Using a Microsoft 365 Room as a Resource

If your meeting rooms live in Microsoft 365 as room or resource mailboxes, you can add them to meetergo as resources and have meetergo respect their real Microsoft 365 availability. A slot is then only offered when both the host and the room are free. This article explains how to connect a room without the room mailbox having to sign in.

Why a room can't just log in

A Microsoft 365 room or resource mailbox is designed for scheduling, not for interactive sign-in. Microsoft blocks login on these mailboxes by default, so the normal "connect Outlook" flow, which asks the account to sign in, does not work for a room.

meetergo solves this differently: instead of the room signing in, you connect it through an account that can already see the room's calendar (for example yours or one of your hosts). The room itself never logs in, and meetergo reads its availability from Microsoft 365 in the background.

Connect a Microsoft 365 room

1. Open your Team page.
2. Find the resource for your room and click Edit. If you haven't created it yet, create the resource first.
3. Go to the calendar integrations and open the Outlook connections.
4. Choose Microsoft 365 room and enter the room's email address (for example room@yourcompany.com).
5. Click Connect room and sign in with an account that can see the room's calendar, such as your own account or a host's. The room mailbox is never asked to sign in.

Once connected, the connection shows the room address and the account used to read it. From now on meetergo checks the room's Microsoft 365 availability whenever someone books.

Use rooms with Resource Channels

To actually offer the room during booking, add the resource as a channel on your Meeting Type. See the Resource Channels article for the full setup. In short:

1. Open the Meeting Type you want to use the room for.
2. In the Venue section, add the resource as a channel.
3. Save your changes.

meetergo now combines the host's availability with the room's availability, so a time is only bookable when both are free.

Automatically assign one of several rooms

If you have more than one room and want meetergo to pick a free one automatically, put the rooms into a group. Set the Meeting Type's venue to Resource, create a group in the channel settings, and add your rooms to it. meetergo then offers a slot whenever the host is free and at least one room in the group is available, and assigns a free room automatically. The person booking never has to choose a room.

Good to know

• meetergo reads the room's availability from Microsoft 365, so rooms booked directly in Outlook are taken into account.
• If the account used to read a room loses its connection, reconnect it the same way to restore the room's availability.