Explore Workplace Calendar Synchronization

Release version: Xanadu

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 synchronizing reservations with popular calendar service providers such as Microsoft Exchange Online, Google Calendar, and Microsoft Exchange On-Premises. This synchronization allows employees to seamlessly make, update, or cancel workplace reservations either through ServiceNow or directly via their calendar applications, ensuring all reservation details are consistently reflected across platforms.

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Note that the application does not support hybrid Microsoft Exchange environments and uses the calendar service as the primary source for reservation data. Availability checks can be done through either the calendar provider or the Workplace Reservation Management portal independently.

Key Features

Guided Setup for Administrators: System administrators can easily configure synchronization via an out-of-the-box Guided Setup accessible within the ServiceNow platform.
Supported Calendar Services: Integration supports Microsoft Exchange Online, Google Calendar, and Microsoft Exchange On-Premises.
Connection and Synchronization Configuration: Admins can establish connections to calendar services, configure which workplace items require synchronization, and monitor calendar events and updates.
Efficient Updates Handling: For Google Calendar and Microsoft Exchange On-Premises, synchronization deltas are used to retrieve only incremental changes, optimizing update processes. Microsoft Exchange Online uses subscription and callback events instead.
Reservation Management for Employees: Employees can create, modify, or cancel reservations either in Workplace Reservation Management or their calendar provider. Reservation details such as attendees, location, and privacy settings can be updated, with information synchronized bidirectionally.
Unified Reservation Visibility: All workplace reservations are viewable in one place, improving user convenience and reducing scheduling conflicts.

Important Considerations

Reservations created via calendar providers cannot be edited in the Workplace Reservation Management application.
Only workplace rooms listed in the Rooms [snwsdcoreroom] table are synchronized. To synchronize other spaces, they must be added to this table as rooms.

Synchronized Reservation Information

When synchronization occurs, the following reservation details are exchanged to keep calendars aligned:

Reserved location details
Reservation subject
Start and end times
Privacy status
List of invitees

Benefits for ServiceNow Customers

By leveraging Workplace Calendar Synchronization, ServiceNow customers can provide employees with a seamless reservation experience that integrates directly with their everyday calendar tools. This reduces double bookings, streamlines reservation management, and increases transparency of workplace resource usage, ultimately enhancing organizational productivity and workplace coordination.

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.

Workplace Calendar Synchronization Guided Setup configuration steps. — Figure 1. Workplace Calendar Synchronization Guided Setup

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:

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 times of the reservation
Privacy of the reservation
Invitees of the reservation