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How to configure room resources for a service account in Microsoft 365?

  • Updated

In Airtame, service accounts can be used to check meeting room availability and view scheduled meetings. However, for this to work correctly, room resources must be properly configured. Below are the key steps to ensure that a service account has the necessary permissions and access.

1. Assign Permissions to the service account

By default, room mailboxes may not expose their full calendar details. To allow a service account to check availability and see meetings, you must grant it appropriate permissions.

Check Current Permissions

Use the following PowerShell command to verify the current permissions for a room mailbox:

Get-MailboxFolderPermission -Identity room_name@yourdomain.com:\\Calendar

If the service account is missing or has insufficient permissions, proceed with assigning the correct access.

Assign Reviewer Permissions

To allow the service account to read all meeting details, use:

Add-MailboxFolderPermission -Identity room_name@yourdomain.com:\\Calendar -User serviceaccount@yourdomain.com -AccessRights Reviewer

The Reviewer role grants read-only access, including meeting subjects, organizers, and times. Since the service account will only be querying events and not booking meetings, this level of access is sufficient.

2. Make Sure Room Resources are Not Hidden

Room mailboxes may be hidden from the Global Address List (GAL), preventing your service account from seeing the room when querying availability. This can be checked and modified using PowerShell or the Exchange Admin Center.

Check if the Room is Hidden

To check whether a room mailbox is hidden from the GAL, run the following PowerShell command:

powershell
CopyEdit
Get-Mailbox -Identity room_name@yourdomain.com | Select-Object HiddenFromAddressListsEnabled

If the result is True, the room is hidden from the address list and may not be discoverable by your service account.

Unhide the Room

If the room is hidden, you can make it visible using the following PowerShell command:

powershell
CopyEdit
Set-Mailbox -Identity room_name@yourdomain.com -HiddenFromAddressListsEnabled $False

Alternatively, you can use the Exchange Admin Center (EAC):

  1. Go to Microsoft 365 Admin Center and open Exchange Admin Center.
  2. Navigate to Recipients > Resources.
  3. Select the room mailbox and click Edit.
  4. Under the General tab, uncheck Hide from address lists.
  5. Click Save.

Making the room visible ensures that your service account can successfully query its availability and booked meetings.

 

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