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Color Codes (for booking types)

Condeco Configuration Guide » Application setup » Groups » Configure a group for meeting spaces » Color Codes (for booking types)

Colour codes are used to define different booking types both for reporting purposes and to easily determine between booking types on the booking grid – for internal or external meetings, for example. How to set color codes for booking types Navigate to…

Create and configure Exchange room mailboxes

Exchange Sync » Prerequisites, accounts and access » Microsoft 365 Administration » Create and configure Exchange room mailboxes

Exchange Sync *On the New resource mailbox forms, a ‘room account’, ‘room mailbox’ or ‘resource’ all refer to the Exchange calendar used for booking the room. If your MS Exchange room mailboxes are already set up, proceed…

Condeco Screens

Condeco Screens

You can find configuration and setup information about Condeco screens in the following guides: Condeco Screen Manager Admin Guide Condeco Desk Booking Screen Condeco Meeting Room Screen Condeco Flash Utility for upgrading your room and desk screens to the latest…

Resources

Condeco Configuration Guide » Application setup » Resources

Resources are individual spaces such as a desk, a meeting room, a locker, or a training room, etc. A resource must be created in a location. A resource must be assigned to a group to manage booking rules and permissions. A resource can be set as a workspace type…

Limitations of Microsoft 365

Exchange Sync » About Exchange Sync » Limitations of Microsoft 365

Exchange Sync Microsoft 365 offers a different and often smaller set of functionality and business rules for space booking than Condeco. This means there are a number of limitations to Condeco functionality when using Exchange Sync. Condeco Outlook Com+ plug-in…

Condeco Configuration Guide

Condeco Configuration Guide

Use the Condeco Configuration Guide for general reference when developing and modifying Condeco and as a workflow when setting up the Condeco application and integrations such as Smart Calendar or Exchange Sync. This guide is for the Condeco Cloud…

Meeting space resources

Condeco Configuration Guide » Application setup » Resources » Meeting space resources

A meeting space is any space where people collaborate, for example, a meeting room, a huddle space, a board room, or a training room. Each individual meeting space resource must be assigned to a group to manage the booking rules and permissions and can be assigned a…

Rooms sheet

Bulk data upload to Condeco » Data Collection Sheet (DCS) » Rooms sheet

The Rooms sheet is mandatory for booking solutions for meeting spaces. The purpose of the Rooms sheet is to create meeting spaces and set the possible layout styles and the attributes the space provides. *Learn more about meeting space (room) resources here. Watch…

ServiceMapping sheet

Bulk data upload to Condeco » Data Collection Sheet (DCS) » ServiceMapping sheet

The ServiceMapping sheet is optional. The purpose of the ServiceMapping sheet is to make service items available to order when booking specific meeting spaces. *Learn more about vendors and vendor services here Watch the ServiceMapping sheet video to learn how to…

FAQ – features and functions

Smart Calendar » FAQ – features and functions

Smart Calendar To view commonly asked questions about Graph API, data access, and security, see Data access and security. FAQ – Smart Calendar features and functions Our Condeco is on-premise, can we benefit from the Smart Calendar? Unfortunately, not. Your…

CustomRoomAttributesMapping sheet

Bulk data upload to Condeco » Data Collection Sheet (DCS) » CustomRoomAttributesMapping sheet

The CustomRoomAttributesMapping sheet is optional and only relevant to Condeco meeting space booking solutions. The purpose of the CustomRoomAttributesMapping sheet is to apply the attributes created on the CustomAttributes sheet to the meeting spaces so they can be…

Smart Calendar

Smart Calendar

Contents Language support Technical details FAQ – features and functions Setup and onboarding Video equipment integration About Smart Calendar The Condeco Smart Calendar and Add-in provide an integrated and seamless room booking experience for Microsoft…

3. Resource Group sheet

Bulk data upload to Condeco » Data Collection Sheet (DCS) » 3. Resource Group sheet

The data provided on the Resource Group sheet is mandatory for all Condeco booking solutions. The purpose of the Resource Group sheet is to create groups in your locations to manage the booking rules for resources. Good to know A group manages the booking rules…

