BOOK MEETINGS

We have a close collaboration with Microsoft, and our platform is 100% integrated with Microsoft Exchange, Microsoft 365, and Outlook. No need for manual processes or outdated third-party tools, unintegrated Sharepoint sites, or paper-based booking. Everything works within the familiar Outlook and Office interface. We have based the AskCody meeting room booking system on modern integrations into Exchange and built everything on Microsoft Azure. 

Learn more about how we integrate to Exchange and Microsoft 365 on our knowledge base.

Meeting scheduling is a routine activity in the workplace. However, it is a complicated and time-consuming process for meeting managers, assistants, facility managers, and all involved in meeting planning.

Meeting planners can easily spend more time scheduling the meeting than the duration of the meeting itself. On average, a meeting can take 15 minutes to book. Moreover, this might not even include ordering associated services like catering, a table arrangement, AV equipment, or contacting facilities management to ensure that the right IT equipment is onsite and operating in the room. Now add the time spent on booking a desk, workstation, huddle room, focus room, or just some space for that project meeting next week your hosting.

Microsoft Outlook and Microsoft 365 operates along two dimensions when it comes to meetings:

1: Availability of attendees 

2: Availability of rooms

However, meeting scheduling is so much more than attendees and the place to meet. It's a lot of to-do's, manual micro-processes, and related tasks that are not supported natively by Outlook and that involve a lot of other vital parts of the organization like Facilities Management, the Canteen, the Reception, or IT.

With a meeting room booking system integrated with outlook, you can accomplish everything you needed to achieve with Exchange and Outlook in the first place.

Do I need a meeting management solution native to Microsoft Exchange and Active Directory? Can't I just use a 3rd party tool with a separate database?

Good question.

With the need for enhanced scheduling capabilities with Outlook or Microsoft 365, organizations end up spending significant time and money to set up an entirely separate system to host their bookings or reservations and provide the enhanced scheduling capabilities required by their end users.

This process can take 6-18 months to complete only to result in synchronization challenges between Exchange and Outlook, your separate meeting room booking system, and your various providers (Facilities Management, Catering, etc.). Moreover, now IT has to manage and maintain a new system in their workplace technology stack that's not integrated into their Microsoft backbone or Active Directory.

With AskCody, your meeting room booking system integrated with outlook, customers no longer have to manage two or more separate systems. Having a meeting reservation exists only in one place (Exchange) eliminates the inconsistent synchronization challenges and frustration caused by having the same booking live in two areas (i.e., Outlook and a separate SQL-based solution). AskCody manages users in Active Directory or Azure AD for easy control of access, roles, and deployment.

And don't forget - it's all cloud-based.

Yes, you can support a decentralized room booking process with AskCody. Some users can request rooms with others empowered to approve their requests.

Learn more in this support article, about user roles, and membership hierarchy.

Yes, with delegated access or shared access to calendars as configured in Microsoft Outlook.

Delegated Access gives access to the entire account, including calendars and email.

Shared Access gives access to calendars (i.e. can't send emails on behalf of other people).

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