Organizations

In the Q-SYS Reflect hierarchy, an Organization is the entity that is registered with Reflect. In most cases, this is a company name – for example, a hotel chain, restaurant chain, and so forth. Organizations can contain one or more Domains.

Note: Refer to the Overview topic to understand the relationship between Organizations, Domains, Systems, and Peripherals.

Add an Organization

Before adding an Organization to Q-SYS Reflect, you must have the Subscription ID that was generated during the Reflect subscription process.

  1. From the Organizations page, click + New Organization.
  2. Enter your Organization Name – for example, your company name.
  3. Paste the Subscription ID.
  4. Click Create.

Your new Organization appears in the table. Select it to perform management tasks, including renaming the default Domain name.

Manage an Organization

To manage an Organization:

  1. Click Organizations from the Q-SYS Reflect menu.
  2. Select an Organization from the table.

The Overview tab contains Q-SYS Reflect subscription information and lists its associated Domains.

Renaming and Deleting the Organization

Click Rename to choose a new Organization name. Click Delete Organization to remove the Organization from Q-SYS Reflect.

CAUTION: When you delete an Organization, all of its Domains, membership information, and data are also deleted.

Subscription Details

  • Software Tier: This indicates the purchased Reflect software subscription tier. For more information, see Q-SYS Reflect Subscriptions.
  • 3rd Party API: 'Yes' indicates Third-Party API access is allowed as part of your subscription. For more information, see API Tokens.
  • Systems: This shows the number of Q-SYS Reflect System licenses that you have Purchased as part of your subscription, as well as the number currently In Use with actively registered Q-SYS Systems.
  • Prevent System license use from exceeding purchased quantity: When enabled, no additional Cores can be registered with Q-SYS Reflect if the Systems "In Use" count is already at the maximum allowed under the purchased subscription.

Tip: If you have recently changed your Q-SYS Reflect subscription, such as upgrading or downgrading the Software Tier or the quantity of purchased Systems, click Refresh License Info to show the latest subscription details.

Domains

This area lists the Domains associated with the Organization. By default, a new Organization contains a single Domain named "Domain". Click Rename to give the Domain a new name. Other actions:

  • Click a Domain name to see a list of its associated Systems. For more information, see Systems.
  • To create a new Domain , click + New Domain and give it a name.
  • Click Delete to remove the Domain from the Organization.

    CAUTION: If you delete a Domain from an Organization, all Domain membership information and data from all associated Systems is removed.

This tab lists all the Owners of the Organization. As an Organization Owner, you can remove other owners and invite new owners from the Invites tab.

Tip: For more information about Reflect user roles, including Organization Owners, see Reflect Users and Roles.

Use the Invites tab to invite individuals to become Organization Owners.

  1. Click + Invite Owner.
  2. Type the individual's Email Address and optionally write a custom message.
  3. Click Send Invite.

Invites remain in Pending status until the individual accepts the invitation from the email. Other actions:

  • Resend Invite: If the individual did not receive the original invite, click to send another invitation email.
  • Cancel Invite: Click to rescind the invitation.

    Note: When you cancel an invite, the individual does not receive an email indicating the cancellation. Rather, the "Accept Invitation" button within the original invitation email links to a "Invitation Link Expired" page.

Use the API Tokens tab to manage access to the Q-SYS Reflect Third-Party API. The Third-Party API allows end-user monitoring applications (for example, SolarWinds) and managed service provider tools to obtain real-time status and events information from Q-SYS Reflect.

Download the API File

To use the API, download the YAML file to see what API requests are supported:

  1. Click Download API File, or right-click here.
  2. Save the qrem-public-api.yaml file to a location on your PC.
  3. Open the YAML file in a text editor to see what API requests are supported. See API Requests for more information.

Granting API Access

To grant API access to a third-party app:

  1. Click + New Token.
  2. Specify a Token Name, and then click Add.
  3. Click Copy to copy the token to the clipboard.

    CAUTION: This is the only opportunity to copy the token. Once you close window, only the last four characters of the token are visible within the list.

  4. Paste the token into an API request.

Using the Reflect API in Postman

Now that the qrem-public-api.yaml file is downloaded and a token is generated, use Postman to explore and send requests to the Reflect API. Follow these steps:

Import the YAML File into Postman

  1. Open Postman.
  2. In the left navigation panel, click the Collections tab.
  3. Click the Import button.
  4. Drag the qrem-public-api.yaml file into the import window.
  5. Postman will automatically create a collection with all supported Reflect API requests.

