Smart digital integration with Microsoft O365 calendar
Video Wall Solution
UNSW Medicine and Health South West Sydney needed a simpler and more reliable way to display events and room bookings across the Liverpool campus. The solution connected Microsoft 365 Calendar with AdvertiseMe.TV digital signage, giving staff and visitors access to current booking information on screens and an interactive kiosk.
The project brief
The campus was previously using the EMS system to manage and display events and room bookings. As part of university policy and strategy, the organisation migrated its scheduling information to Microsoft 365 Calendar. This created an important technology requirement. The existing digital boards and interactive kiosk still needed to present useful information, but the source of that information had changed. Rather than manually maintaining separate systems, the campus required a direct connection between Microsoft 365 and its display network. “The objective was simple: make the information shown on campus screens match the latest approved calendar data.”
The Microsoft Graph API integration
AdvertiseMe.TV was integrated with the Microsoft Graph API to retrieve room booking information from Microsoft 365 Calendar. The system polls the API regularly, allowing the digital signage displays to obtain the latest available information. This approach removes the need for staff to copy bookings into another platform. It also provides a dependable link between the university calendar and the information presented to people on campus.
What the integration delivers
- Current room booking information on digital boards
- Consistent data across the Liverpool campus
- Reduced manual administration for staff
- One central calendar source for published information
- Clear visibility of room availability and scheduled events
Deployment across the Liverpool campus
The solution was deployed across the Liverpool campus and its existing screens. Content could be managed through AdvertiseMe.TV while booking information continued to come directly from Microsoft 365. As part of the upgrade, the existing Events Interactive Kiosk was also integrated. The touchscreen allows staff to search for information and view a snapshot of room bookings on one screen. This is particularly useful when staff need quick access to several rooms or events without walking between separate displays.
Choosing the right integration approach
| Requirement | Recommended approach | Why it suits the campus |
|---|---|---|
| Central calendar management | Microsoft 365 Calendar | Supports university policy and existing staff workflows |
| Automated screen updates | Microsoft Graph API connection | Reduces duplicate data entry and improves accuracy |
| Campus wide communication | AdvertiseMe.TV digital signage | Provides consistent content across multiple screens |
| Staff room search | Integrated interactive kiosk | Shows a useful booking snapshot in one location |
Advantages of Microsoft 365 integration
For organisations already using Microsoft 365, integration provides a practical path to better digital communication. Calendar information remains under the control of authorised staff, while screens and kiosks receive the information required for public display.
- Better accuracy: Displays use the same booking information managed in Microsoft 365.
- Less administration: Staff do not need to update several separate systems.
- Improved scalability: Additional screens can be added as the campus grows.
- Stronger consistency: Visitors and staff see aligned information across the site.
- More useful staff tools: The interactive kiosk provides a quick view of room activity.
Practical recommendation
This type of solution is well suited to universities, hospitals, corporate offices and other large sites that already rely on Microsoft 365 Calendar. The best starting point is to identify the calendars, rooms and information fields that should appear on public screens, then confirm the polling schedule, privacy rules and display locations. Connecting the existing calendar environment to AdvertiseMe.TV allows organisations to modernise their communication without replacing every screen or changing the daily workflow for staff.
Frequently Asked Questions
- What does the Microsoft 365 Calendar integration do?
It connects Microsoft 365 Calendar with AdvertiseMe.TV digital signage, allowing current room bookings and events to be displayed on digital boards and interactive kiosks.
- How does the integration keep booking information up to date?
AdvertiseMe.TV uses the Microsoft Graph API to retrieve information from Microsoft 365 Calendar at regular intervals. This helps ensure that screens show the latest available booking data.
- What are the benefits of connecting Microsoft 365 Calendar to digital signage?
The integration reduces manual data entry, improves accuracy, provides consistent information across multiple displays and allows authorised staff to continue managing bookings in one central calendar.
- Can staff search for room bookings?
Yes. The integrated interactive kiosk allows staff to search for information and view a snapshot of bookings for multiple rooms and events in one location. Including the ability to download todays, this months and a custom date range of room bookings
- Which organisations can benefit from this solution?
The solution is suitable for universities, hospitals, corporate offices and other large sites that use Microsoft 365 Calendar and need to communicate room availability and scheduled events across multiple locations.
