This is a two-way calendar integration, meaning room bookings created in either Outlook or Kadence will automatically sync between both platforms.
Prerequisites
Before you get started, make sure that:
You are a Global Admin in Kadence
You have admin access to Microsoft Entra ID, or support from your Microsoft admin
All rooms you want to book exist on one Microsoft tenant. Kadence can only integrate with one Microsoft tenant at a time.
For Microsoft multi-tenant environments, we recommend using a service account. See our Service Accounts Section for more information.
Step 1: Find your Microsoft Tenant ID
Log in to the Microsoft Entra admin center
Navigate to Identity → Overview
Copy the Tenant ID from the Tenant information section
You’ll use this Tenant ID when connecting Outlook to Kadence.
Step 2: Connect Outlook with Kadence
The user granting consent must be:
Global Administrator or Privileged Role Administrator
Cloud Application Administrator or Application Administrator
Log in to Kadence
Navigate to Settings → Integrations
Scroll to Calendar Integration
Click Add calendar integration
Click Connect next to Outlook
Enter your Microsoft Tenant ID
Click Setup Integration
You’ll be redirected to Microsoft Entra ID to grant consent.
Grant the following permissions when prompted:
Place.Read.AllUser.Read.AllCalendars.ReadWrite
Once complete, Outlook and Kadence will be connected.
Step 3: Create Rooms in Microsoft 365
Rooms must exist in Microsoft 365 before they can be linked to Kadence.
Log in to the Microsoft 365 Admin Center
Click Show all
Navigate to Resources → Rooms & equipment
Click Add resource
Select Room as the resource type
Enter the room details (name, capacity, location)
Click Save
See this Microsoft guide for more information.
Step 4: Create Rooms in Kadence
Once rooms exist in Microsoft 365, you’ll need to create matching room resources in Kadence.
Follow the steps in our Create Resources Guide to create a room
Paste the room’s Microsoft calendar email into the room mailbox field
Once both systems have a matching room, Kadence will automatically sync availability and bookings.
Newly created Microsoft rooms may take up to 6 hours to become available for linking.
Adding rooms to your floorplan map
If the room should appear on your interactive floorplan follow our Floorplan Submission Guide to have it added to your map.
How the Integration Works
Outlook is the source of truth
Kadence listens for events created in linked room calendars
When a room is booked in Outlook, the booking appears in Kadence shortly after
When a room is booked in Kadence, Outlook creates an event and invites the room
Tips for Successful Room Syncing
To avoid issues, ensure that:
All rooms exist on the same Entra ID tenant
Rooms are cloud-based (Microsoft 365), not on-premises
Rooms are visible in the Global Address List (GAL)
Rooms are not soft-deleted or disabled
New rooms are at least 6 hours old
Frequently Asked Questions
Can I connect more than one Microsoft tenant?
Can I connect more than one Microsoft tenant?
No, Kadence supports one Microsoft tenant per account. For multi-tenant setups please see our Service Accounts Guide.
What is the Kadence Rooms application ID in Entra?
What is the Kadence Rooms application ID in Entra?
The Kadence Rooms enterprise application ID in Entra ID is
ae5d557a-0bfc-4c36-acf6-b097f6ab4ed7
Can users book rooms directly from Outlook?
Can users book rooms directly from Outlook?
Yes, bookings made in Outlook will automatically sync into Kadence.
Do Microsoft room settings override Kadence settings?
Do Microsoft room settings override Kadence settings?
Yes, settings configured in Microsoft 365 take priority.
Can select delegates accept or decline meetings on behalf of meeting rooms?
Can select delegates accept or decline meetings on behalf of meeting rooms?
Yes, you can set delegates to manage room bookings. We recommend following the steps in this Microsoft article for how to set it up.
How does delegate booking work with Kadence?
How does delegate booking work with Kadence?
When a user books a room with pending approval, the room will be booked in Kadence in a pending state.
If the room booking is declined, the Kadence booking will be canceled and an email will be sent to the user.
If the room booking is approved, the Kadence booking will remain and a confirmation email will be sent to the user.
Associated calendar field is spinning endlessly when trying to create a new room
Associated calendar field is spinning endlessly when trying to create a new room
The associated calendar field spinning endlessly can be caused by a couple of things.
We recommend allowing at least 6 hours for any newly added calendar integration or room resource calendars to fully sync across to Kadence.
If after 6 hours the associated calendar field is still spinning, please perform the following checks:
Navigate to Enterprise Applications in your directory
Locate Kadence Rooms > Permissions
Ensure the following permissions are granted:
Need Help?
For floorplan requests or questions, contact:
📩 [email protected]
For support with anything else, reach out to:
📩 [email protected]
For more helpful articles see:
📚 Kadence Help Center