Microsoft Exchange On-Premise with Flexopus

What is Microsoft Exchange On-Premise synchronization?

The Microsoft Exchange On-Premise integration connects your locally hosted Exchange server to Flexopus via the EWS (Exchange Web Services) protocol. EWS is a Microsoft-provided interface that enables access to calendar and booking data.

Flexopus uses a dedicated service account with impersonation rights to read and write to meeting room resource calendars. Synchronization occurs in real time and in both directions: bookings from Outlook appear in Flexopus and vice versa.

The following data is synchronized: booking name, start and end time, attendees, description, location, online meeting link, and the private status of the appointment.

What is the purpose of the integration?

The integration connects your existing Exchange infrastructure with Flexopus room management without requiring employees to change their familiar booking habits in Outlook. At the same time, it opens up new possibilities for managing and using meeting rooms.

Typical use cases:

• Transparency for everyone: Employees can see who booked a room and when in the Flexopus live plan, even if the booking was made in Outlook.
• On-site room displays: With digital meeting room displays, employees can book rooms right at the door—no laptop or smartphone required.
• Bookings via Flexopus: In addition to Outlook, rooms can be booked directly in Flexopus. Microsoft Exchange remains the primary source of data.
• External users: People without a Microsoft 365 license can reserve rooms via Flexopus.
• Room statistics & analytics: Usage data from Exchange can be analyzed in Flexopus to understand meeting room utilization.
• Catering & services: Bookings can be linked to catering or facility requests—directly in Flexopus or via the Outlook add-in.

How easy is the integration?

Setting up the Microsoft Exchange On-Premise integration requires some technical preparation on the Exchange side, but it is clearly structured and well-documented.

Essentially, three steps are required: First, EWS must be enabled on your Exchange server and the Flexopus server must be made accessible. Next, a service account with the necessary impersonation rights is created. Finally, you enter the credentials into Flexopus and link the individual meeting rooms to their respective Exchange resource mailboxes.

Note: The integration is currently available as a beta feature. Our support team will assist you with the setup. Ready to get started? You can find a complete step-by-step guide to the setup in our Help Center.

What are the benefits of the integration?

• Bidirectional real-time synchronization: Bookings from Outlook appear immediately in Flexopus—and vice versa. No manual reconciliation needed.
• No double bookings: Microsoft Exchange remains the primary source of data. Every booking is confirmed by Exchange before it becomes effective.
• Support for many Exchange versions: Compatible with Exchange 2007 through 2019, allowing even older on-premise environments to be integrated.
• Advanced room features: Digital room displays, usage statistics, catering services, and the Outlook add-in are enabled by the integration.
• Data protection compliant: Flexopus only reads the necessary calendar data from meeting room resources. Personal calendars are only included if required for the booking function.
• Flexible booking model: Employees can continue to book via Outlook or additionally use Flexopus and the room displays.