Add Your API Token

  1. In the Collections tab, click the hamburger menu next to the Reflect API collection name and select Edit.
  2. Open the Authorization tab.
  3. Set Auth Type to Bearer Token.
  4. Paste your API token into the Token field.
  5. Click Update.

Tip: Adding the token at the collection level applies it to all requests within the collection.

Save the Token as a Variable (Recommended)

  1. In Postman, click the gear icon and select Manage Environments.
  2. Create a new environment with a variable named reflect_api_token.
  3. Paste your token into the value fields and save.
  4. In the Authorization tab, replace the token with {{reflect_api_token}}.
  5. Select the environment using the dropdown in the upper-right corner of Postman.

Confirm Authorization

  • A valid request should return a success response.
  • If you get 401 Unauthorized, verify the token is correct and that you’ve selected the proper environment.

Provide coreId or systemId (If Required)

  • Some API requests require a coreId or systemId as a path variable.
  • These IDs can be found in your Reflect organization details.
  • If omitted or incorrect, requests may return a 404 Not Found.

Revoking API Access

  1. Select a token name from the table.
  2. Click Revoke.

Microsoft 365 integration in Q-SYS Reflect connects your organization’s meeting rooms and calendars to Space Manager, enabling automatic capture of room capacity and booking data. This allows spaces to be accurately mapped, kept in sync, and used for reliable space utilization and analytics without manual data management.

Accessing Microsoft 365 Integration

This section is available only to Organization Owners and Organization Managers.

Add Microsoft 365 Integration

Starts the Microsoft 365 authentication flow. The user signs in using their Microsoft 365 administrator account to authorize Reflect.

During setup, Reflect requests the following permissions:

  • Place.Read.All – Access Microsoft 365 meeting rooms

  • Calendars.Read – Read room calendar events (booking start and end times)

  • Application.ReadWrite.OwnedBy – Manage the Reflect service principal

  • Organization.Read.All – Read tenant and organization metadata

These permissions enable Reflect to discover rooms, read booking schedules, and maintain integration health.

Integration Details

Microsoft 365 Tenant

Displays the name of the connected Microsoft 365 tenant.

Date of Integration

Shows the timestamp when Microsoft 365 was successfully connected to Reflect.

Microsoft 365 Rooms List

Once integration is complete, Reflect automatically fetches the list of Microsoft 365 rooms.

Table Columns:

  • Room Name – Name of the room as defined in Microsoft 365

  • Capacity – Seating capacity configured for the room in Microsoft 365

  • Initially Synced At: Date in which room was synced to reflect

  • Linked to Space Manager – Indicates which space in space manager is mapped to the room

  • Action:

    • Link with existing room: Ability to link unlinked room to a created space in space manager

    • Change: Ability to change already linked space to a new space in space manager

    • Unlink: Unlink existing relationship to a space of space manager

Assigning Rooms to Existing Spaces

  1. Browse the hierarchy and select an existing Building or Level

  2. Only Buildings and Levels are selectable for assignment

  3. Click Create

Unlink All

Clicking on this will unlink all the linked selected spaces from the list.

Note: You can also link and unlink rooms with spaces from space manager module by searching and selecting spaces from the dropdown in space manager.

Resync

The Resync action refreshes Microsoft 365 room data in Reflect to keep room metadata, space linking, and utilization analytics accurate.

Resync runs automatically once every 24 hours and can also be triggered manually to immediately pick up room changes, handle removed rooms safely, and preserve existing Space Manager links unless they are no longer valid in Microsoft 365.

Remove Microsoft 365 Integration

The Remove Microsoft 365 Integration action lets admins disconnect the current Microsoft 365 tenant from Reflect when switching accounts or decommissioning the integration.

Admins can either temporarily remove the integration with an option to restore it within the allowed retention period (60 days) without re-authentication, or permanently delete it, which fully removes the integration and requires a fresh setup if re-enabled later.

Permissions

Only Organization Owners and Organization Managers can:

  • Integrate Microsoft 365 with Reflect

  • Remove Microsoft 365 link with Reflect

  • View Microsoft 365 room data

  • Link/Unlink Microsoft 365 rooms with spaces in Space Manager