Application setup

Condeco Configuration Guide » Application setup » Groups » Configure a group for meeting spaces » Application setup

Configure the booking rules and preferences for your meeting space group on the application setup form. How to set group preferences on the application setup form for meeting spaces Navigate to Application Setup > Groups. Select the Country and Group. For the…

Email templates for meeting spaces

Condeco Configuration Guide » Application setup » Groups » Configure a group for meeting spaces » Email templates for meeting spaces

When meeting space bookings are made, changed, or canceled, or visitors who are attending meetings arrive at the office, notifications can be automatically sent by email. Standard email templates are provided containing field tags and prepopulated subject and message…

Video equipment integration

Smart Calendar » Video equipment integration

Smart Calendar Smart Calendar utilizes Exchange calendars to integrate with remote meeting services such as Teams, Zoom, and WebEx, providing a seamless one-click booking experience. Pair your meeting space video equipment with an Exchange mailbox calendar and the…

Workspace types

Condeco Configuration Guide » Application setup » Workspace types

!The Workspace types feature for meeting spaces and personal spaces is available for Condeco Cloud customers on April 2021 release or above. Assign a workspace type to each of your meeting space and personal space resources to offer your users flexibility to choose…

Grid Display

Condeco Configuration Guide » Application setup » Groups » Configure a group for meeting spaces » Grid Display

Select the fields you wish to display on the booking grid and/or in the Condeco Outlook Com+ plug-in (In popup). Change the order of the fields that display on the booking grid by clicking the up and down arrows next to the field names. You can choose the information…

FAQ – data access and security

Smart Calendar » Technical details » FAQ – data access and security

Smart Calendar Condeco uses the latest Microsoft Azure technology and follows Microsoft’s best practice guidelines to ensure your data is completely secure. All data in transit is encrypted. The Smart Calendar service uses Microsoft Graph to receive…

FAQ

Condeco Configuration Guide » Application setup » QR codes » FAQ

QR codes FAQ How does a user check in if they cannot scan the QR code because their mobile device is not working or is unavailable? Administrators can check in on behalf of users from the booking grid for personal spaces*. When a booking is within the check-in period…

Configure a group for personal spaces

Condeco Configuration Guide » Application setup » Groups » Configure a group for personal spaces

Once you have created a group you can configure it to manage resources. *Full or half-day booking for personal spaces is a global setting for your entire organization and must be set to full-day bookings if the cleaning vendor workflow is managed by Condeco. How to…

Edit Name/Deployment

Condeco Configuration Guide » Application setup » Groups » Configure a group for meeting spaces » Edit Name/Deployment

Some settings were configured when the group was created. All fields can be edited here, excluding the group ‘type’ which defines if the group is for meeting spaces and personal spaces, or for delivery points. Edit group name, deployment, and default…

AV Services

Condeco Configuration Guide » Application setup » Vendors » Vendor services » AV Services

Create the AV services (resources) you would like to offer with selected meeting spaces. You can choose from a default list of service types as shown in the image. Before creating your AV services, you must have a vendor and vendor contact. Learn how to create…

Grid display

Condeco Configuration Guide » Application setup » Groups » Configure a group for personal spaces » Grid display

You can choose the information to display for bookings on the booking grid for personal spaces and also change the size of the columns and rows. The refresh rate can also be set. How to amend the Grid display Navigate to Application Setup > Groups. Select the…

Catering services

Condeco Configuration Guide » Application setup » Vendors » Vendor services » Catering services

Create the catering items (resources) you would like to offer with your catering services for selected meeting spaces. Create subgroups to help users select the items appropriate for their meetings. For example, you could create subgroups for breakfast items; lunch…

Personal spaces

Condeco Configuration Guide » Advanced Setup » Global settings » Personal spaces

Global setup Global settings are applied throughout your entire organization. Only Global Admins can change global settings. Global settings for personal spaces To view or change the global settings for your personal space across all your locations: Navigate to…

Application setup

Condeco Configuration Guide » Application setup » Groups » Configure a group for personal spaces » Application setup

Configure the booking rules and preferences for your personal space group on the application setup form. You can set the booking hours, advanced booking period, the maximum number of slots a group is allowed to book, set check-in and bump times and warnings, etc. How…

Supplies

Condeco Configuration Guide » Application setup » Vendors » Vendor services » Supplies

Create the supplies (resources) you would like to make available with your selected meeting spaces. Create subgroups to help users select the items appropriate for their meetings. For example, you could create a subgroup for meetings with external visitors, which…

Services sheet

Bulk data upload to Condeco » Data Collection Sheet (DCS) » Services sheet

The Services sheet is optional. The purpose of the Services sheet is to create the service items your vendor(s) provide, such as catering items or stationery and equipment supplies. You can apply the costs associated with items, and the amount of time required before…

Equipment services

Condeco Configuration Guide » Application setup » Vendors » Vendor services » Equipment services

Create the items (resources) you would like to offer with your equipment services for selected meeting spaces. Create subgroups to help users select the items appropriate for their meetings. For example, you could create subgroups for IT equipment such as laptops or…

Workspace types for personal spaces

Condeco Configuration Guide » Application setup » Workspace types » Workspace types for personal spaces

Categorize your personal spaces into ‘workspace types’ and enable your users to specify exactly the type of space they need to book when visiting the workplace. Workspace types for personal spaces can be desks, lockers, offices, parking spaces, or any other type of…

Data Collection Sheet (DCS)

Bulk data upload to Condeco » Data Collection Sheet (DCS)

About the Data Collection Sheet (DCS) The Data Collection Sheet is an Excel workbook, with the required information divided across several sheets. At Condeco, we use the same DCS for both our personal space and meeting space booking solutions so you may see sheet tabs…

Distribution Group

Exchange Sync » Prerequisites, accounts and access » Microsoft 365 Administration » Distribution Group

Exchange Sync Exchange Web Services only allow rooms that are members of a distribution group to be queried programmatically, therefore all Exchange rooms mapped to Condeco must be added to an Exchange distribution group. Condeco only synchronizes Exchange rooms in…

Email templates for personal spaces

Condeco Configuration Guide » Application setup » Groups » Configure a group for personal spaces » Email templates for personal spaces

When personal space bookings are made or canceled, or visitors with booked personal spaces arrive at your office, notifications can be automatically sent by email. Standard email templates are provided containing field tags and prepopulated subject and message…

Microsoft 365 Administration

Exchange Sync » Prerequisites, accounts and access » Microsoft 365 Administration

Exchange Sync Contents Microsoft 365 Exchange Admin Account Microsoft 365 Service Account Create and configure Exchange room mailboxes Distribution Group About Microsoft 365 administration To set up Exchange Synchronization with your Condeco platform you…

Map Exchange rooms to Condeco

Exchange Sync » Prerequisites, accounts and access » Condeco Administration » Map Exchange rooms to Condeco

Exchange Sync *If you have a large number of Exchange rooms to map, Condeco can do this for you. Contact your Condeco representative for more information. Login to Condeco as an Administrator. Navigate to Application Setup > Exchange room mapping. By default,…

Groups

Condeco Configuration Guide » Application setup » Groups

A group is a collection of bookable spaces (resources) that have the same access and booking rules. Group types Groups can be Restricted or Open. Restricted group: Only users who have been granted explicit access to the group can book a space in a Restricted…

Workflow options for personal spaces

Condeco Configuration Guide » Application setup » Vendors » Creating and editing Vendors » Workflow options for personal spaces

The cleaning workflow can work in two different ways, as described below. When creating or editing vendors, tick or untick Automatically mark cleaning completed at the end of the period as appropriate for your organization. Option 1: Cleaning workflow is managed…

BookableDesk sheet

Bulk data upload to Condeco » Data Collection Sheet (DCS) » BookableDesk sheet

The data provided on the BookableDesk sheet is mandatory for booking solutions for personal spaces offering bookable spaces for individual use. *If you do not have a large number of fixed and flexi personal spaces, Condeco recommends adding all personal space…

FlexiDesk sheet

Bulk data upload to Condeco » Data Collection Sheet (DCS) » FlexiDesk sheet

The FlexiDesk sheet is optional and only relevant to Condeco personal space booking solutions. *The Fixed and Flexi sheets require user data to be entered so these sheets can only be uploaded after your User Data Collection sheet has been uploaded to your Condeco…

