At Ronspot, our mission is to make bookings effortless and reliable. To support this, we’re excited to introduce our new Microsoft 365 integration for meeting rooms, built on the Microsoft Graph API.
This new integration replaces our legacy Exchange integration for meeting room syncing, addressing long-standing limitations around calendar delays, double bookings, and meeting updates, while delivering a more modern, secure, and near real-time experience for organisations using Microsoft 365.
Here’s what’s changing and why it matters for your meeting rooms.
The challenges with the legacy Exchange integration
Meeting rooms are high-demand shared resources. When availability isn’t accurate, the impact is immediate: teams waste time searching for space, meetings start late, and rooms sit unused due to “ghost” bookings.
Our legacy Exchange integration relied on email-based calendar invites. While it worked, it introduced major limitations that could affect meeting room reliability.
Calendar invite delays could lead to double bookings
With Exchange, Ronspot meeting room bookings were reflected in Outlook via email-delivered invites. Those invites could take up to two minutes to arrive.
In practical terms, that delay could create a window where:
For busy offices, even a short delay can be enough to cause avoidable clashes.
How the new Microsoft 365 integration works
To solve these issues at the root, we rebuilt our meeting room integration to connect directly with Microsoft 365 using the Microsoft Graph API. This modern approach gives Ronspot a real-time, API-level connection to Microsoft 365 calendars.
The new integration connects Ronspot directly to Microsoft 365 using the Microsoft Graph API, rather than relying on email invite delivery.
That means Ronspot can:
The result is a more accurate, predictable meeting room experience, especially in workplaces where rooms are booked, changed, and reused throughout the day.
Exchange vs Microsoft 365: Meeting room syncing comparison
How room bookings sync
Email-based calendar invites
Direct sync via Microsoft Graph API
Update speed
Can be delayed (up to 2 minutes)
Near real-time
Double booking risk
Higher during invite delay window
Near zero
Outlook meeting edits
Not supported
Supported
Unique meeting identifier handling
Not supported
Supported
Meeting room calendar accuracy
Can drift due to delays/edits
Optimal
Implementation
From Microsoft Exchange
From Microsoft Entra ID
Long-term fit
Legacy approach
Modern, Microsoft-aligned
How to set up the Microsoft 365 integration for meeting rooms
The Microsoft 365 integration involves registering a new application in Microsoft Entra ID. Once connected, Ronspot can securely read and write meeting room events using Microsoft’s supported APIs.
For full setup instructions, including required permissions and configuration steps, see the Ronspot help article on Microsoft 365 integration setup.
Recurring meeting compatibility
Ronspot initially launched meeting rooms as a standalone solution, separate from Microsoft Exchange. As a result, some inconsistencies exist in how the two platforms handle recurring meetings. Over time, customer feedback and changing market requirements are driving Ronspot to enhance its Microsoft 365 Exchange integration.
Ronspot is continuously improving compatibility with Outlook recurring meetings, with support for the most commonly used recurring options being prioritised.
Conclusion
Meeting room reliability depends on fast, accurate calendar syncing. As organisations grow and meeting room usage increases, even small delays or inconsistencies can have an outsized impact on the day-to-day experience.
With our new Microsoft 365 integration, Ronspot delivers:
The result is a smoother, more dependable meeting room experience for organisations using Microsoft 365—designed to scale with modern, flexible workplaces.
See how Ronspot can solve your specific workplace challenges.
