Webex Control Hub Sync

BETTERMEETINGROOMS (BMR) can connect to your Webex organization and automatically import your locations and workspaces (rooms) from Control Hub. Once connected, the sync runs on a schedule and keeps room names, capacities, and location assignments up to date — no manual data entry.

Prerequisites

• Webex side: a Webex full administrator for your organization (needed once, to authorize the app in Control Hub).
• BMR side: edit access to your organization's settings.

Step 1 — Authorize the Service App in Control Hub

The integration uses a Webex Service App called Better Meeting Rooms. Your Webex administrator has to approve it once:

1. Sign in to Webex Control Hub as a full administrator.
2. Go to Apps → Service Apps and locate Better Meeting Rooms.
3. Review the requested permissions (read-only access to your organization's locations and workspaces) and click Authorize.

note

The app only ever reads locations and workspaces. It does not modify anything in your Webex organization.

Step 2 — Connect your organization

1. In BMR, open Organization → Integrations → Webex.
2. Paste the organization's refresh token into the Connect Webex Organization form — it is available on developer.webex.com after the authorization (your BMR contact can help with this step).
3. Click Connect. The token is verified against Webex; your Webex organization's name appears when the connection succeeds.

Step 3 — Configure the sync

Setting	What it does
Enable automatic sync	Turns the scheduled sync on or off.
Sync interval	How often the sync runs, in minutes (5–1440).
Sync locations	Imports and updates locations from Control Hub.
Sync workspaces (rooms)	Imports and updates rooms from Control Hub workspaces.
Soft-delete items removed from Webex	If a location/room disappears from Webex, it is archived here too.
Default location	Where rooms land when their workspace has no location in Webex.

Before your first sync

If some of your Webex rooms already exist in BMR (created manually), the first sync will import them again as duplicates. Prevent this by adding the Webex workspace ID to each existing room first — see Avoiding duplicate rooms below.

Click Save Settings, then use Sync Now to run the first import immediately.

Avoiding duplicate rooms

If you already created rooms manually before connecting Webex, the sync would import their Webex counterparts as new, duplicate rooms. To prevent that, link each existing room to its workspace first:

1. Open the room for editing and find the Control Hub Id field.
2. Paste the room's Webex workspace ID (your BMR contact can provide the list). The helper line below the field decodes the ID so you can double-check it matches the workspace shown in Control Hub.
3. Save. On the next sync the room is updated in place instead of duplicated.

Rooms and locations that came from Webex show a Webex badge and their synced fields (name, capacity) are managed by the sync.

Monitoring and troubleshooting

The Webex Sync panel shows the last sync time, status, and counts of created/updated items.

Message	What to do
The Webex authorization has expired or been revoked	Have your Webex admin re-authorize the Service App in Control Hub, then reconnect with a fresh token (Step 2).
Couldn't reach Webex / Webex didn't respond as expected	Temporary network or Webex outage — try again in a few minutes.
Webex refused the request	The app's authorization in Control Hub is missing scopes — re-authorize it.
The last sync took too long and was cancelled	Try again — if it keeps timing out, your Webex organization may be too large for a single sync.

Disconnecting

1. In Organization → Integrations → Webex, click Deactivate. This stops syncing and deletes the stored token.
2. To fully revoke the app's access, your Webex administrator should also remove the Better Meeting Rooms authorization in Control Hub → Apps → Service Apps.

info

Deactivating keeps all already-imported rooms and locations — only the connection is removed.