Import / Export

RoomVox supports bulk room management via CSV files. You can export all rooms for backup or migration, and import rooms from CSV files — including files exported from Microsoft 365 / Exchange.

Export

Export All Rooms

1. Go to Settings > Administration > RoomVox
2. Click the Import / Export tab
3. Click Export CSV

A CSV file is downloaded with all rooms and 13 columns:

Column	Example
name	Meeting Room 1
email	room1@company.com
capacity	12
roomNumber	2.17
roomType	meeting-room
building	Building A
street	Heidelberglaan 8
postalCode	3584 CS
city	Utrecht
facilities	projector,whiteboard,video-conference
description	Large meeting room on 2nd floor
autoAccept	true
active	true

This file can be: - Imported into another RoomVox instance - Edited in Excel or LibreOffice Calc - Used as a backup

Download Sample CSV

Click Download sample CSV to get a template file with headers and one example row. Use this as a starting point when creating rooms from scratch.

Import

Supported Formats

RoomVox automatically detects the CSV format:

RoomVox format — Files exported from RoomVox or created manually with the column names listed above.

MS365/Exchange format — Files exported via PowerShell. Use one of the two options below.

Option 1 — Place data only (no email addresses):

Get-Place -ResultSize Unlimited | Export-Csv -Path rooms.csv -NoTypeInformation

This exports room metadata (building, floor, city, capacity, etc.) but not the email address. Rooms are matched by name during import.

Option 2 — Full export with email addresses (recommended):

$rooms = Get-EXOMailbox -RecipientTypeDetails RoomMailbox -ResultSize Unlimited
$rooms | ForEach-Object {
    $mailbox = $_
    $place = Get-Place -Identity $mailbox.PrimarySmtpAddress -ErrorAction SilentlyContinue
    [PSCustomObject]@{
        DisplayName            = $mailbox.DisplayName
        PrimarySmtpAddress     = $mailbox.PrimarySmtpAddress
        ResourceCapacity       = $mailbox.ResourceCapacity
        Building               = $place.Building
        Floor                  = $place.Floor
        FloorLabel             = $place.FloorLabel
        Street                 = $place.Street
        PostalCode             = $place.PostalCode
        City                   = $place.City
        Capacity               = $place.Capacity
        Tags                   = ($place.Tags -join ',')
        IsWheelChairAccessible = $place.IsWheelChairAccessible
        AudioDeviceName        = $place.AudioDeviceName
        VideoDeviceName        = $place.VideoDeviceName
        DisplayDeviceName      = $place.DisplayDeviceName
        Nickname               = $place.Nickname
        BookingType            = $place.BookingType
    }
} | Export-Csv -Path rooms.csv -NoTypeInformation

This script joins Get-EXOMailbox (which has the email address) with Get-Place (which has location and equipment data) into a single CSV. The email address enables reliable duplicate detection during import.

Note: The simple Get-EXOMailbox | Get-Place | Export-Csv pipeline does not preserve email addresses — Get-Place returns a different object type that lacks the PrimarySmtpAddress field.

MS365 columns are automatically mapped to RoomVox fields:

MS365 Column	RoomVox Field	Notes
DisplayName	name
PrimarySmtpAddress / EmailAddress	email	Requires Option 2
Capacity / ResourceCapacity	capacity
Floor / FloorLabel	roomNumber
Building	building (address)
Street	street (address)
PostalCode	postalCode (address)
City	city (address)
Tags	facilities	Comma-separated
IsWheelChairAccessible	wheelchair facility	true adds wheelchair
AudioDeviceName	audio facility	Non-empty adds audio
VideoDeviceName	videoconf facility	Non-empty adds videoconf
DisplayDeviceName	display facility	Non-empty adds display
Nickname	description
BookingType	autoAccept	Standard = auto-accept on

Import Steps

1. Go to Import / Export tab
2. Drag and drop a CSV file, or click Choose file
3. RoomVox shows a preview with:
4. Detected format (RoomVox or MS365)
5. Number of rooms found
6. Per-row action: New (will create) or Update (matches existing room)
7. Any validation errors

1. Choose an import mode:
2. Only create new rooms — Skip rows that match existing rooms
3. Create new + update existing — Create new rooms and update existing ones
4. For MS365 imports with email addresses: optionally enable Exchange calendar sync to automatically link each room to its MS365 mailbox for bidirectional calendar synchronization. This requires Exchange sync to be configured in the global settings.
5. Click Import
6. Review the results: created, updated, skipped, and errors

Duplicate Detection

RoomVox detects duplicates by comparing:

1. Email address (primary match) — If the CSV email matches an existing room's email
2. Room name (secondary match) — If the CSV name matches an existing room's name

Matched rooms are shown as "Update" in the preview. In create-only mode, these rows are skipped.

Validation

The import validates each row before processing:

• Name is required — rows without a name are rejected
• Capacity must be a number if provided
• Email must be a valid email address if provided
• Duplicate names within the CSV itself are flagged

Facilities

The facilities column accepts comma-separated values. Known facilities are normalized automatically:

Input	Normalized
projector, beamer	projector
whiteboard	whiteboard
video-conference, videoconf	video-conference
audio-system	audio-system
display-screen, screen	display-screen
wheelchair-accessible, wheelchair	wheelchair-accessible

Delimiter Detection

RoomVox automatically detects the CSV delimiter. Comma (,), semicolon (;), and tab-separated files are all supported. This means files saved by Dutch or German versions of Excel (which use ;) work without manual conversion.

File Size Limit

Uploaded CSV files are limited to 5 MB. For larger imports, split the file into multiple parts.

Tips

• Export your current rooms first to see the exact format
• Edit the exported CSV in Excel/LibreOffice, then re-import with "create + update" mode
• For MS365 migrations, use the full export script (Option 2) to preserve email addresses and get the most complete data
• The import handles UTF-8 BOM (byte order mark) automatically

Exported CSV in Excel

The exported CSV can be opened directly in Excel or LibreOffice Calc for editing.