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. Under Permissions, click the blue button labeled ‘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, which means deskbird accesses the Microsoft Graph API as the application itself — not on behalf of a user.

Tip: If needed, you can limit access to only specific room calendars using a Microsoft Application Access Policy. This ensures that deskbird can only access calendars for selected meeting rooms.

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

In the Google Workspace app:

• From your Google Workspace domain’s Admin console (make sure you’re logged in as a super admin user), go to Main menu > Security > Access and data control > API controls.
• In the Domain wide delegation pane, select Manage Domain Wide Delegation.
• Click Add new.
• In the Client ID field, enter clientID (108092835268664080778).
• In the OAuth Scopes field, enter these values one by one (list of scopes might be changed):

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 on the Connect button 
• From the Google sign-in popup, choose your account or enter a new one
• Consent 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 makes team coordination in hybrid environments easier than ever.

If your company also 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 (e.g. Chrome, Edge, Safari), not inside Microsoft Teams

• Only one calendar provider can be connected at a time

• Sync is unidirectional: changes in deskbird are pushed to the calendar, but not the other way around

📌 HRIS Integration: Absence Sync

If your company uses an HRIS integration:

• 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

Once the sync is active, users’ selected schedule statuses in deskbird will appear directly in their connected calendar:

• Microsoft Outlook: Statuses are displayed as full-day events

• Google Calendar: Statuses show as work location entries

Event types depend on the status selected:

• Office and Home Office → work location entries

• Absent and other custom statuses → full-day events

🤝 Make Scheduling Seamless

This integration is especially helpful in hybrid work environments. It provides users and teams with visibility into each other’s availability, making it easier to coordinate meetings, plan office days, or simply determine who is working from where.

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

If you prefer to manage meeting rooms without syncing external calendars, you can skip the calendar sync and go straight to adding rooms manually.

1. Open the deskbird web app

2. Go to the Admin Portal > Floors & Spaces

3. Add a new area to the appropriate floor and select Meeting Room as the area type

4. Enter the room details (name, capacity, description, access level, etc.) and save

Option 2: Import from Google or Microsoft

To import meeting rooms from your external calendar system, start by enabling calendar sync:

Step 1 – Set up Calendar Sync:

• Go to the Admin Portal > Integrations > 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 due to Microsoft-side delays.

Step 2 – Import Meeting Rooms:

• After syncing, go to Admin Portal > Floors & Spaces

• Choose Import meeting rooms

• Select rooms to import from your connected Google or Microsoft account

🔹 Note: To import rooms from Google, ensure the room category is set to CONFERENCE_ROOM.

⚙️ Room Management Features

Whether you import or create rooms manually, you can always edit the following details:

• Room name and capacity

• Description (optional)

• Access levels (e.g. restricted or priority access)

• 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 the general lead time settings in the Admin Portal.