Using Calendars in Mira Portal
Last updated
Last updated
Before continuing, let’s have a quick review of the steps we have taken to integrate Office 365 with Mira Connect:
Office 365 room resource accounts were created for each room that we’d like to use with Mira Connect. While at least one Microsoft Office 365 license was required to configure a room, after configuring the rooms, the Office 365 licenses should be disabled for each room resource.
One Office 365 service user account, in this example called ‘Mira Connect’, was created to access the Office 365 room resource calendars. This user required one Microsoft Office 365 license.
The room resources delegated their mailbox to our service user account so we could enable calendar sharing
The calendar for each Office 365 room resource was shared with our Service User Account.
Now we can enable Office 365 integration within Mira Portal and associate the Office 365 room resources with rooms in Mira Portal.
To continue, select the organization (or create it in Mira Portal if you don’t have it yet) where you’d like to enable Office 365 Calendar support as shown in below where the organization ‘My Organization’ has been selected.
Next, select ‘Settings’ for the organization and click ‘Edit’ to change these settings as below.
Next, check the enable box for Microsoft Office 365 Integration and enter the domain used by your Office 365 account as shown in the following figure. In our example, the domain is aveosystemstest.onmicrosoft.com.
After clicking ‘Save’, Mira Portal will prompt you to authorize Office 365 on your Office 365 domain by either sending an email to the Office 365 administrator for your domain (you need to know who that is to send the email) or by allowing you to enter the service user account credentials immediately as shown below. In our example, the service user account is the user ‘Mira Connect’.
If you have the login credentials for the ‘Mira Connect’ service user account, you can enter them directly by selecting the second link in the message as shown below.
If you don’t have the credentials for the service user account, click the ‘send an email to the administrator of the domain’ link. An email message will appear as shown below. Enter the email address of your company’s Office 365 Administrator and send the message. The Office 365 administrator can click the link and then enter the credentials for the service user account.
Once the service user account has been authorized, you will see a message as shown below. \
If you have enabled the wrong Office 365 account – perhaps the administrators account by mistake – uncheck the Microsoft Office 365 integration box, select Save, and edit the Settings again to re-enable the Office 365 integration and repeat the steps in this section.
If the service user account credentials used were not entered correctly, you will see a message as shown below. In this case, correct the credentials used and enable the Office 365 integration again.
Assuming successful authorization, the Office 365 integration status in the Mira Portal Settings area will show a green circle with the check mark indicating successful integration and showing the name of the service user account as shown below.
Once the Office 365 service user account has been authorized, you can start to associate room resource calendars from Office 365 with rooms in Mira Portal.
To associate a room resource calendar with a Mira Portal room, select the ‘Site’ and then the ‘Room’ that you’d like to enable in Office 365. In this example, we created a room in Mira Portal named ‘BoardRoom’ that’s part of the Headquarters site and we’d like to associate this room with the Office 365 room resource ‘BoardRoom’.
With the room selected, click ‘Settings’, and then click ‘Edit’ to change the settings. Select the Office 365 room resource from the list of the shared calendars as shown below.
In this example, we’ll select ‘BoardRoom’ and click ‘Save’. Mira Portal will associate the selected calendar with the room and when the green circle with the check mark appears next to the Office 365 calendar, the room resource’s Office 365 calendar has been successfully added to the room.
Once the calendar has been added to the room, the Mira Connect device paired to the room will update automatically to display the Calendar Icon and the calendar items appear on the bottom of the display as shown next.
If there are no meetings scheduled for the room within the next 14 days, the calendar will show there are no upcoming meetings. Meetings can be scheduled using your Office 365 calendar by adding the room resource name, ‘BoardRoom’ in this example, as the location in the invitation as shown below.
Once the meeting has been sent, the Office 365 room resource will automatically accept the meeting (if there are no conflicts with other meetings using this room resource) and Mira Connect will show the new upcoming meeting.
Meetings that are more than 5 minutes in the future will show a yellow dial button. Pressing the dial button to join the call will show a message that the meeting occurs in the future, but the call can still be dialed by pressing the green dial button.
If no dial numbers are shown, then Mira Connect could not find any valid numbers to dial in the meeting invitation. Mira Connect found dial-in information in the current meeting and presents an audio number as shown below.
If you don’t see the meeting subject, confirm that the DeleteSubject parameter is set to $false as described in Sharing the Calendars.
Since the “BoardRoom” (in this example) in Mira Portal only has equipment that supports dialing telephone numbers, the option presented for dialing this meeting is a telephone number.
By pressing ‘More Calling Options’, we can see other dial-in numbers that might have been found in the invitation as shown in the following figure. In this case we see there were also two video conferencing numbers identified, but since this room doesn’t have a video conferencing system, the option to dial those numbers is grayed out.
From ‘More Calling Options’ there is a ‘Dial Manually’ option that will show the entire meeting invitation in case there is additional information required for the user in the room as shown in the following figure. As discussed in section: ‘Changing Room Resource Settings’, the information in the meeting invitation body is only available if the Office 365 administrator has set DeleteComments to $false.
