How to book a meeting space

Condeco Teams app

Contents

• How to book a meeting from your Teams chat, channel, or meeting
• Chat directly with the Condeco bot to make a booking – when you want to invite the attendees later.

How to book a meeting from your Teams chat, channel, or meeting

In the Teams conversation, type @condeco and when the Condeco bot appears in the suggestions box, select it either by pressing Enter on the keyboard or clicking it using your mouse. Note: The Condeco bot supports a maximum of 99 chat/channel/meeting members and you may see an error if the number of members exceeds 99.

*No Condeco bot? You cannot start the Condeco bot in a new Teams chat – you must have sent at least one message to the chat before the Condeco bot is available to use.

With the blue ‘Condeco’ mention in the chat box, click Send or hit Enter on the keyboard to start the Condeco bot.

*When started, the Condeco bot initially checks if the email address is subscribed to Condeco. If any problems are found, you may see an error:

No default location set for this account:
Set a default location in your user profile using the Condeco web app or the Condeco mobile app and try again.
Account not found:
Your email address was not found in Condeco. Contact your administrator.
Setup not completed by your organization:
The Condeco Microsoft 365 integration is not configured in your organization. Contact your administrator.

From the options in the suggestions box, click Book then click Send or hit Enter on the keyboard to find and book a meeting space. Did you know? If you know the Condeco command you wish to use, you can type it after the blue ‘Condeco’ mention in the chat box and hit Enter to quickly start the process.
A card is posted to the Teams conversation letting the other members know you are finding a space to meet.	This card is posted to your chat when you start a booking.

The Condeco bot now asks a series of questions about the meeting:

Tell us what you would like to book You can only search your default location, using the Condeco bot Select the floor (A). Defaults to the floor set in your profile. Select the workspace type (B). Only shown if more than one workspace type for meeting spaces is configured. Enter the number of attendees the space should accommodate (C). Defaults to the number of members in the chat. Click Next
When would you like it for? From the options, select when you would like the meeting to start or select Specific start time and pick your date from the calendar then enter the start time. For how long? Select the amount of time you need for the meeting or select Specific end time and enter the time you want the meeting to end. Click Next

*When selecting a specific date and start time, the length of the booking defaults to 30 minutes regardless of what is selected under ‘For how long?’ You can change the end time on the next screen.

Choose a specific date and time If you selected Specific start or end time in the previous step, click the date and time fields to choose the required date and time for your meeting. Click Next
Choose a meeting space Up to five available meeting spaces are offered, listed in ascending order by capacity. Select a meeting space from the list. Approval required: A managed meeting space displays ‘(Approval required)’ after the name. If a managed meeting space is selected, a request is created for the administrator to approve/reject. Click Next.
Meeting details Enter a title for your meeting (A). Select the members of your Teams conversation, or meeting that you wish to invite (B). If you started the booking directly from the Condeco chat no members are displayed. A Teams meeting is created by default. Untick Teams meeting (C) if you do not want to create a Teams meeting invite for remote attendees. Click Done.
All set! Your booking is confirmed and added to your calendar. The Teams chat is updated with where and when the meeting is taking place, and who from the chat is invited.

The event is created in your calendar and the selected participants are sent calendar invites. You can edit the event from your Teams calendar, from your Microsoft Outlook calendar using the Condeco Outlook add-in, or from the Condeco mobile app.

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Chat directly with the Condeco bot to make a booking

When you want to find and book a meeting space but invite the attendees later, you can chat directly with the Condeco bot. When you are ready to invite the attendees, add them to the associated calendar event to send the invites.

1. Open the Condeco chat from your Teams chat list.

*Did you know? You can pin the Condeco chat to the top of your chat list – right-click Condeco and select Pin.

2. To start the booking process from a chat with the Condeco bot, instead of typing ‘@condeco’, type the command
   book and either press Enter twice on the keyboard or select the Book command from the suggestions box and click Send.

3. You can now answer a series of questions and book your meeting space.

Note that when chatting directly with the Condeco bot to make a booking, no attendees are suggested but you can book a Teams meeting.

No suggested attendees are listed when chatting directly in the Condeco chat

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