Microsoft Exchange On-Premise with Flexopus

What is Microsoft Exchange On-Premise Synchronization?

The Microsoft Exchange On-Premise Integration connects your locally operated Exchange server to Flexopus via the EWS (Exchange Web Services) protocol. EWS is an interface provided by Microsoft that allows access to calendar and booking data.

Flexopus uses a dedicated service user with impersonation rights to read and write to the resource calendars of meeting rooms. Synchronization takes place in real time and in both directions: bookings from Outlook appear in Flexopus and vice versa.

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

What is the purpose of integration?

The integration connects your existing Exchange infrastructure with Flexopus' room management – without requiring employees to change their usual booking behavior in Outlook. At the same time, it opens up new possibilities for the management and use of meeting rooms.

Typical use cases:

• Transparency for everyone: Employees can see in the Flexopus Live Plan who booked a room and when – even if the booking was made in Outlook.
• On-site room displays: With digital meeting room displays, employees can book rooms directly outside the door – without a laptop or smartphone.
• Bookings via Flexopus: In addition to Outlook, rooms can be booked directly in Flexopus. Microsoft Exchange remains the leading data source.
• External bookers: People without a Microsoft 365 license can reserve rooms via Flexopus.
• Room statistics & Analyses: Usage data from Exchange can be evaluated in Flexopus to understand the occupancy of meeting rooms.
• Catering & Services: Reservations can be linked to catering or facility orders—either 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 is clearly structured and well documented.

Essentially, three steps are necessary: First, EWS must be activated on your Exchange server and the Flexopus server must be made accessible. Next, a service user with the necessary impersonation rights is created. Then you enter the access data in Flexopus and connect the individual meeting rooms to the respective Exchange resource mailboxes.

Note: This integration is currently available as a beta feature. Our support team will assist you with the setup. Ready to start? For complete step-by-step setup instructions, please visit our Help Center.

What are the advantages of integration?

• Bidirectional real-time synchronization: Bookings from Outlook appear immediately in Flexopus – and vice versa. No manual adjustment required.
• No duplicate bookings: Microsoft Exchange remains the leading data source. Each booking is confirmed by Exchange before it becomes effective.
• Support for many Exchange versions: Compatible with Exchange 2007 to 2019, so that older on-premises environments can also be integrated.
• Enhanced room functions: Digital room displays, usage statistics, catering service and the Outlook add-in are made possible through integration.
• Data protection compliant: Flexopus only reads the necessary calendar data of the meeting room resources. Personal calendars are only integrated if required for the booking function.
• Flexible booking model: Employees can continue to book via Outlook or additionally use Flexopus and the room displays.