How to process external meeting requests in a shared coworking space

To illustrate this common challenge, we’ll start with a classic example:

Example
Company A, B and C share an office space with 5 meeting rooms. Company A is the main organization/owner/landlord and wants to offer its tenants (Company B and C) to book shared meeting rooms within the coworking space.

Problem
Since all 3 organizations have their own independent email domains, by default, those organizations that do not belong to the domain owner account in which the rooms were set up, won’t be able to book these rooms because they are external.

Solution
Select one main organization running Office 365 as the account holder and integrate that account with the GOGET backend. Then, configure the room mailboxes of the main account to process external meeting requests in Microsoft Powershell.

Next, we’ll show you how to do this.

Step 1
Run Powershell as an Administrator

Step 2
Run the following command:

Set-CalendarProcessing -Identity "Meeting Room Alpha" -ProcessExternalMeetingMessages $true

Alternatively, just type the mailbox address

Set-CalendarProcessing -Identity meetingroomalpha@your-domain.xyz -ProcessExternalMeetingMessages $true

Done! External users will now be able to book and edit events for this room.

 

Note 1: The room email address needs to be known and added as an invited user. The Outlook Room Finder will not work for external users. It’s recommended to add rooms to the address book

Note 2: The external user will receive an email reply if the booking request has been approved or rejected.