Microsoft 365 Exchange Admin Account

Exchange Sync » Prerequisites, accounts and access » Microsoft 365 Administration » Microsoft 365 Exchange Admin Account

Exchange Sync Microsoft 365 Admin account An Microsoft 365 Admin account is required if you have Exchange rooms. The Microsoft 365 Admin account must grant consent for Condeco to use User.Read and Calendars.ReadWrite.All (see table below). It is a limitation of…

Workspace types for meeting spaces

Condeco Configuration Guide » Application setup » Workspace types » Workspace types for meeting spaces

Categorize your meeting spaces into ‘workspace types’ and enable your users to specify exactly the type of space they need to book when collaborating with colleagues. Workspace types for meeting spaces can be meeting rooms, training rooms, huddle spaces, or…

Configure a group for meeting spaces

Condeco Configuration Guide » Application setup » Groups » Configure a group for meeting spaces

Once you have created a group you can configure it to manage your spaces. Group types for meeting spaces There are three group types for meeting spaces groups. The group type is configured in Edit Name/Deployment once a group has been created and…

Add or edit a region and location

Condeco Configuration Guide » Application setup » Locations » Add or edit a region and location

Before you start Before you can create a region and location, you need a country. How to create a new Region and Location Navigate to Application Setup > Locations. Click the Specify a country dropdown and select the country for the new region. If you only have…

Exchange Sync

Exchange Sync

Introduction to Exchange Sync Condeco Exchange Sync for Microsoft 365 allows you to link and synchronize room calendars in Exchange with meeting spaces in Condeco. Exchange Sync monitors and automatically synchronizes any bookings made, edited, or deleted,…

Application setup

Condeco Configuration Guide » Application setup

About this guide The Application Setup guide provides step-by-step instructions for configuring your Condeco workspace booking solution. Use it for general reference when developing and modifying Condeco and as a workflow when creating new locations and groups,…

OAuth Authentication Process

Exchange Sync » Prerequisites, accounts and access » Token Administration » OAuth Authentication Process

Exchange Sync Grant Admin Consent Start the Token app with the appropriate URL: For a Production/Pilot environment, use https://condecotokenapp.condecosoftware.com For a UAT/Trial environment, use https://condecouattokenapp.condecosoftware.com Click…

Personal space resources

Condeco Configuration Guide » Application setup » Resources » Personal space resources

A personal space is a space used by a single person. For example, a desk, office, parking space, or locker. Each individual personal space resource must be assigned to a group to manage booking rules and permissions, and can be assigned as a workspace type. Workspace…

Create a group and set permissions

Condeco Configuration Guide » Application setup » Groups » Create a group and set permissions

*Duplicate an existing group: To start a new group with the same settings, email templates and rules as an existing group, create a duplicate group How to create or edit a group Navigate to Application Setup > Groups. Click the Specify a country dropdown and…

FixedDesk sheet

Bulk data upload to Condeco » Data Collection Sheet (DCS) » FixedDesk sheet

The FixedDesk sheet is optional and only relevant to Condeco personal space booking solutions. *The Fixed and Flexi sheets require user data to be entered so these sheets can only be uploaded after your User Data Collection sheet has been uploaded to your Condeco…

Verify impersonation changes

Exchange Sync » Control access to calendars » Verify impersonation changes

Exchange Sync Verify if the Microsoft 365 service account is able to impersonate the mailbox room calendar that was either added or removed from the group. Impersonation can be verified either using the EWS Editor or via the Microsoft Remote Connectivity Analyzer…

Meeting space layouts (seating styles)

Condeco Configuration Guide » Application setup » Vendors » Vendor services » Meeting space layouts (seating styles)

Meeting space vendors change the setup style and seating arrangement of a meeting space as per the seating style selected on the booking form. A vendor must be assigned for each meeting space offering different seating arrangements. Learn how to create vendors…

Prerequisites, accounts and access

Exchange Sync » Prerequisites, accounts and access

Exchange Sync Contents Microsoft 365 Administration Token Administration Condeco Administration Prerequisites for Exchange Sync The following is required for Exchange Sync. Condeco 3.4.5 or later Hosted by Condeco. …

