Cisco Spaces Calendar Integrations (Webex Hybrid Calendar/O365/Gcal)

General Background

Introduction - Outcomes & Use Cases

Regardless of the chosen architecture (Webex Hybrid Calendar or Spaces direct integration to O365 or Gcal), a calendar integration with Cisco Spaces can be leveraged for showing booking status and upcoming meetings on Space Explorer Kiosk app.

Note: in the EFT stage, this serves as an override of the calendar on collaboration device occupancy enabled rooms and as a calendar for 3^rd Party IoT occupancy sensor rooms (a separate EFT)

It can also be used to compare against people count occupancy data for reporting on ghost bookings and booking trends. These important metrics can help inform real estate and workplace experience teams of any booking culture issues that might be arising in the workplace. End users (employees) can find meeting rooms more efficiently by avoiding rooms that have an upcoming booking that might overlap with the duration of the meeting they need to schedule at that moment (from Space Explorer Kiosk app). In the future, Cisco Spaces will offer more interfaces and new options to interact with the calendar. For example, booking anonymously from the Space Explorer Kiosk app and creating meeting invites from the mobile/desktop web app tied to the logged in user’s calendar.

Known Gaps | Roadmap

• Calendar-only rooms (no occupancy sensors) on Kiosk app

• Calendar-only rooms (no occupancy sensors) in Space Manager > Overview

• Booking (anonymously - “as the resource”) from Kiosk app

• Booking (on user calendar) from Space Explorer Web App

Basic Architecture

Webex Hybrid Calendar

O365/Gcal ↔ Webex Control Hub ↔ Cisco Spaces

MTR devices support Hybrid Calendar, but require additional configuration in Control Hub.

 O365 or Gcal Direct Integration

O365 ↔ Cisco Spaces

Gcal ↔ Cisco Spaces

Note: if a room is connected to both a Webex Control Hub Workspace and linked to an O365/Gcal calendar resource, the O365/Gcal events take precedence over Webex Hybrid Calendar.

Pros & Cons

Webex Hybrid Calendar Technical Overview

Background

Calendar Service with Webex Hybrid Calendar support enables Cisco Spaces customers to seamlessly integrate their workspace's calendar with Cisco Spaces. This integration will be achieved by utilizing RoomOS xAPIs to receive calendar data, which will be utilized in Cisco Spaces applications (e.g. Space Explorer Kiosk & Web App, Space Manager, Space Utilization). This will help the customer to better manage and utilize their workspaces using Cisco Spaces.

If Webex Hybrid Calendar is configured in Control Hub per Workspace, then the calendar events will automatically sync to Cisco Spaces backend for applications to consume. This is the recommended method of setting up a calendar integration with Cisco Spaces. As covered in the Pros & Cons table, there are some cases where the Cisco Spaces direct integration to O365 or Gcal is appropriate. The main reason to use Hybrid Calendar is automatically keeping Cisco collaboration devices and calendars in-sync through the Control Hub configuration. There is less chance of mismatching calendar resources and meeting rooms in Space Manager later in the product lifecycle management.

General Workflow

1. Configure Webex Workspaces in Control Hub with Hybrid Calendar

2. Upload maps to create Meeting Rooms

3. Integrate Control Hub with Cisco Spaces matching up Locations & Floors in the Spaces Location Hierarchy correctly

4. Connect Webex Workspaces with Meeting Rooms in Space Manager

5. Each Meeting Room’s calendar resource and its events automatically sync through xEvents to Spaces

Number of Events | Hours of Events Synced

Currently (as of November 2025), RoomOS devices only synchronize the current day + 8 hours of calendar events. Therefore, Cisco Spaces is not aware of any events further out on the calendar.

Webex Hybrid Calendar Timing

When a booking is initiated, it can take up to 60 seconds (configurable up to 5 minutes for Exchange) for the cloud to generate a Meeting ID, if a booking is accepted by the source calendar. During this time, a device only provides a Booking ID (i.e. “id”), which is generated as part of a booking request. This is reflected in a BookingRequest xEvent. However, if a booking is not confirmed by the source calendar within 60 seconds (configurable for Exchange), it will timeout and remove the booking.

Cisco Spaces Integration Update Available – Review & Approve

Always check for the latest permissions request, review, and approve for the best experience and new features.

NEW (as of September 2025) - new permissions to access xEvent xAPIs from device for improved speed and reliability when syncing calendar events from devices to Spaces backend via webhooks.

Microsoft O365 Calendar Technical Overview

Background

Calendar Service with Microsoft Azure multi-tenant support enables Cisco Spaces customers to seamlessly integrate their workspace's calendar with Cisco Spaces. This integration will be achieved by utilizing Microsoft Graph APIs to receive calendar data, which will be utilized in Cisco Spaces applications (e.g. Space Explorer Kiosk & Web App, Space Manager, Space Utilization). This will help the customer to better manage and utilize their workspaces using Cisco Spaces.

Hidden from Global Address List (GAL)

Note: Rooms that are marked "Hidden from GAL" can't be retrieved through this endpoint.

