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From which systems can Flexwhere import meeting data?

Flexwhere Meeting Room Integrations: Overview & Setup

Flexwhere synchronises with your existing calendar tools to ensure meeting room availability is always accurate. By integrating your external systems, you can view, schedule, and manage room bookings directly within the Flexwhere app.

1. Supported Systems

Flexwhere currently interfaces with the following primary systems to import and sync meeting data:

  • Microsoft Outlook (via Graph API): A direct, 2-way sync. Meetings scheduled in Outlook appear in Flexwhere, and bookings made in Flexwhere appear in the Outlook calendar.
  • Google Calendar: A 1-way direct integration for Google Workspace environments, ensuring bookings stay aligned across both platforms.
  • TOPdesk: Connects via the TOPdesk API (requires the Housing Management module).
  • Outlook (via SFTP): A 1-way (read-only) link where Flexwhere pulls data from a CSV file hosted on an SFTP server every 15 minutes.

2. How to Connect Your System

Set-up must be performed by your Flexwhere Administrator within the Control Centre.

To Connect Google Calendar:
  1. Log in to the Control Centre and navigate to Organisation Settings.
  2. Scroll to the Extra section.
  3. Toggle Google Calendar to ON.
  4. Follow the prompts to authorise your Google Workspace account.
  5. Link your specific meeting rooms to the corresponding Google calendars.
To Connect Microsoft Outlook (Graph API):
  1. Establish a direct connection between Flexwhere and your Microsoft environment.
  2. Connect the specific Meeting Room Calendar in Outlook to the corresponding room in Flexwhere.
  3. Once linked, the system will automatically handle 2-way synchronization.
To Connect TOPdesk:
  1. Ensure you have your TOPdesk Organization URL (e.g., https://name.topdesk.net/).
  2. Provide credentials for a TOPdesk account with read/write access to meeting objects and the API.
  3. In the Control Centre, ensure the Room Number in Flexwhere matches the TOPdesk room number exactly.
  4. Note: Ensure the "Ad-hoc booking" slider is turned OFF for synced rooms.

3. Integration Management & Monitoring

Once an integration is active, administrators can monitor the status directly in the Control Centre:

  • Status Tracking: View if the system is currently connected and who authorised the link.
  • Data Validation: If a room is not syncing, Flexwhere will display: "No data is being received, yet".
  • Sync Timing: While Graph and Google integrations are near-instant, SFTP and TOPdesk links may take 15–20 minutes to reflect changes.

Pro Tips for Success

  • Check Your Plan: Some integrations (like Google Calendar) may require specific subscription tiers. Contact your account manager to verify availability.
  • Naming Conventions: For TOPdesk and SFTP links, ensure room names or numbers match exactly between both systems to avoid synchronisation errors.
  • Support: If you are setting up an SFTP link, you are responsible for the CSV export script. If you need any help with the format, please reach out. 

Need more help?

If you need more information, please email us on support@flexwhere.com.