Note for new customers
This article is designed for users with two-way calendar sync already enabled for Microsoft or Google. If you’re new to Skedda or haven’t set up two-way sync, please follow our setup guides for Two-Way Sync with Microsoft or Two-Way Sync with Google before enabling the features described below by visiting the Enterprise Integrations collection. These guides will help you configure your calendar integration to use email forwarding and unlicensed user bookings effectively.
Overview
Skedda now supports:
Email Forwarding for External Bookings: External parties (not on your Microsoft or Google tenant) can initiate bookings by sending an invite to a licensed user, who forwards it to the resource’s email address. The resource is booked in Skedda and synchronized with the tenant’s calendar.
Unlicensed User Bookings: Unlicensed users on the Skedda platform can book synced spaces, with the booking reflected on the Microsoft or Google tenant’s calendar. Invites and confirmations are managed via a butler account.
Both features require specific configurations, including enabling a new Skedda setting and granting additional permissions for Google Workspace. The butler account, used to manage email communications, now requires permission to modify emails to forward notifications to relevant parties.
Prerequisites
Before these features can be used, ensure the following are configured:
Two-way sync setup: Two-way calendar sync must be enabled for Microsoft or Google. New customers should refer to Two-Way Sync with Microsoft or Two-Way Sync with Google for setup instructions.
Two way sync settings: In Skedda, enable the
“Forward RSVP notifications to respective booking holders” setting in Skedda’s Microsoft 365 / Google Workspace settings page to allow RSVP notifications to be forwarded to booking holders and attendees.
and "Allow external bookings by unlicensed users" setting so that Skedda can identify if the user is unlicensed or not.
On your tenant, settings and permissions, in
"Directory settings > External directory sharing" setting, select the option "Organization data and authenticated user basic profile fields" giving Skedda permission to search the directory for licensed users.
Resource forwarding: On the tenant side (Microsoft or Google), enable email forwarding for the resource’s email address to ensure it can receive and process forwarded invites.
Butler account permissions: The butler account must have permission to read and modify emails to forward notifications. This is critical for both features to function correctly.
Google Workspace tenant specific prerequisites
Ensure the Google calendar sync is set up as described in the Two-Way Sync with Google article.
Grant the additional scope:
Gmail.modify : This allows the butler account to manage and forward emails.
Directory.readonly : Allows Skedda the permission to search the directory for licensed users.
Microsoft tenant specific prerequisites
Ensure the Microsoft calendar sync is set up as described in the Two-Way Sync with Microsoft article.
User.Read.All permission is granted so that Skedda has permission to search the directory for licensed users. Here is more detail about this permission.
Mail.Read and Mail.Send permissions allows the butler account to manage and forward emails. Here is more detail about this permission.
Verify that the resource’s email account in Microsoft allows forwarding to external addresses.
Initial Sync Behavior for Unlicensed User Bookings
When you initially sync a Skedda space with a tenant resource (Microsoft or Google), any existing bookings on the Skedda side made by unlicensed users (those not registered on your tenant but active on Skedda) will now be synchronized to the tenant’s calendar. This ensures that all bookings, including those by unlicensed users, are accurately reflected on your Microsoft or Google calendar from the start of the sync. For detailed setup instructions, refer to the Two-Way Sync with Microsoft or Two-Way Sync with Google articles.
Booking via Email Forwarding
This feature allows an external party (not on your Microsoft or Google tenant) to initiate a booking by sending a calendar invite to a licensed user, who forwards it to the resource’s email address. Skedda processes the forwarded email, books the resource, and synchronizes the booking with the tenant’s calendar.
How It Works
An external party sends a calendar invite to a licensed user on your tenant.
The licensed user forwards the invite to the resource’s email address.
Skedda processes the forwarded email, creates a booking, and synchronizes it with the tenant’s calendar.
The external party receives an acceptance email from the tenant resource, confirming the booking.
Note: Bookings created via email forwarding can only be cancelled from the Skedda platform.
