EMS for Microsoft Exchange Interoperability Between EMS Products and Exchange

In Update 33, EMS for Microsoft Exchange was updated with the ability to sync booking data between Exchange and EMS (Exchange-to-EMS and EMS-to-Exchange) and to create, modify, and cancel Exchange integrated bookings using additional access points (EMS Desktop Client, EMS Room Sign App, and EMS Kiosk App).

The information herein is for Update 33 or later. If you are not on Update 33 or later of EMS for Microsoft Exchange, refer to EMS for Microsoft Exchange Install and Configuration Guide (Update 32 or prior) for information and instructions regarding your version of EMS for Microsoft Exchange.

This topic provides information on how EMS for Microsoft Exchange works with EMS products to sync booking data and whether there are any limitations with the data sync. The information is divided into two sections based on the sync direction:

Interoperability of EMS for Microsoft Exchange Exchange-to-EMS Sync

The Exchange-to-EMS sync for EMS for Microsoft Exchange allows users to book rooms linked to an Exchange mailbox from native Exchange applications, such as Microsoft Outlook for PC or Mac, Outlook on the web, and Outlook Mobile. Exchange will push these native bookings and updates to EMS.

Actions Made to Bookings that Were Created in Native Exchange Applications

Action in Native Exchange Application*

Are updates to booking details and room availability reflected in EMS?

Create Booking

Single event with one room

Y

Singe event with multiple rooms

Y

Recurring event with one room

Y

Recurring event with multiple rooms

Y

All day event

Y

Overnight event

Y

Edit Booking

Edit date and/or time

Y

Edit room

Y

Edit event description

Y

Cancel Booking

Cancel or delete booking

Y

*Native Exchange applications include applications such as Microsoft Outlook for PC or Mac, Outlook on the web, and Outlook Mobile.

Modifications Made in EMS to Bookings that Were Created in Native Exchange Applications

Modifications made in EMS products to meetings created in Native Exchange Applications*

Is modification allowed?

Are updates reflected in Exchange?

Are updates reflected in other EMS products?

EMS Desktop Client

Edit date and/or time

Y

Y

Y

Add new room

Y

Y

Y

Change room (delete previous; add new)

Y

Y

Y

Cancel

Y

Y

Y

Check in

Y

Y

Y

End

Y

Y

Y

Add services

Y

Y

Y

Cancel services

Y

Y

Y

EMS Web App

Edit date and/or time

N (these edits cannot be made from the Web App because the bookings don't have a process template associated to them)

N/A

N/A

Change room

N (no process template)

N/A

N/A

Cancel

N (no process template)

N/A

N/A

Check in

N

N/A

N/A

Add services

N (no process template)

N/A

N/A

End

N (no process template and Web App doesn't allow ending an Exchange booking)

N/A

N/A

EMS for Outlook Add-in

Change date and/or time

N (these edits cannot be made from the Outlook Add-In because the bookings don't have a process template associated to them)

N/A

N/A

Change room

N (no process template)

N/A

N/A

Cancel

N (no process template)

N/A

N/A

Check in

N

N/A

N/A

Add services

N (no process template)

N/A

N/A

End

N

N/A

N/A

EMS Room Sign App

Cancel

Y (if configured)

Y

Y

Check in

Y (if configured)

Y

Y

Extend (single room booking)

Y (if configured)

Y

Y

Extend (multiple room booking)

N N/A N/A

Auto cancel

Y (if configured)

Y

Y

End (single room booking)

Y (if configured)

Y

Y

End (multiple room booking)

N N/A N/A

EMS Kiosk App

Cancel

Y (if configured)

Y

Y

End Now (single room booking)

Y (if configured)

Y

Y

End Now (multiple room booking)

N N/A N/A

Check in

Y (if configured)

Y

Y

EMS Mobile App

Edit date and/or time

N (these edits cannot be made from the Web App because the bookings don't have a process template associated to them)

N/A

N/A

Change room

N (no process template)

N/A

N/A

Cancel

N (no process template)

N/A

N/A

Check in

N

N/A

N/A

Add services

N (no process template)

N/A

N/A

End

N (no process template and Web App doesn't allow ending an Exchange booking)

N/A

N/A

*Native Exchange applications include applications such as Microsoft Outlook for PC or Mac, Outlook on the web, and Outlook Mobile.

Interoperability of EMS for Microsoft Exchange EMS-to-Exchange Sync

The EMS-to-Exchange sync for EMS for Microsoft Exchange allows users to book rooms/resources linked to an Exchange mailbox from EMS applications, and EMS will push these booking updates to Exchange. The following table provides information on whether updates to booking details and room availability made from EMS products can be synced with Exchange and viewed on organizer and resource calendars.

Actions Made to Bookings that Originated in EMS Products

Action in EMS Products

Are updates to booking details and room availability reflected in Exchange on organizer and resource calendars?

EMS Desktop Client, EMS Web App, EMS Mobile App, and EMS for Outlook Add-in

Create Booking

Single event with one room

Y

Singe event with multiple rooms

Y (N – EMS Mobile App)

Recurring event with one room

Y (N – EMS Mobile App)

Recurring event with multiple rooms

Y (N – EMS Mobile App)

Single event with one room VC booking

Y

Single event with multiple rooms VC booking

Y (N – EMS Mobile App)

Recurring event with multiple rooms VC booking

Y (N – EMS Mobile App)

Recurring event with multiple rooms VC booking

Y (N – EMS Mobile App)

All day event

Y

Overnight event

Y

Edit Booking in Exchange

Change date and/or time

Y

Change room

Y

Add new room

Y

Remove location from multiple room event

Y (N – EMS Mobile App)

Change meeting description

Y

Add services

N (native Exchange applications don't allow adding services)

Cancel services

N (native Exchange applications don't allow adding services)

Add attendee

Y (EMS products will not capture attendees added through native Exchange applications like the Outlook app)

Remove attendee

Y (EMS products will not capture attendees added through native Exchange applications like the Outlook app)

Make a conflict—single event

Y

Make a conflict—recurring event

Y

Cancel Booking

Cancel or delete booking

Y

Booking Rules (Violation)

"Max No. Minutes Allowed"

Y

"Cancellation Cutoff Hours"

Y

"Only Allow New Bookings Within Range of This Many Days"

Y

"Only Allow New Bookings Prior To This Date"

Y

"Max No. Bookings Per Day"

Y

"Max No. Bookings Prior To Specified Date"

Y

"Only Allow New Bookings On/After This Date"

Y

"Use New Booking Cutoff Time"

Y

"Use New Booking Cutoff Hours"

Y

Building Hours (Violation)

Y

EMS Room Sign App

Create Booking

Create same day booking

Y

Edit Booking in Exchange

Change date and/or time

Y

Add new room

Y

Change room

Y

Change meeting description

Y

Add services

N (native Exchange applications don't allow adding services)

Cancel services

N (native Exchange applications don't allow adding services)

Cancel

Y

Make a conflict—single event

Y

EMS Kiosk App

Create Booking

 

Single event with one room

Y

Recurring event with one room

Y

Edit Booking in Exchange

Change date and/or time

Y

Add new room

Y

Change room

Y

Change meeting description

Y

Add services

N (native Exchange applications don't allow adding services)

Cancel services

N (native Exchange applications don't allow adding services)

Cancel

Y

Make a conflict—single event

Y

Make a conflict—recurring event

Y