Kadence uses your company’s Microsoft calendar room resources as the source of truth for room bookings. As long as the meeting is set up correctly in Outlook, it will appear in Kadence shortly after.
For more information, see this Microsoft guide, or the video below.
Before you start
To successfully sync a room booking from Outlook to Kadence:
Your company must have Outlook (Microsoft 365) integrated with Kadence
The meeting room must be a Microsoft room resource that is connected to Kadence
If you’re unsure whether rooms are synced, check with your Kadence admin.
Create a room booking in Outlook
Step 1: Create a new meeting
Open Outlook (desktop, web, or mobile)
Go to Calendar
Click New Event or New Meeting
Add a meeting title
Set the date and time
Step 2: Add the room as the location
This step is required for the booking to sync to Kadence.
Click Location or Add a room
Search for and select the meeting room
Confirm the room shows as available and is added to the meeting
If the room is not added as the location, the booking will not appear in Kadence.
Step 3: Confirm you are the organiser
Ensure the meeting has an organiser (usually you by default)
Meetings without an organiser, or created by shared or disabled mailboxes, may not sync to Kadence
If you’re editing a meeting created by someone else, make sure the original organiser still exists.
Step 4: Add attendees (optional)
Add internal or external attendees as needed
Attendees do not affect syncing to Kadence
Step 5: Save and send the meeting
Click Save or Send
Allow Outlook to send the invitation to the room and attendees
Once the room accepts the meeting, the booking will sync to Kadence.
What happens in Kadence?
After the meeting is created:
The room booking will appear in Kadence shortly
The booking will block the room for the correct time
Meeting title and details will appear if Kadence has access to the organiser’s mailbox
If the meeting is edited or cancelled in Outlook, Kadence will update automatically.
Common issues and troubleshooting
My room booking is not showing in Kadence
Check the following:
The room was added using Add a room, not typed manually
The meeting has an organiser
The room is a Microsoft 365 room resource connected to Kadence
If everything looks correct and it’s still not syncing, contact your Kadence admin.
My booking shows as “Busy” or “Meeting information unavailable”
This happens when Kadence does not have permission to read the organiser’s mailbox.
The booking will still appear, but:
The title may show as “Busy”
The description may be unavailable
To avoid this, create the booking directly in Kadence or ensure your admin has configured calendar access correctly.
Can I book rooms directly in Kadence instead?
Yes. If your company has room booking enabled in Kadence, you can create room bookings directly in the app. Kadence will create and manage the Outlook calendar event for you.