Explore Workplace Calendar Synchronization
Summarize
Summary of Explore Workplace Calendar Synchronization
The ServiceNow® Workplace Calendar Synchronization application enhances workplace reservation management by synchronizing reservations with popular calendar services such as Microsoft Exchange Online, Google Calendar, and Microsoft Exchange On-Premises. This integration allows employees to create, update, and manage workplace reservations seamlessly through either ServiceNow Workplace Reservation Management or their organization's calendar provider, ensuring all reservation details are consistently reflected across platforms.
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Key Features
- Calendar Synchronization: Reservations made in ServiceNow or calendar providers are automatically synchronized, adding events directly to employees’ calendars.
- Supported Calendar Services: Microsoft Exchange Online, Google Calendar, and Microsoft Exchange On-Premises are supported; hybrid Microsoft Exchange environments are not supported.
- Guided Setup: System administrators can configure synchronization and connection settings using an out-of-the-box Guided Setup available within ServiceNow.
- Connection and Synchronization Settings: Admins can configure calendar service connections, specify workplace items for synchronization, and monitor calendar events.
- Efficient Updates: Synchronization uses delta tokens (Sync deltas) for Google Calendar and Microsoft Exchange On-Premises to retrieve only changes since the last sync, improving efficiency. Microsoft Exchange Online uses subscriptions and callback events for updates.
- Reservation Management for Employees: Employees can create, update, or cancel reservations from either ServiceNow or their calendar provider, with changes synchronized across platforms. Reservation details such as attendees, location, and timings are editable on the calendar side but not editable in ServiceNow if created via calendar providers.
- Availability Checks: Employees can check workplace item availability through both ServiceNow and their calendar provider.
- Unified View: All workplace reservations are consolidated in a single view within ServiceNow for easy management.
- Data Scope: Only rooms listed in the Rooms [snwsdcoreroom] table are synchronized. To synchronize other spaces, they must be added as rooms in this table.
Synchronized Information
When synchronization occurs, the following reservation details are exchanged between ServiceNow and the connected calendar provider:
- Reserved location details
- Reservation subject
- Start and end times
- Privacy settings
- Invitees
Practical Benefits for ServiceNow Customers
By implementing Workplace Calendar Synchronization, ServiceNow customers can streamline workplace reservation workflows, reduce double-bookings, and improve employee experience by integrating workplace resources with familiar calendar tools. This approach ensures real-time updates, consolidated reservation management, and enhanced coordination between workplace space management and employee calendars.
Enhance your workplace reservation experience. Synchronize your reservations with your calendar provider by using the ServiceNow® Workplace Calendar Synchronization application. Enable your employees to make reservations with ServiceNow® Workplace Reservation Management or with your organization's calendar service providers, such as Microsoft Exchange Online.
- Microsoft Exchange Online
- Google Calendar
- Microsoft Exchange On - PremisesNote:Workplace Calendar Synchronization does not support hybrid Microsoft Exchange environments.
The Workplace Calendar Synchronization application uses the calendar service as the primary source. However, the availability for a workplace room can be checked either using the calendar provider or the Reservation portal separately. Events are sent and received from the calendar provider for updates. The calendar provider confirms reservations on rooms created using the Workplace Reservation Management Reservation portal.
Specify your connection and synchronization settings
- Configure connections with a calendar service.
- Configure workplace items that require synchronization when they’re reserved.
- Monitor events and calendar events that are created in the applications. For information about how events work, refer to Events in Workplace Calendar Synchronization.
- For Google Calendar and Microsoft Exchange, receive calendar updates via synchronization deltas (Sync deltas). A Sync delta contains a token using which the application retrieves only the changes that happened since the last
interval instead of displaying the complete calendar history of the workplace item.Note:If you’re using Microsoft Exchange Online, you cannot view synchronization deltas.
- Microsoft Exchange Online, receive calendar updates through subscriptions and callback events. A callback event triggers the application to retrieve the calendar information.
- For Google Calendar and Microsoft Exchange On Premises, receive calendar updates via synchronization deltas (Sync deltas). A Sync delta contains a token using which the application retrieves only the changes that happened since the last interval instead of displaying the complete calendar history of the workplace item.
You can create a connection with your calendar service by using the following configuration form:
Create or update reservations
As an employee, you can do the following:- Make a reservation for a workplace item in both the Workplace Reservation Management application and synchronize it with your calendar service.
- Update a reservation or cancel a reservation using the calendar provider or the Workplace Reservation Management application. View the reservation details, add attendees, change location or more.Warning:Reservations that are created using calendar providers cannot be edited in the Workplace Reservation Management application
- Check the availability of workplace items using both Workplace Reservation Management and your calendar service.
- Using the calendar provider, plan meetings, add a location, invite attendees and more. The meeting is synchronized to Workplace Reservation Management as a reservation.
- See all your workplace reservations in a single place.Note:Only rooms added in the Rooms [sn_wsd_core_room] table are synchronized using the calendar provider. To synchronize spaces, that spaces must be added as rooms in the Rooms [sn_wsd_core_room] table.
Synchronized information
- Details of the reserved location
- Subject of the reservation
- Start and end times of the reservation
- Privacy of the reservation
- Invitees of the reservation