Create and configure room resources in Exchange

Each Robin meeting room is tied to a shared resource calendar on your Exchange server. This makes it easy to add the room to meeting invitations and book space through either Outlook or Robin. 

Overview

Each room you want Robin to manage will need a room resource calendar. If you already have them, skip ahead to the configuration steps.

Creating a room resource in Exchange

If you don't already have room resources for your office, they're easy to set up. There are two ways to create room resources in Exchange versions 2007 and 2010, via shell or console.

Shell

Open Exchange management shell. Run the command:

New-Mailbox -Name 'Conference Room' -Alias 'conference_room' -UserPrincipalName 'conference_room@your_domain' -SamAccountName 'conference_room' -FirstName 'Conference' -Initials '' -LastName 'Room' -Equipment

Make sure 'your_domain' is the domain of your organization, and fill in the "Conference Room" fields with the room's details instead. 

Console

1
On the Exchange Server, open up Exchange Management Console (EMC).
2
Navigate to Recipient Configuration>Mailbox
3
On the right “Actions” pane, click “New Mailbox”

4
Select “Room Mailbox”
5
Select “New User”
6
Enter information about your conference room(s)
7
Enter an alias for the mailbox. This can be something like “conference_room”, “call_room”, etc.
8
Finish the setup and the room should be created. Repeat until you've created resource mailboxes for all of your bookable rooms. 

Configure each room

Once you have room resources established for your rooms, you'll want to configure them to include important details like title, description, privacy settings, prevent conflicts, etc. The following configuration ensures this information is passed through to Robin.

All rooms via shell

Open Exchange management shell. Run the command:

Get-Mailbox -RecipientTypeDetails RoomMailbox |Set-CalendarProcessing -Identity "conference_room” -AddOrganizerToSubject $false -DeleteSubject $false -DeleteComments $false -RemovePrivateProperty $false -DeleteAttachments $false -AutomateProcessing AutoAccept

Single room via shell

Open Exchange management shell. Run the command:

Set-CalendarProcessing -Identity "conference_room” -AddOrganizerToSubject $false -DeleteSubject $false -DeleteComments $false -RemovePrivateProperty $false -DeleteAttachments $false -AutomateProcessing AutoAccept

Single room via console

1
Right-click the room resource you wish to modify in EWC and click “Properties”
2
Navigate to the “Resource Information” tab and uncheck the following:
  • Delete attachments
  • Delete comments
  • Delete the subject
  • Add the organizer’s name to subject
  • Remove the private flag on an accepted meeting
3
Optional: To enforce booking/cancellation policies enable the Resource Booking Attendant in the “Resource General” tab.

Next up

Pair your room resource calendars with spaces in Robin. 

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