A seamless hybrid workspace requires a comprehensive overview of your agenda. Mapiq now integrates with your work calendar by connecting to Office 365 or Google Workspace, allowing every team member to access their work calendar directly. This offers a clear overview of all planned events and enables employees to effortlessly book meeting rooms and shifts and see the attendees and their locations for upcoming events.
Managing User Consent
The user consent flow allows applications to access protected resources on users' behalf. Consent is recorded for the current user only, enabling them to use the application to access company resources.
To start with the consent management process, your app management tool may need configuration, and the responsible person in your organization should allow Mapiq to be used by your Cloud Suite (O365 or Google Workspace). To cater to different platforms, we've devised instructions for both Microsoft O365 and Google Workspace.
Enabling the Hybrid Meeting Integration
After you have granted Mapiq sufficient permissions, it is time to enable Hybrid Meetings in your Mapiq environment.
Follow these steps to enable the integration:
Log in to https://admin.mapiq.com.
Go to Settings >> Integrations.
Toggle the button next to the desired work calendar system you want to integrate.
In the window that pops up select Go to Outlook Permission.
Depending on the admin consent level set, an administrator enabling this integration can run into the message Need admin approval.
In case this message is encountered it means an administrator of your Cloud Suite needs to approve first. In case you are also your Cloud Suite's administrator, you can continue to give the admin approval directly from the activation flow through the admin portal. In case you are an admin in your Cloud Suite already, refer to Completing the hybrid meetings integration section to complete the setup.
Getting admin approval in your organization
In case you don't have an admin account to give approval, the administrator of your Cloud Suite needs to enable this for you. The following options can be used by the admin to give consent:
Ask a tenant administrator to connect their calendar in Mapiq and select the option “Consent on behalf of your organization.”
Using the admin consent request flow (if enabled by the organization), and users request the admin consent.
Ask the tenant administrator to give the admin approval using the direct admin approval link: https://login.microsoftonline.com/common/adminconsent?client_id=c8b938af-27c0-4288-9daba39a21a80
The direct admin approval link option is only applicable for activating the O365 Hybrid Meetings integrations.
Completing the hybrid meetings integration
After the admin permission has been given through either of the given options, the Mapiq Subscription Administrator can continue enabling the Cloud Suite integration for their environment (skip steps 1 to 4 in case you were an admin in your Cloud Suite and could give the admin approval):
Log in to https://admin.mapiq.com.
Go to Settings >> Integrations.
Toggle the button next to the desired work calendar system you want to integrate.
In the window that pops up select Go to Outlook Permission.
You are presented with Permissions requested and a summarization of the consent that will be given, select Accept.
A preview is given of an event from your personal calendar, confirming the integration works. If all is correct, click on Enable for all users.
Enabling the Hybrid Meetings integration automatically allows you to sync meeting room data from your Cloud Suite to Mapiq and vice versa. Refer to our Adding Meeting Rooms article on how to do so.
Now that the integration is enabled for all users, users can connect their calendar in the app. In case they do not enable their calendar they are unable to see their meetings and make bookings through Mapiq. When they enable the integration they opt in.
If you're curious about how users can do so in the app, refer to our Sync Your Work Calendar with Mapiq article.
Test Flow Failure
If your test flow fails when enabling the integration, Mapiq will provide an overview of the issues. Note the errors listed and contact your application manager (or the person responsible for configuring your work calendar application) to set the correct permissions for the Mapiq application and allow the sync to try again. Reattempt the test flow after reconfiguring the Cloud Suite app.
If you continue having problems, please don't hesitate to contact Mapiq Support.
Disabling the Calendar Sync
Subscription Administrators can disable work calendar integration by toggling the button on the Settings >> Integrations screen. This will result in:
End-users can no longer connect their calendars; if they already connected their calendars, this functionality will be disabled.
Meeting rooms are unpaired, though meeting room information (including email addresses) will be retained. The connection will be lost, and meeting room details and schedule information will be inaccessible.
When disabling the integration, the administrator will be informed of the consequences and must confirm their decision.
Granting Consent for Microsoft O365
Mapiq is a Microsoft-verified publisher. To sync O365 calendars with Mapiq, your organization's O365 administrator must follow this Microsoft knowledge article to align permissions.
Grant the following permissions to enable O365 functionality within Mapiq:
Scope | Delegated? | Permission Granted |
Yes | Allows Mapiq to get refresh tokens for users and make requests on behalf of the users without requiring them to perform an interactive login each time. This does not give Mapiq any additional permissions. | |
Yes | Mapiq can read, update, create, and delete events in users' O365 calendars. | |
Yes | Allows Mapiq to sign in to the app with the user's organizational account and read the user's profile information. | |
No | Allows Mapiq to list rooms from the user calendar, enabling a better user experience through auto-completing room email addresses when editing building information. |
After granting consent, Mapiq Subscription Administrators can enable the integration through the Settings page.
Granting Consent for Google Workspace
For Google Workspace, Mapiq offers a Google-registered third-party app called Google Workspace for Mapiq, which uses OAuth 2.0 to connect the Google Calendar services with the Google Calendar API. Mapiq securely stores the user's access and refresh token but doesn't store any calendar data. Users must reconnect via the authentication flow if the refresh token is revoked or expires.
Grant the following permissions to the Google Workspaces administrator:
Scope | Delegated? | Permission Granted |
Yes | Mapiq can read, update, create, and delete events in users' calendars. | |
Yes | Allows Mapiq to list rooms from the user calendar, enabling a better user experience through auto-completing room email addresses when editing building information. |
Consent Retention Period
Mapiq will retain end-user consent for five days after disabling the integration. If the integration is turned off accidentally or for maintenance, users will not need to reset their consent in the Settings tab. However, the integration must be re-enabled before the five-day period expires; otherwise, if the period lapses, the information will be lost, and users will need to enable the integration again after it is re-enabled on the admin level.
After disabling the integration, Mapiq will remove end-user functionality and erase all data. However, the actual consent will still exist in your work calendar application. To remove the consent, your Application administrator will also need to remove consent from the work calendar app.
Multiple Cloud Suites or tenants
Enabling multiple Cloud Suites or tenants is not possible. Before proceeding, you will be prompted to disable the active integration with the connected Cloud Suite. As an admin, you will need to confirm this action.
Note that for O365 Mapiq has released a Meeting Room Calendar integration that does allow multiple tenants to be added. Refer to our Room Calendar Integration Through Microsoft 365 article for more information.
Privacy
With the calendar integration enabled, it is essential to understand its impact on privacy. Mapiq does not store calendar data, and user work agendas remain the primary source of calendar information. Mapiq only stores references (unique IDs) to calendar events to add additional (Mapiq only) data to these events.
It is crucial to note that calendar data is retrieved per user, meaning Mapiq can only access information that users can see. If a user cannot access a specific person's calendar or room, Mapiq cannot access this information.
Your organization's calendar system administrator can create rules regarding meeting duration, lead time, manual approval, booking restrictions, and user group booking allowances. However, Mapiq cannot retrieve booking rules, which may result in suggesting unavailable rooms. A 'pending' state is added to meeting rooms to accommodate this limitation, informing users that the room has yet to accept the location. Users will be notified when a new room must be booked (if the room rejects the invite).