. Update the event status to tentative or hold (not confirmed). The event organizer will be notified via integration email. The invitation on the resource calendar in Outlook will still be pending.
   2. Confirm the event. The corresponding event in Outlook will be accepted and the organizer will receive the usual Outlook notification that a meeting invitation has been accepted.
      • If there are multiple events in Outlook for this space at this time, once one event has been confirmed, all other invitations will be declined. Organizers will receive the usual Outlook notification that meeting invitation has been declined.
   3. Cancel the event. The event will be canceled in Momentus and the corresponding Outlook event will be declined. The organizers will receive the usual Outlook notification that meeting invitation has been declined.

If the Momentus events had placed a hold in a space which has been mapped to an Outlook resource calendar, it will not sync until it is confirmed. One the events team confirms the event in Momentus, the event will be synced:

• The event will be booked on the Outlook calendar
• The event will be placed on the event creator's calendar as well as the resource calendar, or if the integration cannot find a corresponding Outlook account it will fall back to the default calendar or only be booked on the resource calendar. (Check the config settings on this)
• If there are multiple events in Outlook for this space at this time, once one event has been confirmed, all other invitations will be declined. Organizers will receive the usual Outlook notification that meeting invitation has been declined.

Notes About the Sync

• Only confirmed events are synced from Momentus to Outlook.
• If confirmed events are changed back to tentative, the resource calendar in Outlook will still display the event.
• If an event is canceled in Momentus, the invitation in the resource calendar will be declined and the organizer will get a notification from Outlook.
• If an event is canceled in Outlook, the event will be canceled in Momentus.