Where to start IT and administrator Register the app in Microsoft 365 Connect the add-on in BmyGuest Choose what is synchronised Give every room a location Reception Open the room calendar See who a booking is for Move a meeting to another room If a booking is missing Hosts Book a room with guests How a booking becomes a visit If colleagues show up as guests If your guests did not come in Overview In one minute Hosts keep booking meeting rooms in Outlook, as they always have. BmyGuest reads your rooms’ calendars, so when a host books a room for a meeting with external guests, the guests are registered for reception by themselves. Reception gets a calendar of every room’s day: who is in which room, and where guests are expected. WhoWhat they doITOnce: give BmyGuest read access to the room calendars in Microsoft 365, through an app registration.AdministratorOnce: connect the add-on in BmyGuest, and place each room at a location.HostsBook rooms in Outlook, with their guests on the invitation. Nothing else changes.ReceptionSees the guests on the reception desk as usual, and every room on the room calendar. The add-on is for the whole company. BmyGuest makes it available on request; after that, an administrator switches it on. From a room booking to a visit Every few minutes, BmyGuest reads the calendar of each room that has a location in BmyGuest, for the coming three weeks (up to 90 days, as you choose). Every booking shows on the room calendar. A booking also becomes a meeting in BmyGuest, with its guests registered, when: the organiser is a host in BmyGuest, with the same e-mail address as in Outlook, and at least one attendee is a guest: not the organiser, not a room, not a colleague who is a host in BmyGuest (colleagues are added as internal attendees, who do not check in), and not someone who declined. What follows from that: The meeting is registered at the room’s location. Its guests are expected at reception, get the usual reminders, and can check themselves in. People from domains the location ignores (its settings, Reception, Ignore visitors with following domains) and addresses on the add-on’s ignored list are left out. Put your own company’s domains on the location’s list. Changes in Outlook, a new time or other attendees, follow in BmyGuest. A meeting cancelled in Outlook is removed from BmyGuest. The meeting’s time, subject and room follow Outlook: in BmyGuest you can add guests and door keys, but not change those. A private booking comes in without its subject. The host is e-mailed about the new meeting, unless the company has turned that off (Company profile, Hosts, Disable host emails for imported meetings). A room needs a location Rooms arrive in BmyGuest without a location. Until an administrator gives a room one, its calendar is not read and its bookings do not become visits. Setup Setting it up In Microsoft 365 (IT) BmyGuest reads the rooms through an app registration in your own tenant. It is separate from the one that synchronises your hosts, if you use that. Make sure the meeting rooms are room mailboxes in Exchange Online, as they are when people book them in Outlook. In the Microsoft Entra admin center, under App registrations, create a registration, for example “BmyGuest meeting rooms”. Under API permissions, add these Microsoft Graph application permissions and grant admin consent: PermissionWhat forPlace.Read.AllListing your meeting rooms.Calendars.ReadReading the rooms’ calendars: the bookings and their attendees.Calendars.ReadWriteOnly if reception may move meetings on the room calendar: the move is saved in the organiser’s own calendar.GroupMember.Read.AllOnly to limit BmyGuest to the rooms in one group. Under Certificates & secrets, create a client secret and copy its value. Note when it expires. Copy the Directory (tenant) ID and the Application (client) ID from the registration’s overview page. If your tenant limits which mailboxes apps may read (an application access policy, or RBAC for Applications in Exchange), allow the app on the room mailboxes. If reception may move meetings, the organisers’ mailboxes need to be allowed as well. A change there can take up to 30 minutes. When the client secret expires When the secret runs out, BmyGuest stops reading the rooms: bookings no longer come in and the calendar stops changing. Create a new secret before the old one expires and enter it in BmyGuest. In BmyGuest (administrator) Company settings, Company profile, Add-ons, Meeting Rooms. Under Ready to set up until it is switched on, then under In use. The company add-ons, with Meeting Rooms in use. Under Microsoft 365, fill in the Tenant ID, Application ID and Client secret. To let BmyGuest see only some rooms, put them in a group and enter its id under Custom user Group ID. Under Sync, check the options (see below) and switch on Enable calendar view? for the room calendar. Press Save and switch on, then Sync now. The rooms are imported; their calendars follow within a few minutes. Under Imported meeting rooms, give every room a Location. A Description (floor, seats, equipment) and a Background colour help reception tell them apart. Changes here are saved as you go. The connection to Microsoft 365, and the sync options. The sync options Don’t import visitors: the rooms and their calendars are read, but no booking becomes a meeting with guests. For a company that uses the rooms only for the calendar or the incident module. Days ahead to sync: how far ahead the calendars are read, up to 90 days. Skip meeting series?: recurring meetings do not become visits. They still show on the calendar. Enable calendar view?: the room calendar for reception. Use webhooks (instant sync)?: Microsoft 365 tells BmyGuest about changes