Purpose

This article outlines the steps for enabling the Room Reservation feature in the 365 Catering Back Office site for Accounts.
 

Process

365 Support/Implementation guides the Caterer through the configuration process, while the customer's IT team completes the Microsoft tenant-specific configuration and grants the required permissions.
 

Confirm the Integration Approach

Use Microsoft API with application permissions, also known as app-only access. Using app-only access allows 365 Catering's Back Office application to access room calendar data without requiring an individual user to be signed in.
 

Location/Client Side Set Up

Create or Use a Microsoft Entra App Registration

1. Sign in to the Microsoft Entra admin center with an account that can create app registrations. Likely an Administrator account.
    
2. Go to Applications > App registrations.
    
3. Select New registration.
    
4. Name the app appropriately, such as Spoonfed Room Reservation Integration.
    
5. Select Accounts in this organizational directory only unless 365 Catering Support or Implementation instructs otherwise.
    
6. Select Register.
    
7. Copy the Application (client) ID and Directory (tenant) ID from the overview page.

Add Microsoft Graph API Permissions

1. Open Microsoft Entra app registration.
    
2. Go to API permissions.
    
3. Select Add a permission.
    
4. Select Microsoft Graph.
    
5. Select Application permissions.
    
6. Add Calendars.Read and Calendars.ReadWrite as Spoonfed must create, update, or cancel room reservations.
    
7. Use the permission required for the agreed integration scope.
    

Grant Admin Consent

1. After adding the required Microsoft Graph application permissions, select Grant admin consent.
    
2. Confirm that the consent status changes to Granted.

Only an authorized administrator should approve these permissions.

Identify the Room Mailboxes to Enable

1. In the Microsoft 365 admin center or Exchange admin center, confirm that each reservable room is configured as a room mailbox.
    
2. Create a dedicated room mailbox that 365 Catering will be authorized to access.
    
3. Use this mailbox as the central account that stores and manages all room calendars.
    
4. Configure the mailbox to contain multiple room calendars, with each calendar representing an individual meeting room or reservable space.
    
5. Use the expected structure of one mailbox with multiple room calendars.
    
6. Confirm whether the Caterer/365 Catering requires both room availability access and the ability to create, update, and cancel room bookings.
    

Create a Client Credential for 365 Catering Back Office

1. In the Microsoft Entra App Registration, go to Certificates & secrets.
    
2. For production a certificate or managed/federated credential is preferred where possible.
    
3. Copy the secret value immediately if it is not shown again.
    
4. Store the credential securely.
    
5. Share the credential with 365 Catering only through an approved secure channel.
    

Caterer/365 Catering Setup

Configure in 365 Catering Back Office

1. Log into 365 Catering Back Office.
    
2. Navigate to the Account in which to set up Room Reservations.
    
3. Go to Setup Module > Features.
    
4. Fill out the required fields.
   1. Directory (tenant) ID
       
   2. Application (client) ID
       
   3. Client secret value or certificate details - Provide details based on the agreed authentication method.

   4. Account email address

      

5. Inform 365 Catering of the:
   1. Permission scope granted - For example, read-only availability or read/write reservation management.
       
   2. Environment details - For example, production or test tenant.
       
6. Click Save.
    

Validate the Integration with 365 Catering

1. Ask Spoonfed Support to confirm successful authentication using the tenant ID, client ID, and credential.
    

2. Spoonfed will verify that Back Office can read availability for an approved room.

   

3. If write access is enabled, create a test reservation for an approved room.
   
   
4. Confirm that the reservation appears correctly in Outlook or the room calendar.
    
5. Confirm that Back Office cannot access non-approved user or shared mailboxes.
    
6. Remove test reservations after validation is complete.