Create and configure rooms for course sessions

Introduction

To be able to select rooms virtual for sessions, first you need to create rooms and configure their settings on two levels: tenant level and catalog level. First, configure settings on the tenant level and only after that - on the catalog level. This guide describes the steps of creating rooms and setting configurations.

 

Configure settings on the tenant level

Configuring settings on the tenant level, you create a Room List Office 365 and create rooms in Microsoft 365 admin center thus these rooms become available for LMS365:

1. Make sure that the Microsoft 365 account you're using is a global admin. Connect to LMS365 Exchange Online using SharePoint Online Management Shell:

  • Run Management Shell as an administrator (Windows PowerShell can be found in the Start menu).

    run_PowerShell_as_administrator.png

  • Install the Exchange Online PowerShell module by entering:
    Install-Module -Name ExchangeOnlineManagement



 

  • Set the execution policy by entering: Set-ExecutionPolicy -Scope Process -ExecutionPolicy RemoteSigned

    Run_a_cmdlet.png

NOTE   

  • For more details, follow Exchange Online PowerShell V2 module.

  • The account you use needs permissions to LMS365 Exchange Online. By default, only global admins in Microsoft 365 have Organization Management rights in Exchange Online. If the 'A parameter cannot be found that matches parameter name 'Roomlist' error is displayed, check your permissions and make sure you're a global admin.

 

2. Connect to Exchange Online by entering: Connect-ExchangeOnline

 

Connect_ExchangeOnline_cmdlet.png

 

NOTE   

If a warning 'Create Powershell Session is failed using OAuth' appears, see the prerequisites for the EXO V2 module.

 

 

3. Create a Room List Office 365 by entering the whole cmdlet below.

 

IMPORTANT   

In the cmdlet below, the name of the Room List 'Rooms for elearning' is a sample. You can specify any value you want to name your Room List. Pay attention to use your name of the Room list in places marked bold.

 

Get-Mailbox -RecipientTypeDetails RoomMailbox -Filter {Office -eq 'Rooms for Compafi'} | select -ExpandProperty Alias

New-DistributionGroup -RoomList -Name 'Rooms for Compafi' -Members $RoomAlias

 

Creating_room_list.png

 

4. This step requires to create rooms in Microsoft 365 admin center.

  • Navigate to the Microsoft 365 admin center.

  • Select the Resources tab on the left-side menu, and then Rooms & equipment.

  • Select Add resource > select Room in Recourse type and fill in the fields. The fields marked with an asterisk (*) are required.

  • Save to complete creation of the room.

 

Creating_rooms_in_Microsoft_365_admin_center

 

5. After rooms are created, add existing Room Mailboxes (from the email field in the step 4) to Room List Distribution Groups by entering the following cmdlet.

 

IMPORTANT   

This cmdlet should have your name of the Room List from the step 3 and the email you created in step 4.

 

mceclip4

 

Add-DistributionGroupMember -Identity "Rooms for Compafi" -Member InspirationLounge@lms365preview.onmicrosoft.com

 

 

After you complete all the steps above, configure settings on the catalog level, described in the next section.

 

Configure settings on the catalog level

Configuring settings on the catalog level, you set up availability of rooms in LMS365:

1. Enable notifications in the LMS365 Admin Center > Catalog Settings > Notifications > Microsoft 365 Connection Settings (see this article for more information).

It's required to configure Microsoft 365 Connection Settings for each catalog with the same account set in the next step or run the command from the next step for a new user according to Microsoft 365 Connection Settings.

 

NOTE   

If the email account isn't configured, user can't see the rooms created in LMS365 Exchange Online while creating a new course session (in the Select Room dialog). The warning appears asking to configure rooms access account.

No_permissions_for_the_room_selecting.png

 

2. Add Calendar Permissions with Management Shell by copying and pasting the whole cmdlet below.

 

IMPORTANT   

The cmdlet below is a sample. Use your name of the Room List and your connected email from the Microsoft 365 Connection Settings (step 1 of this section) in places marked bold.

 

$(Get-Group "Rooms for Compafi").Members | % {
$member = $_
$mailBox = Get-Mailbox -Identity $member 
Add-MailboxFolderPermission $mailBox":\Calendar" -User 
AdeleV@lms365preview.onmicrosoft.com  -AccessRights Reviewer}

 

Set_Calendar_permissions_for_the_rooms.png

 

After performing this cmdlet, while creating or editing course sessions you'll be able to select rooms from the Room List which you have set Calendar Permissions on. The maximum number of rooms displayed on the Room List is 100.

 

Once a room is created, you can book it for no longer than 24 hours. Rooms with Yes in the Is Free column are available to book. If your access account doesn't have permissions to certain rooms' calendars, you can see a list of these rooms' calendars in a red warning message on the top.

 

Rooms_for_sessions

 

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