In order to allow RICOH Spaces to check meeting room availability and book rooms, it needs to be granted access to your company’s Microsoft 365 room calendars.
The process of granting this access is called calendar integration and has two steps (detailed below).
Calendar Integration is completed on a M365 tenant-wide basis, so if your room calendars are all on a single domain, or are on several domains within the same M365 tenant, you only need to complete the integration process once. If your room calendars are on domains on different M365 tenants please read this article.
Step 1: Add your Tenant ID to RICOH Spaces
This step will have been completed for you by Ricoh during your initial on-boarding project for the original room calendar domain(s) provided. The instructions are included here in case you want to make a change or add a new M365 tenant to RICOH Spaces.
1. From the Homepage of RICOH Spaces, access the Organisation Settings tab (you will need to be a Global Administrator in RICOH Spaces to access this)
2. Head to Integrations. This will display the Featured Integrations and All Integrations.
3. Click on the Office365 Icon to see any connected accounts, and the ability to ‘Add new account’.
4. Add a new account
Name - this can be anything you want for your own reference (often we use the domain of your room calendars e.g. "ricoh-europe.com")
Tenant - this is be the unique M365 Tenant ID that Microsoft provides (Tip: you can easily find your M365 tenant ID here)
Once you've entered your desired name and tenant information, click Save.
Step 2: Authenticate RICOH Spaces in Microsoft Azure
One of your company's M365 Administrators will now need to approve the integration by following this link:
Note: If you receive a 'sorry, but we're having trouble signing you in' message, it means your account is not an M365 Administrator. You need to log in using a different account or ask for elevated permissions on your account for installation.
Further Information
How does it work
This will install a domain-level Enterprise App that has permission to manage room resources within your account.
RICOH Spaces will be enabled for your entire organisation, so you need a global administrator to complete this step. If you'd like to understand more about why a Global Admin is needed, Microsoft has an explanation for this requirement.
Note: RICOH Spaces will ask for permission to access calendar information to sync events. Accept permissions to proceed.
Why does this ask for full access to all Mailboxes?
RICOH Spaces uses an authentication method called OAuth to install the app onto your Microsoft 365 account securely. OAuth is a way for apps to request particular rights for your account. For Microsoft 365/EWS, Microsoft requires that all OAuth apps request mailbox permission for EWS APIs. Once installed, the app only interacts with your calendars.
You can now pair calendars managed by this account to your spaces. You can confirm by seeing if RICOH Spaces is visible from your domain's app overview: http://myapps.microsoft.com.