Office 365 Room Booking System Using Power Apps

Office 365 now gives you the ability to create a dedicated room booking app from one of its PowerApp templates. Its very easy to setup and makes it easier for employees to book rooms for new and existing meetings.

Since its a PowerApp it’s highly customisable, think Access database programs and you get the idea. With a little bit of time you can add new features to suite your needs.

Lets take a look at setting up the Room booking PowerApp template.

To use the room booking system we first need to add some rooms into Exchange online. If you don’t have permissions to do this yourself get your IT team to set one up for you.

Need to upgrade your licenses to include PowerApps: Click Here

1. Log into the Exchange admin center https://outlook.office365.com/ecp

Click on the ‘dashboard’ then ‘resources’.

2. Click on the plus symbol then select ‘Room mailbox’.

3. Enter the details describing your room and click ‘Save’.

4. Next go into PowerApps from the app menu in the top left corner or browse to PowerApps Here.

Click on ‘Create’ then locate the ‘Book A Room’ template and click on ‘Make this app’.

5. Next click ‘Allow’ to connect the app to your Office 365 services.

6. Once the App has finished building click on File.

7. Select ‘Save as’ then click ‘The cloud’.

8. Once you have tested the app fully you can come back and click ‘Share this app’ to make it available to other people in your organisation.

9. Now from the App menu go back to the PowerApps page or browse here.

10. Now you can click on the ‘Book A Room’ power app to launch it.

11. Looking good! Here you can choose to book a room for an existing meeting or book without one. I click ‘Book without a meeting’.

12. Now select a time you with to book the room. The meeting rooms will display if they are available at the selected time.

13. Choose your booking time and click ‘Save’.

14. Now Click on ‘Book’ to book the room for the desired date and time.

15. Congratulations your all done!

16. The room will automatically confirm your room booking to you in an email.

17. The system will also place an entry into your calendar.

Author: Ian@SlashAdmin

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9 Comments

  1. Hello,

    I have been testing this app out. how do you connect the meeting form with the other’s. I would like the meeting for to show attendee’s, description, but I am unbale to get it working.

    Post a Reply
    • Hi Kwayne, that requires custom coding. The template only allows you to book out a room. It’s not intended to replace a meeting calendar entry where you specify attendees and set a description. That would be a great extension to the template!

      Post a Reply
      • The booking of the room is a great start, would be great to add calendar like entry such as Attendees, Subject, Message.

        Also, do you know which custom coding we possible could use to get this feature working.

        Post a Reply
  2. Hi, I have created the book a room apps without modification for use on iPhone. As the room I need to book is not displayed, I tab More Rooms at Book without a meeting. I got the errors as follow:

    Office365.FindMeetingTimes failed: {“error”:{ “code”: “BadArgument”, “message”: “The number of attendees exceeds the maximum number of attendees supported”, “details”:[{“code”: “OutOfRangeValue”, “target”: “Attendees”, “message”: “The number of attendees exceeds the maximum number of attendees supported” } ] } }

    I did not input any attendees. Please help. Thanks.

    Post a Reply
  3. Hello, I’m trying to modify the app so I can show the available rooms from 9:15 to 9:30. I know that by default it’s only possible to show the avaible room with a minium 30 minutes timeframe. But Is it possible to do what I’m trying to?

    Post a Reply
    • Yes you would need to change the minimum booking time to 15 minutes or change the code to display the options you require. This will depend on your coding abilities but is possible.

      Post a Reply
  4. I have done this app for my school, but really wish it would show a month grid view, with the existing meetings/bookings

    Any way to get into a calendar month interface

    Post a Reply
  5. Hi Ian,
    What about if I want to book for a parking lot, you know, booking a space car available for a limited
    number of spaces? How to connect a parking lot to my app? Using a excel sheet maybe?

    Post a Reply
    • Sure that would be pretty straight forward. Just needs a bit of coding 😉

      Post a Reply

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