Example: Booking a Room for a Virtual Meeting
To illustrate how this feature works, consider the following scenario:
Emma, a project manager, received a Zoom meeting invite from an external vendor for next Tuesday at 2:00 PM. Needing a private room, she forwarded the invite to Room 3B’s email address. Within minutes, she and the vendor received confirmation emails that the room was booked, synced with the company’s Microsoft calendar. On Tuesday, Emma used Room 3B for the call.
Setup required for booking via email forwarding
In Skedda settings:
Complete the two-way sync setup for Microsoft or Google as outlined in Two-Way Sync with Microsoft or Two-Way Sync with Google.
Enable the “Forward RSVP notifications to respective booking holders” setting in Skedda.
In your tenant settings, Microsoft or Google Workspace:
Ensure the resource’s email address on the tenant side has forwarding enabled.
For Google Workspace, grant the Gmail.modify scope to the butler account.
Verify that the butler account has permission to modify and forward emails.
Unlicensed User Bookings
This feature allows unlicensed users on the Skedda platform to book synced spaces, with the booking synchronized to the Microsoft or Google tenant’s calendar. Invites and confirmations are managed via the butler account, ensuring seamless communication with all parties.
How It Works
An unlicensed user books a synced space via the Skedda platform.
Attendees (both on the tenant and unlicensed) are added to the booking.
The booking is synchronized with the tenant’s calendar, and the resource is reserved.
The booking holder and attendees receive confirmation emails, with the butler account managing invites and RSVP notifications.
Cancellations are handled via Skedda, with notifications sent to all parties.
Example: Renting Out Office Space
GreenLeaf Co., a company with excess office space, rents out meeting rooms to freelancers like Alex, who is a Skedda user but not on GreenLeaf’s Google tenant. Alex books a meeting room for Wednesday at 10:00 AM via Skedda to host a client workshop. He adds two attendees, one from GreenLeaf and one external. Skedda syncs the booking to GreenLeaf’s Google calendar, reserving the room. Alex receives a confirmation email, while attendees get invites. When Alex cancels the booking due to a scheduling conflict, he does so in Skedda, and all parties receive cancellation emails, keeping GreenLeaf’s calendar updated.
Setup required for unlicensed user
In Skedda settings:
Complete the two-way sync setup for Microsoft or Google as outlined in Two-Way Sync with Microsoft or Two-Way Sync with Google.
Enable the “Forward RSVP notifications to respective booking holders” setting in Skedda.
In your tenant settings, Microsoft or Google Workspace:
Ensure the resource’s email address on the tenant side has forwarding enabled.
For Google Workspace, grant the Gmail.modify scope to the butler account.
Verify that the butler account has permission to modify and forward emails.
Unlicensed user bookings on initial sync of resources
When a resource is first synced with Skedda, bookings made by unlicensed users (those not registered on your Microsoft or Google tenant but active on Skedda) are not yet supported and may be rejected. This limitation is temporary, and support for initial sync of unlicensed user bookings is actively being developed, with a release expected in the near future. To avoid disruptions, ensure that initial bookings are made by licensed users until this feature is fully implemented. We appreciate your patience as we work to enhance your Skedda experience.
Frequently Asked Questions (FAQ)
How do I set up two-way sync for these features?
New customers must enable two-way calendar sync with Microsoft or Google before using email forwarding or unlicensed user bookings. Follow the setup instructions in Two-Way Sync with Microsoft or Two-Way Sync with Google to configure your integration.
Why is email forwarding not working?
Ensure the “Forward RSVP notifications to respective booking holders” setting is enabled in Skedda’s Microsoft 365 / Google Workspace settings. Confirm that the resource’s email address has forwarding enabled on the tenant side. For Google Workspace, verify that the Gmail.modify scope is granted.
Why are unlicensed user bookings not syncing to the tenant’s calendar?
Check that the butler account has permission to modify emails. Also, ensure the resource’s calendar is properly synced with Skedda as outlined in the setup instructions.
Why am I not receiving RSVP notifications?
Verify that resource forwarding is enabled on the tenant side. If forwarding is disabled, some RSVP emails may not be sent.