How Clearooms Integrates with Microsoft Teams and Office 365 

Most enterprise organisations run on Microsoft. Outlook, Teams, SharePoint, Azure Active Directory, and the rest of the Office 365 stack are the workplace’s underlying plumbing for the majority of the businesses Clearooms works with.

Microsoft’s own FY2025 shareholder proxy statement confirms approximately 80% of Fortune 500 companies use Microsoft 365. So when you bring in a new tool for desk booking or meeting room management, the first question your IT team will ask is whether it plays nicely with the Microsoft estate.

This guide walks you through Clearooms’ integrates with Microsoft Teams and Office 365, including the practical setup, the IT considerations and where the integration goes deeper than you might expect. It’s written for IT leads, facilities managers, and anyone evaluating Clearooms against the Microsoft-shaped backdrop most offices sit against.

Why Microsoft 365 integration matters for desk and meeting room booking

Knowledge workers already switch between 10 apps around 25 times per day, with the resulting fragmentation cited as one of the biggest hidden productivity costs in the modern office. Adding another standalone app to that mix tends not to end well.

A desk booking system that doesn’t integrate with your Microsoft 365  environment is just another app switch that eats up your employees’ free time and reduces productivity.

If the booking has to live somewhere other than Outlook or Teams, it tends to live nowhere. The booking system gets ignored, the data goes stale, and the office reverts to spreadsheets.

Second, the calendar is the single source of truth for most knowledge workers. If a desk booking doesn’t appear alongside a person’s meetings, they’ll either forget about it or work around it. The integration needs to make the software a natural part of peoples’ days.

Third, IT and security. Modern Microsoft estates run on Azure AD for identity, Conditional Access for security, and SCIM for user lifecycle management. Anything outside that envelope creates friction for the IT team that has to support it, and it usually fails procurement on the security questionnaire.

How Clearooms integrates with Microsoft Teams

The Teams integration brings the full Clearooms experience inside Microsoft Teams. Employees don’t have to leave the app to manage desk or meeting room bookings.

Book desks and rooms from inside Teams

Once the Clearooms app is added to your Teams environment, employees can see the office floor plan, available desks, and meeting room availability in real time from within Teams itself. Bookings happen in a few clicks. There’s no app-switching, no separate login, no second password to remember.

Mobile access via the Teams app

Because the integration lives inside Teams, mobile access comes free with the Teams mobile app. An employee on the way to the office can book a desk from their phone without installing a separate Clearooms app. Useful when desk bookings tend to happen during the commute rather than the night before.

Teams notifications for arrivals and bookings

Booking confirmations, check-in reminders, and visitor arrival notifications can be sent directly into Teams as chat messages or system alerts. This is the part that makes the integration feel deep rather than tacked-on: the platform actually uses Teams’ notification system rather than emailing you separately.

Teams policies for automatic rollout

For IT teams managing rollout across a large organisation, you can set a Teams policy that auto-adds Clearooms to all users’ Teams environments. Everyone gets access to the booking system from day one without anyone needing to install anything manually. This is one of the reasons Clearooms tends to land well with IT teams: rollout is one policy change, not a thousand emails to employees.

How Clearooms integrates with Outlook and Office 365

Teams is one part of the picture. The Outlook and broader Office 365 integration is where the platform really proves it knows what a Microsoft environment looks like.

Outlook calendar sync

Every Clearooms booking, whether for a desk, a meeting room, or a visitor, syncs directly with Outlook. The booking appears in the user’s Outlook calendar alongside their meetings. Edit it in Outlook and the change propagates back to Clearooms. Edit it in Clearooms and it updates in Outlook. Two-way sync, not one-way push.

Meeting room resources in Outlook

If your organisation already books meeting rooms as Outlook room resources, Clearooms picks those up automatically. The same rooms are bookable from inside Outlook (as users are used to), from Clearooms’ visual floor plan, or from the mobile app. Bookings made in any of those places stay synchronised across all of them.

Microsoft 365 single sign-on

Users log into Clearooms with their Microsoft 365 credentials. No separate account, no separate password. Azure AD handles authentication. If a user’s Microsoft 365 access is revoked, their Clearooms access disappears with it automatically.

SCIM user provisioning

New starters added to your Azure AD show up in Clearooms automatically via SCIM, with the right permissions for their team and location. Leavers are deprovisioned the same way. This matters enormously at scale. Without SCIM, IT teams end up managing two parallel user directories by hand, which they will (correctly) refuse to do.

Microsoft 365 admin centre compatibility

Clearooms shows up in your Microsoft 365 admin centre as a registered enterprise application, with the usual controls for permissions, conditional access, and audit logging. Nothing exotic, nothing that requires explanation to your security team.

Setting up the Clearooms Microsoft Teams integration

Setup is straightforward and doesn’t require a developer. Most IT teams have it running in under an hour.

1. Add Clearooms to your Teams environment. From the Microsoft Teams admin centre, find Clearooms in the app catalogue and add it. This makes the app available to your organisation.
2. Add your Teams Tenant ID to Clearooms. In the Clearooms admin portal, go to the integrations page and paste in your Microsoft Teams Tenant ID. This connects your Clearooms account to your Microsoft environment.
3. Grant the required permissions. Clearooms requests the standard permissions to read user profiles, surface bookings in users’ calendars, and send notifications via Teams. An IT admin grants these once at tenant level rather than each user individually.
4. (Optional) Set a Teams policy to auto-add Clearooms. For large rollouts, the cleanest approach is to set a Teams app installation policy that adds Clearooms to all users automatically. This means everyone has access from day one.
5. (Optional) Configure SCIM and SSO. If you want automated user provisioning and single sign-on (most organisations do), this is the point to wire up SCIM and SSO via Azure AD. The Clearooms team can walk through this with your IT lead.

