Introducing Resource Groups: Fine-Tuned Access to Every Room and Desk

If you book rooms in plain Outlook, you know the drill: scroll through a huge list, pick a space, hit Send… and only then learn you’re not allowed to use it. The invite bounces back, or lands on an admin’s desk for manual approval. Either way, it’s busywork for everyone involved.

Resource Groups in AskCody solve that in one stroke. They let you tie the rooms and desks in a location to the Microsoft Entra ID security groups you already maintain. From that moment on, people only see the spaces they’re actually allowed to reserve. No more guess-and-hope, no more apology e-mails, and no more inboxes full of “Please approve” requests.

How it works

1. Group your spaces: decide which rooms or desks should be booked by the same people—e.g., the client conference rooms on Floor 25, the hot-desk zone by reception, or the AV team’s video suites

2. Create the Resource Group in AskCody: add those spaces to a new group in Admin Center → Resources → Resource Groups and give it a clear name

3. Connect it to an Entra ID group: choose the matching security group; anyone added or removed in Entra ID instantly gains (or loses) access to those spaces

After you click Save, the Bookings add-in for Outlook shows each user only the rooms and desks they’re entitled to reserve.

A simpler way to keep bookings on-track

With Resource Groups, people no longer guess which space they’re allowed to reserve. The right rooms and desks just appear in their Bookings add-in. IT doesn’t have to juggle extra rules either, as the same Entra ID security groups that manage everyday access now handle meeting spaces, too.

Fewer declined invites and less back-and-forth.

Want to try it? Head to Admin Center → Resources → Resource Groups, link a few rooms to an Entra ID group, and see it in action.