Introduction

The Witco Outlook Add-in is a powerful tool that integrates seamlessly with Microsoft Outlook to simplify meeting room bookings, service orders, and visitor management. This comprehensive guide will walk you through the key features and functionalities that make workplace management more efficient.

1. Meeting Room Booking

Key Features:

• Seamless Outlook Integration
  • Create meetings directly in Outlook
  • Access the Witco Add-in panel during meeting creation
  • Book single or multiple rooms simultaneously

• Room Management
  • View detailed room information (tags, pictures, features, services)
  • Add rooms to favorites for quick access
  • Monitor room selection through a summary panel
  • Track the number of selected rooms and booking limits

• Advanced Filtering
  • Filter rooms by:
    • Room type
    • Capacity
    • Available equipment
    • Other specific criteria

2. Service Ordering System

Process Flow:

1. Initial Setup

   • Create new meeting in Outlook
   • Add required meeting rooms

2. Service Selection

   • Browse available services (hot drinks, meal trays, Wi-Fi, etc.)
   • Customize service requirements

3. Order Management
   • Add imputation/allocation codes
   • Review order summary
   • Modify or cancel orders as needed
   • Track order status

Important Notes:

• Service orders are automatically linked to meeting room bookings
• Labels in the location field must be preserved for technical tracking
• Orders can be modified or resubmitted if denied or canceled

3. Visitor Management - soon to be released 

Features:

• Guest Declaration
  • Declare meeting attendees
  • Customize guest information
  • Choose reception desk for check-in

• Invitation Management
  • Send automated invitations
  • Include necessary check-in information
  • Specify reception points

Best Practices

1. Room Booking

   • Check room availability before finalizing bookings
   • Use filters to find the most suitable rooms
   • Add frequently used rooms to favorites

2. Service Orders

   • Submit orders well in advance
   • Include all relevant details in service requests
   • Keep track of allocation codes for billing

3. Visitor Management

   • Provide complete guest information
   • Select appropriate reception desks
   • Send invitations with adequate notice

FAQ

Q: Can I modify a service order after submission? A: Yes, you can modify and resubmit service orders if they are denied, canceled, or need changes.

Q: How do I add rooms to favorites? A: Click the heart icon next to the room to add it to your favorites list. Favorite rooms will always appear at the top of your room selection list.

Q: What happens if I delete the service order label in the location field? A: It's crucial to maintain the service order label in the location field as it's necessary for technical tracking. Removing it may prevent proper service order processing.