Full step-by-step instructions, including screenshots, live in the Clearooms Microsoft Teams integration guide in our knowledge base. If anything’s unusual about your setup, the support team can help walk through it on a call.

Clearooms vs Microsoft Places: a quick honest comparison

If you’re reading this, you might be wondering why you’d use Clearooms when Microsoft has its own desk booking product, Microsoft Places, built directly into the 365 suite. It’s a fair question, and the answer isn’t simply that Clearooms is better. It depends what you need.

Where Microsoft Places makes sense

If your needs are basic (a small number of desks, a simple booking flow, no real reporting requirements) and you’re already paying for the Microsoft 365 licences that include Places, you can probably get away with using it.

It’s right there. No procurement, no separate vendor. Worth noting per Microsoft’s own Places documentation: individual desk booking is a premium feature that requires a separate space licence on top of Microsoft 365, and most of the more advanced features depend on Teams Premium.

Where Clearooms tends to win

For most enterprise organisations, the gap shows up in three areas. Reporting and utilisation analytics are significantly more developed in Clearooms. Floor plan customisation and booking rules are more flexible, with admins able to make changes without raising IT tickets.

Meeting room booking side, including hardware support for room display panels and the visitor management module, is meaningfully ahead of what Places offers today.

There’s also the licence cost question. Because Places functionality scales up through Teams Premium, organisations that don’t already pay for that tier need to factor in the extra cost per user.

For a 500-person organisation, the per-user pricing of Teams Premium can quickly exceed the per-desk pricing of a dedicated platform like Clearooms. The right question isn’t “Places or Clearooms?”.

It’s “what does your organisation actually need from this category, what would you pay for Places once licensing is added, and how does that compare to a dedicated alternative?”

We’ve written a longer comparison piece for organisations weighing this up in detail. Read it here.

Security, SSO and what IT teams care about

If you’re an IT lead being asked to sign off on Clearooms, here’s the short version of what to expect.

• Single sign-on via Microsoft 365 / Azure AD is included on every Clearooms plan. There’s no enterprise tier you have to upgrade to for SSO.
• SCIM user provisioning is included on every plan. The IT team configures it once and user lifecycle handles itself from then on.
• Clearooms is a registered Microsoft enterprise application, with conditional access and audit logging available through your existing Microsoft 365 admin tools.
• Data is hosted in the UK, with ISO 27001 certification.
• Permissions follow least-privilege principles. Clearooms requests only what it needs to surface bookings in users’ calendars and authenticate identity.

This combination tends to make the security questionnaire pass quickly. The integration depth, plus the IT-friendly defaults, plus the fact that SSO and SCIM aren’t locked behind premium pricing, removes most of the friction enterprise IT teams hit with smaller booking vendors.

Beyond Microsoft: Clearooms’ wider integrations

Not every organisation runs on Microsoft, and even those that do usually have other tools in the mix. Clearooms integrates with a wider set than just the 365 stack.

• Google Workspace, including Google Calendar sync and Google SSO
• Slack, for booking confirmations and notifications
• Salto and Paxton for physical access control, so a desk booking can unlock the right door
• An open API for custom integrations into your own internal tools

If Microsoft Teams isn’t your only consideration, the Clearooms integrations page has the full list with the technical detail your IT team will want. It’s a sensible next step if you’re putting together a procurement case or comparing platforms across more than one workplace tool.

Microsoft Teams integration FAQs

Does Clearooms work with Microsoft Teams?

Yes. Clearooms has a native Microsoft Teams integration that lets employees book desks and meeting rooms from inside Teams, with bookings appearing in their Outlook calendar and notifications delivered through Teams chat. The integration is set up via the Microsoft 365 admin centre and an IT admin can roll it out across the organisation in under an hour.

Can I book a desk from Microsoft Teams?

Yes. Once the Clearooms app is added to your Teams environment, employees can see floor plans, available desks, and team locations from inside Teams. Bookings happen with a few clicks and sync automatically to the user’s Outlook calendar.

Does Clearooms integrate with Outlook and Office 365?

Yes. The Office 365 integration covers Outlook calendar sync (two-way), Outlook room resource compatibility, Microsoft 365 single sign-on via Azure AD, and SCIM user provisioning. All of these are included on every Clearooms plan rather than gated behind an enterprise tier.

Is the Microsoft 365 integration included with Clearooms?

Yes. SSO, SCIM, Outlook integration and the Teams app are all included on every plan, not locked behind premium pricing. Pricing is per desk or room rather than per user, with transparent rates on our pricing page.

How does Clearooms compare to Microsoft Places?

Microsoft Places handles basic desk booking inside the 365 suite. Clearooms is a dedicated platform with significantly more developed utilisation reporting, floor plan customisation, booking rules, meeting room hardware support, and visitor management. For small offices with simple needs, Places may be enough. For most enterprise organisations, the gap becomes clear quickly.

Will the Microsoft Teams integration work on mobile?

Yes. Because the integration lives inside Microsoft Teams, employees can book desks and meeting rooms from the Teams mobile app on iOS or Android without installing a separate Clearooms app. There’s also a standalone Clearooms mobile app if you’d prefer that route.