How to Set Up a Conferfly Account and Grant It Access to All Rooms on Microsoft 365

To manage Conferfly conference rooms effectively and securely in the app, create a dedicated resource account. Follow these steps to set up the account in Microsoft 365, integrate it with Conferfly, and grant the needed permissions.

Note: If you have fewer than 3 rooms, consider signing up each room with a conference room resource account on Conferfly (Conferfly account for each room) and skip the steps below. Ensure the room account has a Teams room license. to learn how to add it, click here.

Step 1: Create an Account for Conferfly in Microsoft 365

1. Go to the Microsoft 365 Admin Portal.
2. Create a new resource with the type "Room."
3. Set the new resource email address to something like [email protected].
4. Set a password for [email protected] under the Users section, and ensure that the password does not need to be changed or expire for this service account.

Here's an example of the steps above.

Step 2: Sign Up for Conferfly with the New Account and Import Rooms

1. Go to the Conferfly.com website.
2. Sign up using the [email protected] email.
3. Follow the Conferfly prompts to import all your rooms.

Step 3: Grant the Conferfly account access to calendars of rooms.

On your local PC, open PowerShell as Administrator by right-clicking on PowerShell and selecting "Run as Administrator". Then, run the following commands:

Install the Exchange Online Management Tool:

Install-Module -Name ExchangeOnlineManagement

Set the Execution Policy:

Set-ExecutionPolicy RemoteSigned -Scope CurrentUser

Import ExchangeOnlineManagement

Import-Module ExchangeOnlineManagement

Log in to Exchange Online via PowerShell:

Replace [email protected] with your admin email.

Connect-ExchangeOnline -UserPrincipalName [email protected] -ShowProgress $true

Grant Access to the new Conferfly account:

Replace room@mycompany.com with your room email and conferfly@mycompany.com with your Conferfly account email.

Add-MailboxFolderPermission -Identity [email protected]:\Calendar -User [email protected] -AccessRights Editor

Enable Showing Meeting Title and Description for Events:

Replace room@mycompany.com with your room email.

Set-CalendarProcessing -Identity [email protected] -AddOrganizerToSubject $false -DeleteComments $false -DeleteSubject $false -RemovePrivateProperty $false

Repeat the last two commands for each room you have.

Here's an example of running the commands above.

Note: If you are still unable to see the meeting details, try creating a new event. Older calendar events may retain previous sharing settings.

By following these steps, you can efficiently manage your conference rooms through Conferfly using a dedicated account in Microsoft 365. This setup ensures that the Conferfly account has the necessary permissions to view all necessary conference room calendars, streamlining the room management process.

If you need assistance, please reach out to us at [email protected], and we will be happy to help you.