User Data Collection (UDC)

Bulk data upload to Condeco » User Data Collection (UDC)

About the User Data Collection (UDC) Use the User Data Collection spreadsheet to collect all your user data and submit it to Condeco to upload straight into your Condeco cloud. When entering user data you must adhere to these rules to ensure a successful…

Token Administration

Exchange Sync » Prerequisites, accounts and access » Token Administration

Exchange Sync Contents OAuth Authentication Process About Token administration In order for Condeco to synchronize with your Exchange room calendars using Exchange Sync, we need to know your Tenant ID, organization’s domain name, and TokenProvider APIKey.…

CustomRoomAttributes sheet

Bulk data upload to Condeco » Data Collection Sheet (DCS) » CustomRoomAttributes sheet

The CustomRoomAttributes sheet is optional and only relevant to Condeco meeting space booking solutions. The purpose of the CustomRoomAttributes sheet is to create up to 10 custom attributes provided with your meeting spaces. Good to know Attributes are facilities…

Microsoft 365 Service Account

Exchange Sync » Prerequisites, accounts and access » Microsoft 365 Administration » Microsoft 365 Service Account

Exchange Sync How to create an Microsoft 365 service account for Condeco Login to Microsoft 365 Admin center with your Microsoft 365 admin account. Click Add user from User management. Complete the form for your service account and create a password.…

Attributes

Condeco Configuration Guide » Application setup » Attributes

Attributes are options available in a space that can be selected when searching for a space to book. For example, a personal space may have a docking station and/or dual monitors, and a meeting space might have a whiteboard, overhead projector, and/or offer AV…

FAQ

Exchange Sync » About Exchange Sync » FAQ

Exchange Sync Why do we need daemon applications? Microsoft Microsoft 365 APIs utilize OAuth2 authorization. As part of the OAuth2 flow, an access token and refresh token is provided. These tokens are provided to the daemon applications (Token Provider and…

2. Locations sheet

Bulk data upload to Condeco » Data Collection Sheet (DCS) » 2. Locations sheet

The data provided on the Locations sheet is mandatory for all Condeco booking solutions. The purpose of the Locations sheet is to create your buildings and floors where your bookable personal spaces and meeting spaces are located. *Learn more about Countries and…

DeskAttributes sheet

Bulk data upload to Condeco » Data Collection Sheet (DCS) » DeskAttributes sheet

The DeskAttributes sheet is optional and only relevant to Condeco personal space booking solutions. Good to know Attributes are the particular items and equipment provided with a personal space, such as dual screens or height-adjustable desks. The number of…

Floor Plans

Condeco Configuration Guide » Application setup » Floor Plans

Upload floor plans to enhance the personal space booking experience. Users can view personal space locations and availability on a floor plan from the web application and on the mobile app. Good to know The floor plan images must be either JPEG or PNG format. The…

AdjacentDesks sheet

Bulk data upload to Condeco » Data Collection Sheet (DCS) » AdjacentDesks sheet

The AdjacentDesks sheet is optional and only relevant to Condeco personal space booking solutions. *Condeco recommends assigning adjacent personal spaces directly in the Condeco application once your data has been uploaded. When adjacent spaces are assigned using the…

Creating and editing Vendors

Condeco Configuration Guide » Application setup » Vendors » Creating and editing Vendors

Follow the steps below to create a vendor company and apply services, then create the vendor contacts to receive the tasks created by the service (vendor workflow). How to create or edit a vendor Navigate to Application Setup > Vendors. Select the Country to…

QR codes

Condeco Configuration Guide » Application setup » QR codes

QR codes can be applied to any bookable space in your workplace and users check in to their bookings by scanning the code displayed at the workspace, using the Condeco mobile app and the mobile device camera. With QR code scanning enabled, administrators can verify…

1. Countries sheet

Bulk data upload to Condeco » Data Collection Sheet (DCS) » 1. Countries sheet

The data provided on the Countries sheet is mandatory for all Condeco booking solutions. The purpose of the Countries sheet is to create regions for the locations you will create on the next sheet. A region is configured for a country selected from a list, and a…