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

2. 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

3. 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.

4. 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.

5. 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’

6. 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.

7. 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’ confirmation receipt
Click Book or Request to fill out the booking form.

8. 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.

9. 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.

10. 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.
on arrival?: Send an to Host/Requestor when the Attendee arrives,
Direction ?: Send a directions to the Attendee.
Notes: Add a note about the Attendee.
Click Food Services to continue, or Book to finalise the booking.

11. 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

12. 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.

13. 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.

14. 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.

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

16. 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 to the Host and/or Requestor by checking the options and clicking Send Confirmations.

17. 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

18. 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 .
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.

19. 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 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 .
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

20. 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.

21. 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
Adjust how the rooms and grid is displayed. For example time format, room order and room grouping.

22. 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

23. 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 .
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.

24. 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’.

25. 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 will be sent to you noting the rooms in the recurring set.

26. 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.

27. If you are an existing Condeco customer and require technical support please or call us on +44 (0)