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How to create a service account to access meeting room events in Microsoft Azure?

  • Updated

Airtame allows to display calendar events on the screen either via the Room Calendar feature in the appearance settings or using the Room Overview signage app. It is recommended to use a service account to connect to room resources.

In this guide, we’ll walk through the steps to create a service account, grant it the necessary permissions, and access meeting room events.

Step 1: Create a Service Account in Azure Active Directory (AAD)

  1. Log in to Azure Portal and navigate to Azure Active Directory
    • Go to https://portal.azure.com and log in with an admin account.
    • In the left-hand navigation pane, click on Azure Active Directory (AAD).
  2. Create a New User
    • Go to Users > + New User.
    • Select Create user.
    • Fill in the following details:
      • User name: Choose a user name, e.g., meetingroom.service.
      • Name: Enter a descriptive name like "Meeting Room Service Account."
      • Password: Either auto-generate or create a secure password.
    • Click Create to finalize the service account.

Step 2: Assign Microsoft 365 Licenses (If Required)

Depending on your organization's license requirements, the service account may need a Microsoft 365 license to access mailbox and calendar data.

  1. Go to the Azure AD User Profile
    • Navigate back to Azure Active Directory > Users, then search for the service account you just created.
    • Click on the account and select Licenses > Assign licenses.
  2. Assign a License
    • Choose a license that includes Exchange Online (e.g., Microsoft 365 E1, E3, or similar).
    • Click Save to apply the license.

Step 3: Grant Calendar Permissions to the Service Account

To allow the service account to access meeting room calendars, you need to assign specific permissions.

  1. Open Exchange Admin Center (EAC)

    Go to https://admin.exchange.microsoft.com and log in with an admin account.

  2. Set Calendar Permissions via PowerShell (Recommended)

    You’ll need to connect to Exchange Online PowerShell to grant the service account access to meeting room events.

    • Open PowerShell on your computer and run the following commands to connect to Exchange Online:

      Install-Module ExchangeOnlineManagement
Connect-ExchangeOnline -UserPrincipalName youradmin@yourdomain.com

    • Run the following command to grant delegate access to the meeting room calendars:

      Add-MailboxFolderPermission -Identity "MeetingRoom1@yourdomain.com:\\Calendar" -User meetingroom.service@yourdomain.com -AccessRights Reviewer

      This grants the service account Reviewer access, allowing it to view calendar details but not make changes.

  3. Repeat for Other Meeting Room Mailboxes

    If your organization has multiple meeting rooms, run the above command for each room calendar.

Step 4: Verify Calendar Access

Once permissions are set, you can verify that the service account has the expected level of access.

  1. Log in as the Service Account
    • Go to https://outlook.office.com and log in using the service account credentials.
    • Navigate to Calendars and try to open a meeting room calendar to confirm that events are visible.

Alternatively, you can try to fetch events from Airtame Cloud.

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