Tactic allows you to sync your organization's enterprise Tactic account with Outlook Room Calendars from Exchange Admin Center. This will allow your team members to make Meeting Room reservations in Outlook Calendar, have the reservation sync to Tactic and vice versa.
- Once the Tactic x Outlook Calendar integration is live, it will be available for all Users in your Tactic environment.
- If your Meeting Rooms in Exchange have specific configuration rules like restricting access to certain users, auto decline, etc. these settings will need to be mirrored to the Meeting Room Resource on your Tactic Map.
Step 1: Integrate Tactic With Outlook
- To start the integration process, login to Tactic using an Admin User account and navigate to your Profile on the bottom left > Settings > Integrations & Apps.
- Once there, click on the Organization Integrations tab, then click Get Started next to the Outlook icon.
- You will be greeted with the Microsoft login screen. You must sign in with a Microsoft Administrator Account that has access to your organization's Exchange Admin Center. The Tactic x Outlook Calendar integration requires org-wide permissions that only an Administrator can approve.
- Once you login to Microsoft using Administrator credentials, you will be shown the permissions screen. You can review the permissions and then click Allow to complete the setup.
- You will then be directed back to the Tactic integrations settings page. If the integration was successfully added, you will now see a button that says Linked next to the Outlook icon.
Step 2: Link Tactic Meeting Rooms With Outlook Room Calendars
The last step in the integration process is to link your Outlook Room calendars' emails to your Tactic Meeting Rooms. To complete this, follow the steps below:
- First, navigate to your Profile on the bottom left > Settings > Facilities
- Navigate to the Meeting Rooms tab and click the pencil icon for the Meeting Room you are wanting to link.
- In the edit modal, select the Calendars tab where you can paste the Meeting Room email address from your organizations Microsoft Exchange Admin Portal. (e.g. "southcnfroom@company.com")
- Hit the "enter" button on your keyboard after providing the Exchange Email address to save your work. You will see the green "Connected" status when you are complete.
- Repeat for any other rooms you would like to sync.
Congratulations! You have successfully linked Tactic with your Outlook Room calendars. Any events you create in Outlook with Meeting Rooms as the "location" field will now be synced to Tactic and any Meeting Room reservations made in Tactic will now be synced to your organization's shared Outlook calendar.
Recommendation: Set Properties on Rooms within Exchange Admin Center
This step is optional but will help prevent double bookings from occurring on your room calendar. To get to the settings pane for a room calendar, navigate to: Exchange Admin Center > Recipients > Resources.
Once you have the settings pane open, ensure that the following properties are set properly:
- Auto Accept Invitations - Under Manage Settings, the booking option, Auto-accept meeting request should be checked. This makes reserving an open room faster and overlapping reservations less likely to happen.
💡 Note: If the Exchange email address that you save into Tactic has a typo, it will not successfully save when setting up this integration. Ensure that the email address you provide Tactic is accurate and matches what you have set up in your Exchange Admin Center.
💡 Note: If you make any changes to your Meeting Rooms within Exchange Admin Portal, it may require to you re-link the Meeting Room within Tactic. Changes like editing the Meeting Room's label, exchange email address, or configuration settings within Exchange can sometimes disrupt the sync between Outlook & Tactic.