TOPdesk Preparations

The following steps are necessary to make sure that TOPdesk can communicate with the Outlook Room Booker for TOPdesk. We use the TOPdesk API  to communicate with TOPdesk, this API is managed by TOPdesk and can be used for all kinds of transactions.

TOPdesk supports so called ‘Action Sequences’ and ‘Events’. With these functions it will be possible to inform the Outlook Resource Booker when something has changed in TOPdesk.

Setup application password

Please follow the TOPdesk procedure to create a App Password: https://developers.topdesk.com/tutorial.html#show-collapse-usage-createAppPassword

TOPdesk Operator Account

A TOPdesk operator account with sufficient rights to be able to execute the following API calls:

  1. Reservations
  2. Reading Locations
  3. Read Cancelation reasons
  4. Reading Persons

The image below shows the required rights for the operator account.

TOPdesk Person Account

Beside the operator account a person who is allowed to make bookings inside of TOPdesk. This account may be a standard users account.

Room mappings

Only the rooms that are mapped between Exchange and TOPdesk will be synchronized. This mapping will be maintained in TOPdesk. Please check the following page on how to set up the room mappings in TOPdesk.

https://www.outlookroombooker.com/topdesk/checklist/room-mapping-preparations/

Action Sequences / Events

This will need to be setup for the following actions:

  1. Create Reservation
  2. Edit Reservation
  3. Delete Reservation

It is possible to configure it yourself, but we’re happy to guide you during the configuration of these Action Sequences and Events, also because we need to inform you about the target website/URL (for  Outlook Room Booker) which needs to be used.

Email Addresses

Individuals who wish to be able to reserve rooms must also have their Exchange mail address in TOPdesk under the contact details. This also applies if there are External people.

Technical Environment

Please make sure your TOPdesk and Exchange environment have the following versions installed / modules enabled:

  • TOPdesk Version
    • On-Premise – February Release 2018 and Higher
    • SaaS (always supported)
  • TOPdesk Modules
    • Action Management
    • Reservations Management
    • Property Management
  • Microsoft Exchange
    • On-Premise / Hybrid – 2013 SP1 >
    • Office365 (always supported)

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