Source: https://learn.microsoft.com/en-us/graph/api/place-list

General Workflow

For detailed step-by-step instructions, see: https://www.cisco.com/c/en/us/td/docs/wireless/spaces/config-guide/ciscospaces-configuration-guide/m-calendar-integrations.html

1. Go to Cisco Spaces > Integrations > O365

2. The user will be asked to sign-in as a Cisco Spaces Tenant admin and must accept the permissions, requested in the OAuth flow to successfully provision the application in their Tenant (see Application Permissions & Authorized Admin User below)

3. Cisco Spaces Calendar Service will acquire Tenant token for Microsoft Graph API to read places to detect new calendar resources periodically (every 24 hours) and calendar events via real-time webhooks (new, rescheduled, and canceled meetings).

Data Flow Diagram

Application Permissions

Calendar Service will require the permissions below from the customer's Microsoft Azure tenant account to read calendar resources using Microsoft Graph APIs.

1. Place.Read.All

   • This will help Calendar Service to read meeting room resources from the customer's MS Azure tenant account.

2. Calendars.Read

   • This will help Calendar Service to read meetings/events for the meeting room resources.

Authorized Admin User

A user with admin access to the Microsoft Entra admin center can grant the permissions above for the Cisco Spaces Calendar Service integration request. A user with the correct admin permissions needs to login to the Spaces dashboard to start the integration and login through the OAuth permission granting flow. If the customer revokes the consent for the permissions at any time, Calendar Service will remove the stored graph token to read resources using Microsoft Graph APIs and disable the functionality until the next successful integration.

https://login.microsoftonline.com/common/adminconsent?client_id=92a88413-3496-4587-a83a-fde51780ee68&redirect_uri=https://calendar.dnaspaces.io/calendar-service/v1/multitenant/ms365/user/onBoarding&state={{state}}

{{state}} is populated at the time of the admin initiating the admin consent flow in Cisco Spaces > Integrations > O365 page.

Google Calendar (Gcal) Technical Overview

Background

Calendar Service with Google Workspace multi-tenant support enables Cisco Spaces customers to seamlessly integrate their workspace's calendar with Cisco Spaces. This integration will be achieved by utilizing Google Workspace APIs to receive calendar data, which will be utilized in Cisco Spaces applications (e.g. Space Explorer Kiosk & Web App, Space Manager, Space Utilization). This will help the customer to better manage and utilize their workspaces using Cisco Spaces.

General Workflow

For detailed step-by-step instructions, see: https://www.cisco.com/c/en/us/td/docs/wireless/spaces/config-guide/ciscospaces-configuration-guide/m-calendar-integrations.html

1. Cisco Spaces Calendar Service is registered as a Multi-tenant application in Google Workspace marketplace.

2. User will be asked to sign-in as a Cisco Spaces Tenant admin and must accept the permissions, requested in the OAuth flow to successfully provision the application in their Account (Application Permissions)

3. Cisco Spaces Calendar Service will acquire Google Calendar API token to read calendar resources periodically (every 24 hours, list of events for the upcoming day) and receive via webhooks (real-time new, rescheduled, and canceled meetings).

Data Flow Diagram

Application Permissions

Calendar Service will require the permissions below from the customer's Google Workspace account admin to read calendar resources using Google Calendar APIs.

1. See and download any calendar you can access using your Google Calendar

   • This app wants permission to
     See your personal calendar and any other calendars you can access
     See events on your personal calendar and on other calendars you can access
     Download a copy of your personal calendar and any other calendars you can access
     See the email addresses of the contacts or groups you share calendars with
     Your calendar and other calendars you can access may contain info, like daily schedules, personal contacts, and private appointments.

2. View calendar resources on your domain

   • View details (e.g., name, type, etc.) of calendar resources on your domain

3. View customer related information

   • View details (e.g., contact email, organization title etc) of customer

Review Permissions: https://myaccount.google.com/connections

Authorized Admin User

A user with admin access to the Google Workspace account can grant the permissions above the Cisco Spaces Calendar Service integration request. If the customer revokes the consent for the permissions at any time, Calendar Service will remove the store authorization token to read resources from Google Workspace calendar APIs and diable the functionality until the next successful integration.

Workflow Overview & Screenshots

Integrations Page

Google Calendar (Gcal)

Microsoft O365 Calendar

Space Manager > Manage Rooms (Link Calendar)

RESOURCES

• https://www.cisco.com/c/en/us/td/docs/wireless/spaces/config-guide/ciscospaces-configuration-guide/m-calendar-integrations.html

• https://learn.microsoft.com/en-us/graph/api/place-list

• https://myaccount.google.com/connections

• Overview of Hybrid Calendar

• https://help.webex.com/en-us/article/niqovwv/Hybrid-Calendar-Service-with-Microsoft-365-integration-reference

• https://help.webex.com/en-us/article/mwka5l/Hybrid-Calendar-Service-with-Microsoft-Exchange-integration-reference

• https://help.webex.com/en-us/article/m2az0i/Hybrid-Calendar-Service-with-Google-Calendar-integration-reference

• https://help.webex.com/en-us/article/9sjyh2/Hybrid-Calendar-release-notes

• https://roomos.cisco.com/xapi