Booking meetings using our add-in for Office 365

 

How the add-in can help you

Our add-in helps you quickly find the correct meeting room for your meeting and, if required, order catering and equipment in one flow.

It all works within your Outlook appointment and will automatically be rescheduled, recurred or deleted if you make changes to your Outlook appointment.

 

 

How to activate the add-in

To book a room using the add-in, create an appointment in Outlook and click the Pronestor icon.

This will activate the add-in which is a panel sliding in from the right.

 

 

If the add-in is not visible in your Outlook, please reach out to your Office administrator for help.

 

Adding a room to your Outlook appointment

Click "+ Add room" to open the overview of rooms. The add-in will show the rooms in your location, listing the available rooms in the top, and with the capacity suitable for the number of participants in the booking. Click the room you want to book and it's added to you appointment. 

Remember to click "Save bookings" once your booking is complete.

 

 

Adding catering services to your Outlook appointment

To add catering to your booking, simply click "+ Add catering" and the available catering items will be shown. The list will only show catering items that can be ordered for the specified time. 

Find the catering you want to order and ad the right number. You will see a total cost in the bottom of the add-in.

If you want to add several servings to your appointment, start by booking the first serving. Click "+ Add catering" below the summary of your first serving and change the Delivery time to the time for the second serving. Add the relevant catering. Continue for as many servings as you want. 

Please note that you will only be allowed to order servings within the duration of your appointment. 

 

Adding equipment to your Outlook appointment

If available, Equipment will be represented within "+ Add equipment" and booked the same way as you book rooms or catering. 

 

Booking on several locations

If you need to book on more that one location, this is done by clicking "Add location" in the bottom. This will show the list of locations in your solution, and you can just click on the relevant location.

For all the locations you have chosen, you can click "+ Add room" to book rooms. It's also possible to add catering and equipment for each location, just by using the "+ Add catering" or "+ Add equipment" for each of the locations. 

 

Locate resources using filter

When you go to the Room, Catering or Equipment category, you can use the Filter in the top to search for specific attributes or categories. Just click the filter and add the relevant criteria. 

 

Specifying or changing billing account

Once you have created your booking, click Billing to check which billing account is used for the appointment.

Click the drop-down to choose or change the billing account. The top drop-down will set the same billing account for the entire booking. 

If necessary, you can specify different billing accounts for the meeting room, catering and equipment. 

Remember to click "Save bookings" once your booking is complete.

 

 

FAQ

"Can I book both room, catering and equipment for the same meeting?"
Yes - you can even add multiple rooms and add multi catering services to be delivered at meeting start and then later for the same meeting

 

"Can I use the add-in with Microsoft's own way of add-in meeting rooms?"

Yes - see the Pronestor add-in as a power tool for helping you choose the best fitting meeting room

 

"What about rules on catering services - like week schema, deadline for booking etc - will they work as well?"

Yes - catering service rules are controlled by the local kitchen chef, and rules for meeting rooms are controlled by the local facility manager.

 

"Can I add cost allocation info when booking?"

Yes - you can set it for all bookings or individually if required