Consolidate your meeting rooms into a single, intuitive view and simplify the booking process for your entire team.

How it works

Users can book rooms via Team Today or Outlook as they normally would. By managing rooms in Team Today, you can filter by specific requirements—such as a 6-person capacity or the presence of a TV—across any office location.

For the best experience, we recommend syncing your Team Today rooms with Outlook.

There are two types of Meeting Rooms in Team Today:

• Team Today Rooms: Managed exclusively within the app. These do not sync with Outlook calendars; they simply send an email confirmation to the booker.
• Outlook Integrated Rooms: These are linked to existing Outlook room mailboxes via their email address. This allows the two calendars to communicate, ensuring that a booking in one platform marks the room as "Busy" in the other.
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Setting up

Note: We recommend an IT Admin performs the initial setup to ensure Outlook sync permissions are correctly enabled.

1. Login: Access Team Today via the web portal or the MS Teams app.
2. Navigate: Go to Settings > Management > Meeting Rooms.
3. Add Room: Select 'Add a Meeting Room' and configure the settings (capacity, features, etc.) to match your physical space.
4. Confirm: The room will now appear under the Meeting Room tab.

Need a Floor Plan? To add your new room to an interactive office floor plan, please contact support@team-today.com.
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Connecting to Outlook (Sync)

Requirement: An IT Admin must perform these steps to authorise Microsoft permissions.

1. Follow the setup steps above to create the room in Team Today.
2. As an IT Admin, click the Set up permissions button.
3. Authorize: Accept the permission request from Microsoft.
4. Link Email: Enter the specific Outlook meeting room email address in the provided input box.
5. Save: Tap Save Changes.

Once configured, any meeting booked in Outlook will automatically show the room as "Busy" within Team Today.

Note: Creating a room in Team Today does not create a mailbox in Outlook. Your IT admin must set up the Outlook room separately in the Microsoft 365 admin centre.
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Advanced Admin Features: Guest Bookings & Permissions

For larger teams and Executive Assistants, Team Today offers deeper integration to allow for booking on behalf of others.

1. Reserve Rooms for Other Users

To allow Admins to reserve rooms for colleagues, Application-level permissions for Outlook are required.

• Once enabled, Office Admins (and above) can select a "Host" when making a booking.
• The reservation will appear directly on the chosen user's calendar.

2. Comprehensive Calendar Integration

By granting Team Today wider calendar access, you can manage and view full details of Outlook meeting room bookings directly within the Team Today interface. This provides a "single source of truth" for office occupancy and room usage.

How to Enable Advanced Permissions

Note: An IT Administrator must perform this action to authorise permissions on behalf of the organisation. Your Tenant ID must be set before proceeding.

1. Navigate to Company Settings.
2. Locate the Azure and Active Directory Settings section.
3. Click Accept Permissions and follow the Microsoft prompts to authorise the connection.
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Making a Booking

1. Go to the Team View.
2. Click the Meeting Rooms link on the right-hand side to open the Room Finder.
3. Filter: Select your desired office and date. Use the sidebar to filter by room features (e.g., AV equipment).
4. Reserve: Select a time slot and enter your meeting title to finalize the booking.

Important Privacy Note:

• Bookings made in Team Today: The meeting title will be visible to others.
• Bookings made in Outlook: The room will show as "Busy," but the meeting title remains hidden for privacy.