This guide will help you set up a shared calendar to use for booking on behalf. It is made with Exchange online, but does not require an exchange integration within Planner.
table of contents
- How to create the shared calendar
- How to set up book on behalf in exchange, also called delegate rights
- How to set up book on behalf within Planner
How to create the shared calendar
Go to your Microsoft admin center
Click Rooms & equipment
Click + Add resource
Fill out a name and email for the shared calendar and click save
Go to your Azure and find the shared calendar
Click Edit properties to ensure that it has a first name and a last name
add your shared calendar to the azure group that you use to import your users into the solution
rerun your import by:
go to your Planner site
click administration - settings - import users
Click the pencil to edit your import
Click sessions then Run import job
If you want to confirm that the calendar is imported, check the user tab
The calendar is now properly imported.
How to set up book on behalf in exchange, also called delegate rights
Open your Exchange admin center
Find your shared calendar and click Manage delegate settings
Pick the chosen group. Note that it needs to be an email enabled security group.
Choose full access and click Save
Users who are a member of your chosen group, in this guide test2, will be able to book meetings in the shared calendar.
How to set up book on behalf within Planner
Simply give the users who needs to book the role "secretary"
Alternatively you can limit it to specific people with this guide Book on behalf - how to setup the book on behalf right so it is limited to specific people - for example a common mailbox or a single company
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