Value added by Outlook

The majority of employees (around 90 percent) have very basic requirements from a room booking system: In most cases, they are organising an appointment or a series of appointments via Outlook and want to find an appropriate room with the appropriate equipment, such as projectors, flipcharts etc. Preferably, they do not want to open a second program to do this.

The Outlook plugin for 3V ROOMS provides an integrated, ergonomic user interface for this additional service. Using various filter criteria and standard settings, 3V ROOMS shows the user the appropriate room, and the booking is completed quickly and easily with a single click.

3V ROOMS and Outlook interact intuitively – if a reservation is newly added to or changed in one of the systems, the ongoing synchronisation means the changes will also appear in the other. The involved parties, such as service providers or participants, can be automatically informed about the changes if necessary. If a change results in a conflict, 3V ROOMS will inform the user immediately – either by resetting the reservation or by means of an email notification.

3V ROOMS offers a smart solution for availability checking for serial bookings: The system also shows the user rooms that are not available for all appointments within the series. This means the organiser is able to select a different room for the dates affected or to set up an alternative appointment. So the user can generally stick with their preferred room and only has to find an alternative on individual dates. Of course, this helpful function is available both in Outlook and in the web application.

You don’t use Outlook? 3V ROOMS also has a solution for those who don’t use Outlook: Using ICS files we can offer the integration of third-party calendars from providers like Google, Lotus Notes etc. If you want even further integration this can be achieved using the REST-API interface.