O365 Integration

1.0 Introduction

O365 integration with pivot streamlines the service scheduling workflow, saving clients time and effort in the scheduling of resources to service a room.

When an incident is triggered in pivot, the room resource calendar data is pulled by pivot. All free times slot, within business hours, and for a 2-day period from the incident trigger are identified and stored. Then the incident notification email is sent to users, the client and the service provider, based on notification preferences. The incident notification will include the free timeslots, thereby allowing the service provider to request an open time slot for troubleshooting and resolving the incident that is aligned to room and resource availability.

No back and forth, just the right information, sent to the right people to save valuable resolution time.

2.0 What You Need Before Starting:

A pivot Client Admin Account
A Microsoft Admin account:
That has access to your room booking calendar
That has permissions to generating a “Service” Account

3.0 Walkthrough:

This Guide will walk you through with creating a Microsoft Office Service Account and configuring your pivot portal for O365 Integration

3.1 Create a service account

Login into your Office 365 administrator account.
Click on the app launcher icon and the Admin
On the left menu, click Users, then select Active Users.
Click Add a User.
Set the Display Name to pivot. Set the Username to pivot
Select "Let me create the password" and enter a password. Also, you need to uncheck "Require this user to change their password when they first sign in".
Click through the steps and click Finish Adding at the end

Navigate to your Office 365 Calendar.
Click the Share button at the top of the screen.
Send a share invite to the email address of the service account you created in Step 1 (pivot@your-domain-name.com). This will allow your service account to view rooms and events in your calendar.
Ensure that the share details are set to Can View All Details. This is necessary so that pivotnow.io knows who the meeting host is in the event of a technical issue.
After that, you need to sign in to outlook with the service account credentials, navigate to your mailbox and accept the invite.

3.3 Sign into pivot and connect the service account

Use a separate browser (incognito/private) to avoid automatic Microsoft logins
Log into your Client Admin pivot account
Navigate to the “Integrations” tab on the left
Select “Continue” under Microsoft: Office 365 Scheduling.
Navigate through the Steps, and on Step 3, click on “Sign In to Office 365”
- Sign into your newly created service account using the previous link. This will automatically perform a sign-in in the current window, make sure you are signed in to the service account created in the previous step.
Permission Requests will pop up for approval. Detailed description of why those permissions are requested is located at the bottom of this document
The page will refresh at this point

3.4 Select Calendar

Select “Connect” again on the Microsoft: Office 365 Scheduling
Under Calendar Name, select the Calendar that correlates to the Room booking Calendar
Under Location, select the Site Location that this calendar correlates to.
Select “Next”

3.5 Calendar Room Automapping

pivot will go through the calendar and pair up the Calendar room names to the pivot Room Names. You can make edits and changes after the initial setup. Select “Yes” if the rooms automapping is sufficient, or if you would like to manually map all your rooms, select “No”
Select “Next”

3.6 Final Completion

To finalize the Automatic Scheduling, navigate into your Integrations Tab, and under Microsoft Office 365 Scheduling, select “Manage”
Complete any Rooms to Map with your Schedule
Select “Complete Service Provider Profile” button
Enter your Service Provider details and SLA’s for each location

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