Connecting Google calendar and Outlook calendar meeting rooms to Nibol

Find out how to synchronize your meeting room calendars on Nibol

Admin

❌Employee member

This functionality will allow your organization to be able to book meeting rooms and see the events associated with them both on Google or Outlook calendars and in the calendar in the Nibol App.

This is thanks to a two-way synchronization of calendars.

First of all, to be able to install the integration, you must have administrator permissions on Google or Microsoft

Let us now see how to activate the integration concerning use cases:

1. Organisation without meeting rooms already mapped on Nibol

First, log in at business.nibol.co > Integrations > Google Workspace or Microsoft 365 rooms > Install > Continue >

At this point you are redirected to the Google or Microsoft page to complete the operation > choose the account to do the integration with > request permissions > allow

Now the integration has been authorized but not yet activated!

You will be redirected to business.nibol.co and to complete the installation click on > complete setup or configure installation > finally click on > complete setup. Done!

You will now see the list of meeting rooms integrated on Nibol (these are the same as those on the Google calendar or Outlook).

Now that the integration is active, you can draw the various integrated meeting rooms on your floor plan in Nibol, let's see how below.

How to map your meeting rooms on Nibol

Go to Integrations > configure > map your rooms > choose your floor plan (top left) > draw your rooms. Once done, select the integrated room from the window that opens on the right (see screenshot), which is essential for employees to be able to book them from Nibol. Only mapping them makes them available.

The name and capacity of the rooms are imported from Google or Outlook, while on Nibol, you can add the attached services and save.

2. Organisation with meeting rooms mapped on Nibol

This is the case of an organization that has already mapped meeting rooms on the Nibol map and needs to integrate them with those in its Google or Outlook calendar to have a complete view of both applications.

You proceed with the integration in the same way, so: log on to business.nibol.co > Integrations > Google Workspace or Microsoft 365 rooms > Install > continue.

You are then redirected to the Google or Microsoft page to complete the operation > choose the account to do the integration with > request permissions > allow

Now the integration has been authorized but not yet activated!

You will be redirected to business.nibol.co and to complete the installation click on > complete setup or configure installation > finally click on > complete setup. Done!

Now proceed to associate the meeting rooms. Choose each imported meeting room with which Nibol room should be associated, the list has a drop-down menu for you to choose from.

This will link all future events and related settings in Google or Microsoft to all events associated with Nibol meeting rooms. Finally, click on next > and complete the configuration (it will only take a few minutes).

In case you are an organization that has already mapped meeting rooms within its spaces on Nibol, these must be associated with the rooms in your Google or Outlook Calendar to prevent them from being made inactive and therefore not bookable.

How to associate rooms after integration

Preliminary remark: the integration of rooms on Google or Microsoft can be successful even if you do not proceed with the association of the rooms on Nibol. It may therefore happen that you decide to associate only some of the rooms in Google or Outlook.

How to associate rooms afterward?

Go to the map, draw the room or directly click on the room and associate it! From the drop-down menu, the complete list of rooms in your Google or Microsoft will appear.

Cancelling a meeting on Nibol App

The cancellation of an event on Nibol is only the privilege of the organizer, in which case you will see it canceled on the calendar in the Nibol app, and it will disappear on the calendars in Google or Microsoft. All Nibol users who are participants in canceled meetings will be notified by Nibol by e-mail (after setting up the user notifications).

If a check-in was set up and this was missed, you will see the status as lost

Set the check-in to allow your employees to confirm the room reservation

As you will see, in the integration section, you have the option of activating a check-in. This function allows you to decide whether your employees should check-in for their bookings and what happens if they are not confirmed:

  • Loss of the booking and the location becomes available for others

  • The employee does not lose the booking.

Finally, under General you can uninstall the integration should you decide to change integration or have none at all.

Please note that uninstalling will result in the loss of the Settings, while the rooms in the floorplans will be saved.

Nice to know:

  • You will only receive booking confirmations by e-mail from Google or Outlook and only if the user has set this up.

  • There are no contraindications if the organization has other integrations active or not (for example integration with an active directory).

  • All events that are created in the past concerning the time of integration will not be displayed on Nibol. Whereas all future events (even if only one minute in advance) will be displayed correctly.

  • Finally, if you have downloaded our Nibol Room App for tablets, you will be able to make booked events visible in calendars (Google and Outlook) and on Nibol!

  • For those who choose the Microsoft 365 room integration and decide to create new meeting rooms, later on, it is good to know that Microsoft takes up to 60 hours for the newly created rooms to be displayed.