Exchange Online has a feature called workspaces that is poorly documented, but works amazingly well. Especially for those of us switching to Flex space/hybrid type office layouts.
Workspace allow multiple people to book a space at the same time, and once the capacity limits are reached the Calander will automatically deny future request. In my companies case we are working on having a flex space with about 15 desk, so our capacity will be 15, and when remote employees want to work from the office they'll need to schedule it in Outlook.
You'll for sure want a room list if you don't already have one OR if the one you currently have is synced from On-Prem, as in my testing I found that Workspaces don't work with synced room list.
Connect-ExchangeOnline -UserPrincipalName [email protected] # Create a distribution group (if needed) New-DistributionGroup -Name "Building Name" -RoomList
Now you need to actual create the workspace, set capacity limits and location information. To see the full
Set-Placearguments check the Microsoft docs.
# Create the room mailbox New-Mailbox -Room "Name of Workspace" | Set-Mailbox -Type Workspace # Sets the location information, for a full list of options see https://learn.microsoft.com/en-us/powershell/module/exchange/set-place?view=exchange-ps Set-Place -Identity "Name of Workspace" -Street "5 Test Street" -City Testsville -PostalCode 55505 -State Test -CountryOrRegion US -Floor 1 -Capacity 15 # Tell the workspace how to handle capacity and other information Set-CalendarProcessing nameofworkspace -EnforceCapacity $True -MinimumDurationInMinutes 30
# Add the Workspace to the distribution list so it can be used. Add-DistributionGroupMember -Identity "Building Name" -Member [email protected]
After about 24 hours the workspace and roomlist should start appearing in Outlook for users to book and use.