Calendar Sync for Schedule Status and Meeting Rooms

Go to the Admin Portal and open the Integrations section.

Click Connect to start syncing your calendar. You can choose between Google or Microsoft. Please note that global admin rights in Google Workspace or Microsoft Entra ID are required to complete the setup.

Sign in with your selected account, grant the requested permissions, and follow the on-screen instructions.

💡 Multi-Tenancy is available for the Meeting Rooms sync with our Rooms Enterprise plan. You can add both Microsoft and Google tenants simultaneously to meet all your needs. To do so, click on Update sync on the integrations page and add yet another tenant by following the steps outlined below.

In the deskbird app

1. Click on the Connect button.
2. Sign in using your Microsoft account or add a new one.
3. Consent to all requested scopes.

In the Entra ID (Azure) portal

1. Go to Enterprise applications.
2. Select the deskbird app (deskbird Calendar Sync).
3. In the left-hand menu, select Permissions.
4. Click the button ‘Grant admin consent for <your company name>’.
5. Choose your account and accept all requested permissions.

The required permissions are:

• Place.Read.All
  Allows deskbird to read company spaces information (e.g., conference rooms and room lists). This is necessary to import meeting rooms into the deskbird admin section.
• Calendars.ReadWrite
  Allows deskbird to create, read, update, and delete events on all calendars. This is crucial to keep room calendars synchronized between deskbird and Microsoft Exchange.

These are application-level permissions, meaning deskbird accesses Microsoft Graph API as an application—not on behalf of a user.

Tip: You can limit access to specific calendars using Microsoft Application Access Policy.

A step-by-step guide is available in the attachment at the bottom of this article.

In the Google Workspace app:

• Go to Main menu Security Access and data control API controls from the Google Workspace Admin console (you must be a super admin).
• Under Domain wide delegation, click Manage Domain Wide Delegation.
• Click Add new.
• Enter Client ID: 108092835268664080778
• In the OAuth Scopes field, enter these values:

https://www.googleapis.com/auth/admin.directory.resource.calendar.readonly
https://www.googleapis.com/auth/admin.directory.user.readonly
https://www.googleapis.com/auth/userinfo.email
https://www.googleapis.com/auth/calendar.events

• Click Authorize.

In the deskbird app:

• Click Connect
• Choose or enter your Google account
• Consent to all requested scopes

deskbird’s calendar sync feature allows users to automatically reflect their schedule status (e.g. Office, Home Office, Absent) in their Google or Microsoft calendar. It simplifies daily planning and improves coordination in hybrid environments.

If your company uses an HRIS integration (e.g. Personio), absences created in the HRIS will be synced to deskbird—and from there, pushed to the user’s calendar.

🔧 How to Set It Up

1. Open the Admin Portal in the deskbird web app
2. Go to the Integrations section
3. Click Connect and choose either Google or Microsoft
4. Sign in with the corresponding admin account
5. Grant the requested permissions and follow the on-screen steps

Requirements:

• Super admin / global admin rights in Google Workspace or Microsoft Entra ID
• Setup must be done in a browser (not within Microsoft Teams)
• Only one calendar provider can be connected at a time
• Sync is unidirectional: changes in deskbird push to the calendar, not the other way around

📌 HRIS Integration: Absence Sync

• Absences created, updated, or removed in the HRIS are automatically synced to deskbird
• These statuses are then reflected in the user’s Google or Microsoft calendar

The data flow:
HRIS → deskbird → calendar

👀 What Users See in Their Calendars

• Microsoft Outlook: statuses are shown as full-day events
• Google Calendar: statuses appear as work location entries

Event types depend on the status selected:

• Office and Home Office → work location entries
• Absent and custom statuses → full-day events

🤝 Make Scheduling Seamless

This integration helps teams see each other’s availability at a glance, improving meeting coordination and hybrid work planning.

You can set up meeting rooms in deskbird in two ways:

• Manual setup (no calendar sync required)
• Automatic import from Google or Microsoft calendars (requires calendar sync)

Option 1: Manual Setup

1. Open the deskbird web app
2. Go to Admin Portal > Floors & Spaces
3. Add a new area and select Meeting Room as the area type
4. Enter the room details (name, capacity, etc.) and save

Option 2: Import from Google or Microsoft

Step 1 – Set up Calendar Sync:

• Go to Admin Portal > Integrations > Rooms calendar sync
• Choose Google or Microsoft
• Admin access is required (Google Workspace Super Admin or Microsoft Entra ID Global Admin)
• Follow the guided steps to complete the connection

🗒️ Note: Updates or newly created meeting rooms in Microsoft may take up to 48 hours to appear.

Step 2 – Import Meeting Rooms:

• Go to Admin Portal Floors & Spaces
• Select Import meeting rooms
• Select rooms from your connected account to import

🔹 Note: For Google imports, ensure room category is set to CONFERENCE_ROOM.

💡 Once rooms are imported, you can create conference links when booking meeting rooms in deskbird.

⚙️ Room Management Features

• Room name and capacity
• Description (optional)
• Access levels (e.g., restricted)
• Booking status (active/inactive)
• Room photo

💡 Currently, meeting rooms do not support a customized maximum lead time. They can be booked without restrictions, regardless of general lead time settings.