Meeting

Meeting Room Management
In Outlook and Office 365

Less planning, more getting things done. Get back wasted time with AskCody's efficient meeting room management platform for Microsoft Outlook and Office 365.

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Built for and works with

 

Manage Meetings and Find Rooms Right in Outlook

Recommended by Microsoft's Better With Office programbetter with office microsoft logo

  • Key features
  • 100% integrated with Microsoft Outlook. AskCody utilizes your existing Microsoft calendar system and Exchange backbone
  • Search for meeting rooms, guest offices, and hotdesks across multiple locations and time zones
  • Set room criteria, like a whiteboard, airtame etc.
  • Book catering, equipment, and other services directly from Outlook
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AskCody RoomFinder - The fastest room booking tool for Outlook

AskCody RoomFinder lets you search for all meeting rooms across multiple locations with ease, right inside the already familiar interface of Outlook and Office 365.

Finding an available room has never been easier. Users can search and sort by the purpose of a meeting (e.g. video conference), special features (room with a whiteboard or projector), or capacity.

A built-in part of the AskCody Meeting Management tool.

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Add catering or associated services in a few simple steps. Also inside Outlook and Office 365

The old way of ordering refreshments or additional meeting room equipment such as AV or workstations for a meeting is cumbersome, time-consuming, difficult to administer, and error-prone.

With Meeting+, simply book what service you want from Outlook or Office 365 on your desktop, laptop, tablet, or phone. Corresponding kitchen, canteen management, AV provider, or facility management know exactly what, when, and where you need supplies.

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More about AskCody Meeting Management

Why do I need Meeting Management software when I already have Outlook or Office 365?

Meeting scheduling is a routine activity in the workplace. However, it is a complicated and time-consuming process for many organizations and 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 Office 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 involves a lot of other vital parts of the organization like Facilities Management, the Canteen, the Reception, or IT.

With AskCody Meeting Management for Outlook, it allows you to accomplish everything you needed to achieve with Exchange and Outlook in the first place.

Why do I need an integrated Meeting Management solution with Exchange and Active Directory? Why can't I just use a 3rd. Party tool with a separate database?

With the need for enhanced scheduling capabilities with Outlook or Office 365, organizations end up spending significant time and money to set up an entirely separate system to hosts 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 management 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, customers no longer have to manage two or more separate systems. Having a meeting reservation exist only in one place (Exchange) eliminates the inconsistent synchronization challenges and frustration caused by having the same reservation exist in two places (i.e. Outlook and a separate SQL-based solution). Users are managed in Active Directory or Azure AD for easy control of access, roles, and deployment.

Does AskCody software integrate with both Outlook and Office 365?

Yes, it truly does.

We have a close collaboration with Microsoft and our product suite is 100% integrated with Office 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. AskCody is based on modern integrations into Exchange and everything is built on Azure. 

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

What happens to my catering or services order when meetings are canceled​ or rescheduled?

Catering and additional resources follow your meeting. That's one of the best parts.

Meetings are canceled, rescheduled, postponed, or relocated all the time. That’s why all the assigned resources such as catering, AV and telepresence, meeting room equipment, and table arrangements follow the meeting if it is rescheduled. If a meeting is canceled, the assigned resources will be released automatically. The kitchen or the AV provider will be notified immediately from the AskCody Management Portal.

How do vendors or service providers work with AskCody?

AskCody is not your everyday Outlook add-in. There's a complete management backend designed to make the meeting experience more efficient and effective than ever.

Use the AskCody Manager to manage additional resources, workflows, items, bookings of corporate kitchens and canteens, and accept or reject bookings. Kitchen and facility managers can view at a glance what they need and how many people need meeting services, as well as the location. Now they have an instant one-stop interface with an updated overview in real time.

Do AskCody add-ins work across all Outlook platforms?

Outlook, Outlook Web App, or OWA for Devices. The RoomFinder and Meeting+ add-in, as well as the Welcome+ Visitor Management Add-in work seamlessly across all platforms, making it easy for you to book meetings and meeting resources. 

Now you and your organization only need Outlook and AskCody to handle everything related to productivity, mail and collaboration, and meeting management.

Can data be exported? And what about cost center management or tax management for external meetings?

With AskCody you get the data you need when you need it.

Your IT or Finance department will love the ease-of-use associated with the data export in the AskCody Meeting+ Manager. Data is simply exported to incorporate with accounting, databases, and ERP through simple CSV exports or by leveraging the AskCody API. 

Cost Centers can be managed manually in AskCody or by your Active Directory. Invoices, tax management for external meetings, and settlements can all be taken care of by AskCody.

Will the AskCody add-ins for Outlook work together with the other AskCody modules?

Yes.

Use RoomFinder and Meeting+ together with Insights and see your workspace in full context.

With Insights, you have access to all available data for office space and meeting room utilization. Easily see how your office space and meeting rooms are actually being used, and make the most out of your workspace.

With the meeting room trifecta RoomFinder, Meeting+, and Insights, you can go deeper into conference room activity, with daily reporting for key metrics such as meetings and occupancy, no-shows and ghost meetings, duration, and attendees. Get the insights and trends displayed in a beautiful dashboard for easy data consumption.

AskCody is a key solution to book and manage meetings with ease

Learn what AskCody can do

Download the case study and see how AskCody helped one multinational bank  save hundreds of hours per day streamlining 1000 daily meeting bookings.

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"Without AskCody, the search for meeting rooms would be difficult and a lot of resources would have been wasted. The municipality of Skanderborg is, therefore, more than happy for our AskCody installation and 100% satisfied." 
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See how AskCody can save you a ton on meeting management.

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Hundreds of satisfied AskCody customers, including: