Connect Google Calendar and Outlook Calendar meeting rooms to Nibol

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 Nibol App.

This is thanks to a bidirectional synchronization of the calendars.

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

Now let's see how to activate the integration with respect to the use cases:

1. Organization without meeting rooms already mapped to Nibol

Open Nibol 5.0 > go to the Integrations section in the Company settings > for a first period you will be redirected to the old administrator platform by clicking on the Go to Nibol legacy button > 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 with which to integrate > request permissions > allow.

Now the integration has been authorized but not yet activated!

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

Now you will see the list of integrated meeting rooms on Nibol (they are the same as on the Google or Outlook calendar).

Now that the integration is active, you can design 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 > Google Workspace or Microsoft 365 Rooms > Configure > map your rooms (or map your room) > choose the map (at the top left) > draw the rooms. Once done, select the integrated room from the window that opens on the right (see screenshoot), essential for employees 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. Organization with meeting rooms mapped on Nibol

This is the case of an organization that has already designed meeting rooms on the Nibol map and must integrate them with those present in its Google or Outlook calendar in order to have a complete view

of both applications.

We proceed with the integration in the same way, so: Nibol 5.0 > Settings > Company > Integrations (for an initial period you will be redirected to the old administrator platform) > 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 with which to integrate > request permissions > allow.

Now the integration has been authorized but not yet activated!

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

Now proceed by pairing the meeting rooms. Choose for each imported meeting room which Nibol room should be associated, the list has a drop-down menu so you can choose (see screenshoot)

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

If you are an organization that has already mapped meeting rooms within its spaces on Nibol, it is very important that these are associated with the rooms on your Google or Outlook Calendar to prevent them from being made inactive and therefore not bookable.

How to associate rooms after the integration

First of all 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 can therefore happen that you decide to associate only some of the rooms in Google or Outlook

How can I associate the rooms later?

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 on your Google or Microsoft will appear.

Canceling a meeting on Nibol App

The cancellation of an event on Nibol is only the privilege of the organizer, in that case, it will be seen in canceled on the calendar in the Nibol app, and it will disappear on the calendars in Google or Microsoft. All Nibol users who are participating in the canceled meetings will be notified by email from Nibol (after setting the user's notifications).

If a check-in is set up and this has failed, you will see the status in lost.

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

As you will see, in the integrations section, you have the option to activate a check-in. This function allows you to decide if your employees should check in for their reservations and what happens if the reservation is not confirmed:

• The reservation is lost and the station is available to others.

• The employee does not lose the reservation.

Finally, on General you can uninstall the integration if you decide to change the integration or not have any.

Attention: uninstalling will result in the loss of the Settings, while the rooms in the maps will be saved.

Nice to know:

• You will receive booking confirmations by email only from Google or Outlook and only if the user has set it up.

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

• All events that are created in the past compared to the time of integration will not be displayed on Nibol. While all future ones will be correctly present (even if only one minute forward).

• Finally, if you have downloaded our Nibol Room App for tablet, you can make visible the events booked on the calendars (Google and Outlook) and on Nibol!

• For those who choose integration with Microsoft 365 rooms and decide to create new meeting rooms then over time, it is good to know that Microsoft takes up to 60 hours to display the new rooms created.

• If you do not know how to create a Google room, we leave you with the guide explaining how to do it.