Explore Workplace Calendar Synchronization

  • Release version: Australia
  • Updated September 8, 2025
  • 3 minutes to read
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    Summary of Explore Workplace Calendar Synchronization

    The ServiceNow® Workplace Calendar Synchronization application enhances workplace reservation management by integrating reservations with employees’ calendar service providers like Microsoft Exchange Online and Google Calendar. This synchronization allows reservations made through ServiceNow Workplace Reservation Management or directly via calendar services to be reflected seamlessly across platforms, improving scheduling efficiency and visibility.

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    System administrators can use the out-of-the-box Guided Setup to configure and manage calendar synchronization settings, ensuring smooth integration between ServiceNow and supported calendar services.

    Key Features

    • Supported Calendar Services: Microsoft Exchange Online, Google Calendar, and Microsoft Exchange On-Premises (hybrid Exchange environments are not supported).
    • Bi-directional Reservation Management: Employees can create, update, or cancel workplace reservations either in Workplace Reservation Management or their calendar provider, with changes synchronized between both systems.
    • Reservation Details Synced: Information such as location, subject, start/end times, privacy settings, and invitees are synchronized to maintain consistency.
    • Availability Checks: Workplace room availability can be verified through either the calendar provider or the Workplace Reservation portal independently.
    • Sync Mechanisms: For Google Calendar and Microsoft Exchange On-Premises, synchronization deltas are used to efficiently update only changed events. Microsoft Exchange Online uses subscriptions and callback events for updates.
    • Administrative Controls: Admins configure calendar connections, specify which workplace items require synchronization, and monitor event synchronization activity.

    Practical Benefits for ServiceNow Customers

    • Streamlined Reservation Management: Employees access and manage all workplace reservations in one place, reducing double bookings and scheduling conflicts.
    • Improved User Experience: Users can plan meetings with attendees, locations, and reservation details directly through familiar calendar tools, with automatic synchronization to ServiceNow.
    • Centralized Room Synchronization: Only rooms listed in the ServiceNow Rooms [snwsdcoreroom] table are synchronized; spaces must be configured as rooms to appear in calendar integrations.
    • Enhanced Visibility: Administrators and employees benefit from up-to-date reservation data reflected consistently in both ServiceNow and calendar applications, supporting better workplace space utilization.

    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.

    The Workplace Calendar Synchronization application synchronizes reservation-related information based on the configuration made on the requested workplace room. When you synchronize with a calendar provider, the reservations are directly added to the calendars of your employees.
    Note:
    Workplace Calendar Synchronization Guided setup is available for system administrators and is provided out of the box with the application. The Guided setup can be accessed from All > Workplace Calendar Synchronization > Administration > Guided setup.
    Figure 1. Workplace Calendar Synchronization Guided Setup
    Workplace Calendar Synchronization Guided Setup configuration steps.
    The Workplace Calendar Synchronization application supports the following calendar services:
    • Microsoft Exchange Online
    • Google Calendar
    • Microsoft Exchange On - Premises
      Note:
      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

    As an admin, you can do the following:
    • 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.
    • For 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:

    Configuration form for the calendar provider.

    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

    When you synchronize your calendar provider and Workplace Reservation Management, whenever a reservation is created or updated, the following information is synchronized:
    • Details of the reserved location
    • Subject​ of the reservation
    • Start and end time​s of the reservation
    • Privacy of the reservation
    • Invitees of the reservation