Book a room in Outlook Add-in

You can easily book a room with Taitori Smart Office Add-in when using Outlook to send an invitation. When the appointment window is open in Outlook, Taitori's Smart Office Add-In can be found on the right side of the top ribbon, usually named as "Smart Office". Click on it and Taitori application will open up in a side panel.

Picture 1. Open Smart Office from the ribbon.

How to book a room in Smart Office Outlook Add-in

1. Start creating an appointment in Outlook. Define the meeting time, subject, description and participants.
2. Open Smart Office from the ribbon (picture 1). Taitori App will open up in a side panel.
3. Define where to search and use filters. The date and time will be automatically copied from the Outlook invitation by Taitori. Click Search (choose to show the results in a list view or on a floor plan if available).
   
   NOTE! If the quick search is activated, Smart Office skips the search page and automatically shows the spaces available for the meeting. The settings of the Add-in can be changed in Taitori profile settings (My information).
   
   
   Picture 2. Search page open in Taitori Smart Office Add-in.
   
   
4. If you're viewing the results in a list view, select the room by clicking Choose. If you're viewing the results on the floor plan, click on a green space on the map. You can zoom in and drag the floor plan with your mouse.
   
   
   Picture 3. Viewing the results on a floor plan.
   
   
5. On the Booking confirmation page, before confirming the room booking, you can manage the settings and participants of your booking. If you simply wish to book the room without adding any details, managing participants or changing settings, just scroll down and click Confirm reservation. Then close the side panel and send out the Outlook invitation. Now the room is booked!
   
   If you wish to know more about the functionalities of the Booking confirmation page, you can find more information below:
   
   
   • Name an organizer for the booking. Open the tab Additional to name an organizer for the booking. The name written in the field "Organizer" will replace the name of the booker on the Timeline, door panels, info screens and guest invitations.
     
     
     
     
   • Add a subject. Open the tab Additional to add a subject for the booking. The subject may be visible for example on the door panels and info screens.
     
     
     
     
   • Add, manage or remove participants. On the Participants tab, you'll find the participants that have been imported from your Outlook invitation. If the participants were not imported automatically, you can import them manually by clicking Import participants. The settings of the Add-in can be changed in Taitori profile settings (My information).
     
     Participants will be marked as visitors, internals or organizers. The participants marked as visitors will receive invitations from Taitori which include arrival instructions and for example a participant code for self check-in.
     
     The participant can be deleted from the booking by first clicking the "three dots" and then Delete.
     
     
     
     
   • Make the booking private. Hide the name of the booker/the organizer and the subject from Timeline, door panels and info screens by marking the booking as private. This setting can be found when scrolling down to the bottom of the page.
     
     

Also, check out the video below to see how it works:

Video 1. How to book a space, invite guests and order catering in one go.