straight away, instead of BmyGuest looking every five minutes. Ignored guest email addresses: addresses that never become guests, for example a shared mailbox that is invited to many meetings. The imported rooms: each with a description, a colour and its location. Rooms are added, renamed and removed by the nightly room sync (or Sync now), as they change in Microsoft 365. Rooms that can be combined, such as A, B and A+B, are separate rooms to BmyGuest. Day to day The room calendar Reception opens the room calendar from the reception desk: press the round button at the bottom right for the day’s overview, and in its Meeting rooms card press Open calendar. The card already shows each room’s next booking and which rooms are in use. The Meeting rooms card in the reception desk's overview. The calendar shows one location and one day, with a row per room and the hours across. Receptionists see their own locations; administrators every location of the company. The rooms at Northgate Copenhagen this afternoon. The red line is now. The tiles: All rooms, In use now, Free now, and Expecting visitors: the rooms with a booking that has guests coming. On another day, In use and Free become Booked and Free. Each room shows its colour, its name, and whether it is in use or free, and until when. Its description shows when you point at it. Each booking shows its subject, time and organiser. Green: guests are expected on site, with their number. A laptop: remote attendees. Busy with a padlock: a private booking. Faded: over. A circular arrow: part of a series. Search finds a room by its name or description, or by a booking’s subject or organiser. Now scrolls to the current time, the magnifying glasses show fewer or more hours, and the arrows at the top change the day. The calendar refreshes itself every two minutes. Expecting visitors: only the rooms with guests on the way. A booking’s details Click a booking to see its room, time and organiser, and its meeting in BmyGuest: Registered in BmyGuest, with the number of guests on site and remote: Open meeting shows it on the Meetings page, and Edit / add attendees opens it to add a guest who was not on the invitation. Not registered in BmyGuest, when nobody external is invited yet: if the organiser is a host, Create meeting & add attendees registers the meeting so you can add guests. A booking whose organiser is not a host in BmyGuest cannot be registered from here. A booking with three guests on site, and one without guests. Moving a meeting When a room is double-booked, or a meeting needs a bigger room, drag the booking to another room (up or down) or another time (sideways, in steps of 15 minutes). BmyGuest shows what will change, and warns if the new room is already booked then. Press Move meeting to confirm. Moving Sales weekly to Meeting room Fjord, with a clash to check first. The move is saved in Outlook, in the organiser’s calendar, so everyone on the invitation sees it. It needs the Calendars.ReadWrite permission. Only meetings organised by one of your hosts can be moved, and only with a mouse, not on a touch screen. For a meeting in a series, a change of room moves the whole series and keeps its times; a change of time moves only that meeting. The BmyGuest meeting and any catering order follow the move. The calendar does not book, cancel or shorten meetings: that is done in Outlook. Guests are checked in on the reception desk, as always. For hosts Book the room in Outlook and invite your guests, as usual. Within a few minutes the meeting is in BmyGuest, under My Meetings, with your guests registered for the room’s location. You can add guests and door keys to the meeting in BmyGuest. Its time, subject and room follow Outlook, so change those there. For a large meeting where nobody comes to reception, switch on Online meeting on the meeting in BmyGuest. Without a meeting room, adding [email protected] to the invitation registers the guests in the same way; see the Host guide. With the incident module Where your company uses BmyGuest’s incident module, each room can be linked to its area in the module. When a repair in a linked room is planned, the planner can then e-mail the people who have booked the room in that period. BmyGuest switches these notices on for a company on request. Help Troubleshooting A booking is not on the calendar. Check that the room has a location under Imported meeting rooms, and that the booking is within Days ahead to sync. New bookings appear within a few minutes. If nothing changes at all, the client secret may have expired or a permission may be missing. A meeting with guests did not come into BmyGuest. The organiser must be a host in BmyGuest with the same e-mail address as in Outlook, and at least one attendee must be a guest who has not declined. Check the location’s ignored domains and the add-on’s ignored addresses, and Skip meeting series? for a recurring meeting. Colleagues are registered as guests. They are not hosts in BmyGuest. Add your company’s e-mail domains to the location’s Ignore visitors with following domains. A room is missing. It must be a room mailbox in Microsoft 365, and in the group, if you named one. New rooms come in with the nightly room sync, or with Sync now. Moving a meeting says the change could not be saved to Outlook. The app registration needs Calendars.ReadWrite, and an application access policy must allow it on the organiser’s mailbox. Meetings organised outside your company cannot be moved. Button and screen names are given in English, as they appear in the screenshots. If you use BmyGuest in another language, the wording differs, but every screen and button is in the same place. The screenshots show a fictional company, Northgate Group.