This is a small step-by-step guide for using the AskCody RoomFinder. RoomFinder can be deployed as an add-in for Outlook 2010/13/16 and Office 365 OWA. The only difference between the different Outlook versions is the location of the launch button. However, the procedure of using the add-in itself stays the same. For more information about the concept of the RoomFinder, please visit our website.
In order for you to use the AskCody RoomFinder add-in, you need to make sure to add the RoomFinder to the ribbon in the Outlook client, and if you need assistance, please visit this article.
As Microsoft has a similar feature to AskCody RoomFinder, we advise you to hide the default Office Room Finder from Outlook. If you need assistance, please visit this article.
This is where you find the add-in launch button in the Office 2016 client
This is where you find the add-in launch button in the Office 365 OWA
In the RoomFinder you are able to see the 4 search criteria: Location, Purpose, Capabilities, and Capacity.
The locations criterion indicates where you wish for the room to be located at.
The purposes criterion indicates how you wish to utilize the room.
The Equipment and services criterion indicates what equipment, services, etc. you would like to be available when using the room.
The people criterion indicates how many people you expect to be in the room at once.
You can select multiple locations, purposes, and capabilities (equipment and services). However, there must be at least 1 location for the search to performed. When you have selected the criteria you are looking for, click on Find rooms and the search will begin. This might take a few seconds.
When the search is done, you will be shown all of the meeting rooms that fulfill the selected criteria. By default, you will only be able to see the available rooms, but if you click the box named "Show # occupied room(s)" the occupied rooms that fulfill the criteria will also be shown.
Each room will be shown alongside its name, capacity and a short description. Click on the room(s) you would like to book and then click on Add rooms.
Now the room will be added to the list of attendees, and an invitation will be sent to the room's calendar when you are done creating the meeting.