Outlook Add-in Version 6.x Condeco Version 3.x Room Booking User Guide July 2017

Note to Condeco Administrators This guide contains all the standard features and functionality of the Outlook plug-in. We strongly advise that this guide is first read, checked and then edited to match your organisation’s booking processes and procedure's before general distribution to users. This guide is being sent to you in a editable format, MS PowerPoint (.pptx) All screenshots are for illustration purposely only, and we encourage you to replace them to show your organisations rooms. The copy in this guide should be reviewed and edited by an administrator with knowledge of your booking processes. PowerPoint slides not relevant to your organisations booking process should be removed. If you experience any technical issues, please contact support@condecosoftware.com

Introduction to users Condeco has been configured to match your organisations room booking policies and procedures, therefore your experience of using Condeco may sometimes differ from the information provided in this user guide. Condeco is based on both modular software and hardware features and functionality; your organisation will have opted for all or a sub set of the modules in this help guide based on internal business reasons. If you believe a configuration change needs to be made to your version of Condeco, please first liaise with your organisation’s Condeco Global Administrator. 5 Steps to booking a room in Outlook The Condeco Outlook plugin has been designed to allow you to quickly find and book a room. Additional servicer can also be ordered, Catering, Equipment and Video Conferencing . The 5 steps to making a booking; 1) Make an Outlook appointment & invite attendees 2) Search and select an available room 3) Fill out the booking form 4) Add additional services / rooms 5) Save/Send the appointment.

Step 1 Make an Outlook Appointment & Invite Attendees Open the Outlook Calendar Click ‘New Appointment’ Once the new appointment is open it is a personal preference whether you invite attendees at this point to inform them of the impending meeting or secure a room first using Condeco. Either option is compatible with Condeco. This user guide follows the latter option. The room will be initially booked and secured, and then attendees will then be invited.

Utilise the Recurrence button Type a subject Leave the location field blank (Condeco will populate this after a search is complete. Select the start/end date & time Invite Attendees Note: do not click All day event. This feature is not compatible with Condeco Click ‘Room Booking’ to perform a search for a room. The 3 Condeco buttons Condeco is embedded into the Outlook ribbon Room Booking: enter search criteria to view a list of available rooms Room Grid: a calendared view of available rooms Cancel Booking: cancel the room but retain the Outlook appointment Recurring meetings Select the recurring pattern before you click Room Booking. When rooms are already booked for some of the recurring dates, Condeco will display this in the search results as an ‘Exclusion’

Step 2 Search for a Room Having clicked Room Booking you will need to fill out your search criteria Select ‘where do you want to book’? Select your criteria ‘How do you like your room?’ Setup: pre-populated with a list of setup (layout) styles of how rooms can be configured. Select from the drop-down Type the number of attendees Attributes: tick items you require in the room Click ‘Find’ to search for ALL available rooms.

Acronyms: hover your mouse on top of the initials to see the description Having clicked Find, all available rooms are displayed in size order, from smallest to largest. (Click a room name to view details about the room). Setup: the room layout(s) options. The number in the brackets denote the maximum number of people in the specified room layout Location: where the room is located Group: which group the room belongs to Floor: which floor the room is located on Book : the room is self-managed, therefore first come first served Request: the room is managed by a approver, you will receive an ‘Booking request’ email confirmation receipt Click Book or Request to fill out the booking form.

3 Fill out the booking form This is the Condeco booking form notice the tabs along the top of the screen; General, Attendees, Food Services, Equipment and Supplies. Fill out the General details; Type: chose the meeting type from the drop down. Attending: pre-populated from your search criteria From: the meeting date Room: pre-populated from the room you selected Setup: pre-populated room style. Utilise the looking glass to perform a User Lookup. Requestor : the person who owns the booking. If not yourself click the magnifying glass to search and select the owner from the staff directory. Host: The person hosting the booking.

General: (continued) Cost Centre: if catering forms part of the booking this is automatically populated from host details / type in your cost centre Link Details: tick the box to copy and paste host details into requestor fields Notes: for a managed room, type notes you would like the approver to view when they review your booking Click Attendees to continue, or Book & Close to complete the booking.

Attendees This screen links to the Condeco Visitor Management module . Any required fields will remain red until populated. Select the Attendee Type: Internal from your AD database, External to the organisation. As you type previous External Attendees details will appear. Click the Globe Icon to switch first name and last name fields. Email on arrival?: Send an email to Host/Requestor when the Attendee arrives, Direction Email?: Send a directions email to the Attendee. Notes: Add a note about the Attendee. Click Food Services to continue, or Book to finalise the booking.

Food Services Catering Facility: click the drop-down and select from the catering group Item: click the drop-down and select the catering item Qty: pre-populated from the number of attendees Date: pre-populated from the outlook appointment From: click the drop-down and select an alternative time when you require the item delivered To: click the drop-down and select an alternative time when you require the item removed from room Cost: displays cost per item Total: displays total cost Click Equipment to continue, or Book to finalise the booking. Click to View any catering rules Click to add notes to the booking

Equipment Equipment: click the drop-down and select from the equipment group Item: click the drop-down and select the item Qty: type the amount required Date: pre-populated from the outlook appointment From: click the drop-down and select an alternative time when you require the item delivered To: click the drop-down and select an alternative time when you require the item removed from room Cost: displays cost per item Total: displays total cost Click Supplies to continue, or Book to finalise the booking.

Supplies Supplies: click the drop-down and select from the supplies group Item: click the drop-down and select the item Qty: type the amount required Date: pre-populated from the outlook appointment From: click the drop-down and select an alternative time when you require the item delivered To: click the drop-down and select an alternative time when you require the item removed from room Cost: displays cost per item Total: displays total cost Click Rooms and Connections to continue, or Book to finalise the booking.

