When meeting room calendar sync is enabled, bookings made in deskbird are reflected in your calendar provider (Microsoft 365 or Google Workspace) and vice versa. This article helps you diagnose and resolve the most common sync issues, including double bookings and missing conference links.
- How meeting room sync works
- Double bookings & sync conflicts
- MS Teams conference links not generating
- Re-syncing a room: what to know
- FAQ
1. How meeting room sync works
When room calendar sync is active, your calendar provider (Microsoft 365 or Google Workspace) acts as the source of truth. This means:
- Bookings created in deskbird are sent to the room's resource calendar in your provider.
- The resource calendar accepts or declines the booking based on its own rules (availability, restrictions, etc.).
- Bookings created directly in Outlook or Google Calendar are synced back into deskbird.
- Sync is not instantaneous — there can be a short delay (typically a few seconds to a few minutes) between a booking being made and it appearing in the other system.
Because sync is bidirectional with a slight delay, conflicts can occasionally occur when two people book the same room simultaneously in different systems.
2. Double bookings & sync conflicts
Double bookings can happen when someone books a room in Outlook/Google at the same time as someone books the same room in deskbird, before the sync has processed.
How to minimise double bookings:
- Enable Auto-accept/decline on the room resource calendar in your provider. This ensures the calendar provider immediately accepts or declines booking requests, reducing the window for conflicts.
- Encourage users to book via a single system (either deskbird or Outlook/Google, not both) to reduce overlap.
- Understand that when a conflict occurs, the calendar provider's decision is final. If it declines a booking, that booking will be removed from deskbird.
If you experience persistent double bookings, please contact support with 2–3 specific examples (room name, date, time, and the affected users) so we can investigate the sync logs.
3. MS Teams conference links not generating
To investigate this further, I'll need a few more details. Please contact support with the following information:
- The name of the affected room(s).
- A specific example (date and time) where the link was missing.
- Whether the issue affects all bookings or only specific ones.
4. Re-syncing a room: what to know
If you disconnect and reconnect a room's calendar sync (e.g., to troubleshoot an issue), be aware of the following:
- Bookings that were created directly in deskbird (not via calendar sync) may be removed during a re-sync, because the calendar provider's data takes precedence.
- Bookings that exist in the calendar provider will be re-imported into deskbird.
- Recommendation: Before re-syncing, check whether there are active bookings in deskbird that were created natively (not via the calendar). Inform affected users if necessary.
5. FAQ
In most cases, bookings sync within a few seconds to a few minutes. However, delays of up to 10–15 minutes can occur during periods of high load on Microsoft or Google's side. If a booking has not synced after 15 minutes, try refreshing the deskbird app.
Recurring meetings can sometimes cause conflicts if the recurrence pattern changes in Outlook (e.g., a single occurrence is moved) and the update is not fully propagated. Ensure that the room's resource calendar has auto-accept/decline enabled, and check whether the recurring series in Outlook shows any declined occurrences. If the issue persists, contact support with the room name, recurrence pattern, and specific dates of the conflicts.
Yes. Multi-tenancy is available for Meeting Rooms sync with the Rooms Plus plan. You can add both Microsoft and Google tenants. Go to Admin Portal > Integrations, open your existing sync, and click Update sync to add another tenant.