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A booked room should be a used room
Most room booking problems start outside the meeting. A room is booked in a tool Microsoft Exchange cannot see, and two teams end up at the same door. A weekly meeting keeps its room long after the team stopped turning up. People walk the floor looking for a free room while the calendar says every room is taken.
AskCody books rooms where meetings are already planned: in the Outlook invite, against the same room calendars in Microsoft Exchange that Outlook, the room displays and AskCody Maps all use. Every channel sees the same truth, and the room display at the door closes the loop. Check in, or give the room back.
How do you book a meeting room in Outlook?
Open the meeting in Outlook and choose the AskCody Bookings add-in. Pick the location, the purpose of the meeting and the equipment and services you need. The number of attendees comes from your invitees, so you only see rooms that fit, each with its capacity. Add the room and send the invite as usual.
Need two rooms, or time for the service team to prepare the room before the meeting starts? Add them in the same invite. The add-in works wherever Outlook supports modern add-ins: Microsoft 365 and Outlook on the web, Outlook for Windows and Outlook for Mac.
What happens when nobody shows up for a booked room?
The AskCody room display at the door shows who has the room and what comes next. With check-in switched on, attendees confirm the meeting on the display within a window you set around the start, for example 15 minutes before and after. If nobody confirms in time, the booking is ended in the room calendar and the room is free for others to book.
On the same display, people can book a free room on the spot, extend or end a meeting, and report faulty equipment straight to the facility contact.
Book rooms and desks on the floor plan
AskCody Maps shows your office as an interactive floor plan: blue for available, red for occupied and gray for areas that cannot be booked. Pick a date, see what is free, and book a desk or a meeting room straight from the map. The booking lands in your Outlook and Teams calendar like any other.
Desks are resources too, with their own capacity, so a shared desk area is never booked by more people than it seats. Put the map on a touchscreen in kiosk mode, with a fixed You Are Here marker, and colleagues and guests can see where they are and where the room is.
See every booking in one workplace calendar
Workplace Central gives meeting coordinators, receptionists and service teams one view of every meeting in the building: the rooms, the catering and services, the attendees and the notes. Switch between a grid and a list.
With the right role, drag a meeting to a new time or room in the grid. The change updates in Outlook instantly, and the catering, AV and visitor list follow.
Know which rooms are really used
Insights for Bookings is built on Microsoft Power BI and uses real booking data from Microsoft Exchange, with personal data removed. See room utilization over time, by location and room type, and how meeting sizes compare with the rooms they are booked in, with up to 13 months of data.
Plan your space from what meetings actually need, not from a gut feeling. Combine it with insights on services and visitors to see the whole meeting picture.
Made to empower you
Hear how IT, conference services and office teams run room booking with AskCody
Nabil needs us to be integrated in Outlook
"By using AskCody, our employees are able to manage the end-to-end process of organizing their own meeting in Microsoft Outlook, and easily find a workspace that will perfectly fit their needs."
Jesper needs us to speed up booking processes
"Now users can quickly find a vacant room and book spontaneous meetings directly on a tablet just outside the meeting room. It gives users peace of mind."
Read the Skanderborg Municipality case study
Anthony needs us to empower meeting bookers
"With AskCody, employees can now book rooms and request services themselves, and it gives them a kind of self-service aspect where they can take control of their own meetings."
Read the Burke Warren case study
Jennie needs us to be user-friendly
"The system can be explained in a clear, logical, and relevant way, and assist even computer-phobic partners in feeling comfortable with handling meeting bookings."
Dale needs us to provide structure
"The fact that admins can manage each reservation for a room and each request that is needed for that event or meeting all under one roof really helped a lot with organizing."
Read the Eversheds Sutherland case study