Rooms and Connections Rooms and Connections is used to link room’s with VC capabilities, External rooms, Virtual Meeting Rooms, or Request a new external room; Click Add another room. Type: select from the drop-down Country: select from the drop-down Region: select from the drop-down Location: select from the drop-down Group: select from the drop-down #Att: enter the number of attendees for the VC room Press Enter (All available rooms are displayed) Room: select from the drop-down Click done to continue.

Rooms and Connections (Continued) Additional Rooms appear as separate tabs, and can be edited separately. Click Book to complete the booking.

Summary: A summary to view all the booking details Print Summary: optionally print the summary page Click Done, and then Book to complete the booking. Choose to send a booking confirmation email to the Host and/or Requestor by checking the options and clicking Send Confirmations.

The location field is now populated with the room details and is secured in your name If you have booked a self-managed room the room name and location details will be in the location field. If you have booked a managed room after the room name and location the word PROVISONAL will be there. *This will be automatically removed once your request has been approved Save & Close In instances where you are not inviting attendees, click Save & Close in the Outlook ribbon

The booking now appears in the Outlook calendar. Moving a booking Double-click to open the appointment Amend the date and/or time Click Room Booking to open the booking form. Click Update; If the same room is available Save & Close the appointment. If the room is not available a room alert will ask you to search for another room. Click the Room dropdown to display other available rooms, and select one. Click Update to complete the booking. In the Outlook appointment , click Send Update or Save & Close. You will receive a booking amendment email. Note: if you drag / drop the booking to a new date / time, you cannot assume the same room is available, therefore following the above steps ensures you are selecting an available room.

Cancel Booking Cancel booking allows you to cancel the room booking in Condeco. 1. Click Cancel Booking, to cancel the room but retain the Outlook appointment 2. The cancellation is confirmed. 3. A booking cancellation email is sent. The meeting will remain in the calendar. (Cancel Meeting) If you use Cancel Meeting this will also remove the booking from Condeco and you will receive a booking cancellation email. Delete Booking (if no attendees have been invited) When you have a room booking without attendees, click Delete in the Outlook ribbon to remove the booking, freeing up the room for others

3 Room Grid A room grid contains a personalized view of rooms. A grid can contain rooms from multiple Countries, Regions, Locations, Groups and Floor. Refer to page 22 to create your own room grids. 3 Create a booking from Room Grid In Outlook, create a New Appointment.. Click the Room Grid icon. On the room grid the two vertical red lines represent the times you selected in Outlook. 3. Click the row with the room you would like to book. To link to other rooms on the grid; 4. Click Add more rooms , and then click other available room rows. 5. Click Finalise booking and complete the booking form. 6. Remember to Save & Close or Send the Outlook appointment once completed.

Create a Room Grid Click this icon to view and manage previously created grids, and to create new grids. (refer to page 22) Filter by room feature You can filter the grid to show only rooms with certain room attributes. View 3. Adjust how the rooms and grid is displayed. For example time format, room order and room grouping.

Create new grid Click Create new grid Use the search criteria (room type, Country, Location, Booking access, Group, Floor and Add only rooms with) to select rooms you want to view Click Add rooms to grid Filter by room feature 4. You can filter the grid to show only rooms with certain room attributes. Name the grid. Click Save Grid

Moving a booking Double-click to open the appointment Amend the date and/or time Click Room Booking to open the booking form. Click Update; If the same room is available Save & Close the appointment. If the room is not available a room alert will ask you to search for another room. Click the Room dropdown to display other available rooms, and select one. Click Update to complete the booking. In the Outlook appointment , click Send Update or Save & Close. You will receive a booking amendment email. Note: if you drag / drop the booking to a new date / time, you cannot assume the same room is available, therefore following the above steps ensures you are selecting an available room.

The Recurrence button Recurring Bookings To create a recurring booking click the ‘Recurrence’ icon on the ribbon. Chose the recurrence pattern and then click ‘Room Booking’. Perform a search for an available room and click ‘Find’ Condeco will display all available rooms – notice the ‘Exclusions’ column – this column will indicate how many times a room is not available in the recurring set. Click ‘Room Booking’ Exclusions Note: there maybe restrictions on how far in advance a recurring booking can be made, and how many recurrence can happen in one booking – Condeco will notify you of these restrictions once you click ‘Room Booking’.

Click the ‘Room Dropdown’ option to display available rooms. Recurring Bookings Cont. If you would like to book a room with an ‘Exclusion’ click ‘Book’ or ‘Request’ and complete the booking form. A pop up alert appears highlighting alternative rooms. Click the ‘Room’ dropdown to display a list of alternative rooms. Select a room from the drop down list and then click ‘Select room’. Click ‘Book ‘or ‘Request’ to complete the booking. Exclusions Note: If there are no alternative rooms available at the date & time, please make a note of these days and perform a separate room booking. A booking confirmation/ booking request email will be sent to you noting the rooms in the recurring set.

Start to type the name of a delegate for their name to be displayed. Delegation rights In order to give other users permissions to move, copy or delete your Condeco Room bookings in Outlook you need to ensure they have permission to Read/Write/Delete your Outlook bookings. (consult your IT Support if you need clarification. Visit the Condeco web portal and click ‘Profile’ Scroll down to Outlook ‘Booking Delegates’. Start to type the delegate name to perform a search. Click ‘Add another’ to add more delegates (a maximum of 6 is allowed). Scroll down and click ‘Save’ to save your profile. Exclusions Note: Delegation rights only work when amending Condeco Room bookings in Microsoft Outlook.

If you are an existing Condeco customer and require technical support please email support@condecosoftware.com or call us on +44 (0)845 459 6003.