Book a meeting room (Outlook Add-in) – Taitori

Reserve a meeting room

Start by creating a calendar invitation in Outlook for the desired time and add a title, participants, and agenda (see Image 1).

Image 1. Creating a calendar invitation in Outlook.
Once you have added the title and participants, click the Smart Office button on the toolbar. If the button is not visible, find Taitori by clicking the toolbar button that has three dots.
Taitori will open in the same Outlook window (see Image 2). It automatically imports the date, number of participants, and any recurrence from the calendar invitation, offering you suitable spaces.

Image 2. Taitori opened in Outlook.
Browse the options offered by Taitori in a grid or floor plan . If using the floor plan and you have access to multiple floors or locations, you can switch the floor plan from the drop-down menu above it. You can zoom and drag the floor plan with your mouse.
Utilize quick selections (e.g., favorites, meeting rooms) to quickly find the right resource. You can also add criteria (e.g., more specific location) to the search filters. Taitori will remember your view and quick selections for the next time you use the add-in.
Click on a space in the grid or floor plan to see more details and proceed by clicking the "Book" button. Once you select a space, you'll proceed to the Booking Confirmation page, where you can place catering orders, add participants, and enter payment and billing information. Additional details and settings related to the booking can also be edited.
If you simply want to reserve the space without importing participants, placing catering orders, or editing additional details, just scroll down, fill in the payment and billing information if needed, and click "Confirm Reservation."
You can then close Taitori with the close button in the top right corner and send the Outlook calendar invitation.

If you want to send arrival instructions to guests, order catering, or specify the booking in more detail, please read the following instructions before confirming the booking.

Import participants or sopic

If you have Taitori Visitor Management available, import participants from the Outlook invitation to Taitori by clicking the "Import Participants" button. This integrates guests into the visitor management system and sends them arrival instructions and a QR code for registration. Note that you may also have automatic participant import enabled in your profile settings.

Image 3. Import participant and Import the subject buttons.

You can view added participants on the Participants element. Participants are marked based on the domain of their email as either external visitors or internal staff (see Image 4). Only external visitors receive arrival and registration instructions. As the organizer, you are marked as the organizer.

You can change a participant's details or remove a participant.

Image 4. A guest participant imported to Taitori.

Import the subject

Optionally, import the meeting subject to Taitori using the "Import the subject" button. The subject will appear on door or info displays depending on organizational settings.

Change Organizer

If you are booking the space on behalf of someone else and want the booking organizer to be someone other than yourself, enter their name in the Organizer field. This name will appear in place of yours in outgoing invitations and on door or info displays.

Select Payment Method and Fill Out Billing Information for Paid Booking

If the reservation involves a fee, first select a payment method and then fill out the billing details in the "Additional Community Information" section. The fields to fill vary by organization. If you frequently use the same billing information, you can save these as defaults in your profile settings.

Add Additional Information to the Reservation

If necessary, fill in an alternative contact detail (e.g., a phone number or other contact info) and additional information related to the reservation. These details can be useful, for example, for a conference center operator to arrange furniture. The availability of fields varies by organization.

Make the Booking Private

You can make the reservation private, which means that the booker/organizer's name and subject will not be displayed on door displays, nor will other basic users entitled to the space see the booker/organizer's name on the timeline—only the duration of the booking.

Order Catering

If you wish to order catering for your meeting, you can do so conveniently during the space booking process. Before confirming the booking, scroll to the bottom of the Booking Confirmation page and click the "Order Products" button. You can also order catering later by editing the confirmed space reservation. Read detailed instructions here.