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Connect your calendars: Exchange, Microsoft 365 and Webex

Calendar synchronization keeps Hamilton Meeting and your mail platform consistent: bookings appear in the room calendars, and meetings created in Outlook occupy the rooms in Hamilton Meeting. Webex integration links your video-conferencing rooms.

Configure the calendar connection

  1. Open Hamilton Meeting, click Administration, then "Calendar sync" in the Configuration section.

  2. Pick the Site (or "no selection" for all sites).

  3. Configure the connector matching your platform:

Exchange (on-premises EWS):

  • "Connection with Exchange": Yes/No.

  • "Agenda availability": also use Exchange for the attendee availability search.

  • Exchange URL, service account Username and Password, Domain and Exchange Version.

Microsoft Graph (Microsoft 365):

  • "Connection with Graph": Yes/No, plus "Agenda availability".

  • Tenant ID, Client ID and Client Secret of the application registered in your Microsoft tenant.

  1. Validate — "The modification was successful" confirms. The delete icon next to a connector resets its settings.

As the screen reminds you: "You must activate the sync on each room" — the connector alone synchronizes nothing.

Activate the sync per room

  1. Open each room in "Rooms management" (see "Create and configure meeting rooms").

  2. In the Calendar sync block: tick Synchronized and enter the room's calendar Email (the mailbox address of the room resource).

  3. Validate. The "Last date" field shows the room's last successful synchronization — your health check.

Connect Webex

  1. In the Configuration section, click "Webex connection".

  2. Pick the Site, enable the connection (Yes/No) and complete the Webex credentials, then validate.

  3. On each video room, tick Synchronized in the Webex sync block. Online meetings booked in these rooms get their join link automatically ("Join the meeting" on the booking detail).

Verify

  1. Book a synchronized room in Hamilton Meeting and check the meeting appears in the room's calendar.

  2. Create a meeting in Outlook inviting the room, and check the booking appears in Hamilton Meeting.

  3. Watch the per-room "Last date" fields after each test.

Good to know

  • The availability agenda used by bookers (see "Add participants and check their availability") relies on the "Agenda availability" option to query real calendars.

  • Presence control profiles can auto-release synced meetings too — see "Configure access control and presence control".

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