Configure Conference Room Auto-Accept with Notifications and Calendar Access

Overview

This article explains how to configure Microsoft 365 conference room mailboxes to:

1. Automatically accept meeting requests (Auto-Accept).

2. Send notifications to reception staff when a booking is made.

3. Provide delegated calendar access for reception to view room bookings.

This ensures that your conference rooms remain automated while reception has full visibility of all bookings.

1️⃣ Auto-Accept with Notifications

Step 1: Forward Booking Responses via Transport Rule

To notify reception staff of Accepted, Declined, or Tentative responses without interfering with auto-accept:

PowerShell Command:

New-TransportRule -Name "ForwardAllFromConferenceRoom2" ` -From "ConferenceRoom2@cloudaid365.com" ` -BlindCopyTo "contact@cloudaid365.com"

Notes:

• This sends a BCC copy of all outgoing messages from the room mailbox to the designated contact.

• Works for all booking responses, cancellations, and other outgoing emails.

• Recommended for multiple rooms to ensure all notifications are captured.

Optional for Multiple Rooms:

# Baroda Rooms $barodaRooms = @("BarodaRoom1@cloudaid365.com","BarodaRoom2@cloudaid365.com") foreach ($room in $barodaRooms) {    New-TransportRule -Name "ForwardAll_$room" -From $room -BlindCopyTo "nikita.kothi@kcmehta.com" }
 # Ahmedabad Rooms $ahmedabadRooms = @("AhmedabadRoom1@cloudaid365.com","AhmedabadRoom2@cloudaid365.com") foreach ($room in $ahmedabadRooms) {    New-TransportRule -Name "ForwardAll_$room" -From $room -BlindCopyTo "shivani.patel@kcmehta.com" }

2️⃣ Provide Delegated Calendar Access

This allows reception staff to view the room calendar and check bookings.

Step 1: Assign Calendar Permissions

Add-MailboxFolderPermission -Identity "ConferenceRoom2@cloudaid365.com:\Calendar" ` -User "contact@cloudaid365.com" ` -AccessRights Reviewer

Notes:

• Reviewer → Read-only access to calendar details (subject, organizer, timing).

• Use Set-MailboxFolderPermission if the permission already exists.

Step 2: Access the Calendar in Outlook Web App (OWA)

1. Go to Outlook Web App.

2. Click Add Calendar → Add from directory.

3. Search for the room mailbox (e.g., ConferenceRoom2@cloudaid365.com).

4. Add it to your calendar list.

5. Calendars can be viewed side-by-side or grouped by floor/room.

3️⃣ Optional: Consolidated Dashboard

• You can create a floor-wise or room-wise dashboard displaying all room bookings in a single view.

• This helps reception quickly check availability and manage scheduling efficiently.

• Can be implemented using Outlook calendar groups or Power BI / SharePoint dashboard integrations.

4️⃣ Verification and Testing

1. Test Forwarding Rule: Book a test meeting in the room and confirm that the designated contact receives the Accepted/Declined notification.

2. Test Calendar Access: Ensure reception can open the room calendar and view meeting details.

3. Optional: Run the following to verify transport rules:

Get-TransportRule "ForwardAllFromConferenceRoom2" | Format-List Name, From, BlindCopyTo

4. Verify Calendar Permissions:

Get-MailboxFolderPermission -Identity "ConferenceRoom2@cloudaid365.com:\Calendar"

5️⃣ Summary Table

References

• Microsoft Docs: Add-MailboxFolderPermission

• Microsoft Docs: New-TransportRule

• Microsoft Docs: Exchange Room Mailboxes