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Achieve More with Outlook,
Teams, and Microsoft 365.
But Not Alone. AskCody
makes it even better.

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Unlock the power of Microsoft Outlook and Teams with AskCody for a better Meeting Management experience.

 

Microsoft Outlook logo     Microsoft_Office_Teams_(2018–present)     Microsoft-Exchange-logo    Microsoft_Entra_ID_color_icon.svg

 

Microsoft Outlook and Microsoft 365 are the global standard for email, calendar management, and basic meeting coordination. With Microsoft Exchange as the backbone, these tools offer a strong infrastructure for resource management at scale. Coupled with Microsoft Entra ID, they provide a reliable foundation for user management, scheduling permissions, and booking options.

However, while Outlook, Teams and Microsoft 365 cover the essentials for scheduling meetings, they lack the intelligence layer required for seamless, end-to-end meeting management. To truly optimize workplace productivity, organizations need a more comprehensive solution that extends beyond just attendee and room availability.

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For meeting management, Outlook is not enough

Why Outlook and Microsoft 365 Alone Fall Short

Outlook and Microsoft 365 primarily manage meetings along two dimensions:

  1. Availability of attendees – Checking when participants are free.
  2. Availability of rooms – Ensuring a physical or virtual space is booked.

But effective meeting management involves far more than just these two factors. Organizing a meeting includes a range of additional processes that Outlook and Microsoft 365 do not natively support, such as:

  • Provides an intelligent list of room availability and office amenities.
  • Coordinating with Facilities Management for room setup and cleaning.
  • Ordering catering from the Canteen based on meeting requirements.
  • Notifying Reception to manage guest arrivals and visitor badges.
  • Ensuring IT has the correct AV equipment ready and functional.

Without a way to integrate these critical elements, Outlook, Teams, and Microsoft 365 remain insufficient for managing meeting scheduling and workplace bookings at the level modern organizations require.

While these tools are perfectly built for what they do and provides the basics for scheduling meetings, there is a wider potential to unlock.

Transform Outlook and Teams into a Complete Meeting Management Hub

What if Outlook and Teams could manage every dimension of your meetings, not just scheduling attendees and rooms, but also handling all related logistical needs? That’s where AskCody comes in.

Outlook, Teams, and Microsoft 365 provide the foundation, but they need the right extensions to unlock their full potential. AskCody seamlessly integrates with your Microsoft environment and ecosystem to centralize and automate every aspect of meeting management throughout the entire workplace and organization.

With AskCody, you can:

  • Access real-time availability of all attendees through Outlook, Teams, Microsoft 365, and Exchange.
  • Gain a full overview of meeting rooms, their capacities, and features across multiple locations and time zones—all within Outlook and Teams.
  • Customize service vendor settings for catering, seating arrangements, AV equipment, and more, ensuring precise meeting requirements are met.
  • Automate billing to the correct cost center using user data from Active Directory.
  • Register guests for streamlined front desk check-ins by leveraging attendee information.
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AskCody + Microsoft

The Power of an Integrated Meeting Management Experience

By enriching Outlook, Teams and Microsoft 365 with AskCody, organizations can eliminate manual tasks, reduce errors, and enhance productivity—all while maintaining a seamless user experience inside the tools employees already know and use daily.

Instead of relying on disconnected third-party systems, AskCody ensures that every aspect of meeting management—from room booking to service coordination—is handled in one streamlined flow within Outlook or Teams. Right were the users are already spending most of their time during workhours so they don’t have to switch between any system.

Take your meeting scheduling to the next level with AskCody—because Outlook, Teams, and Microsoft 365 alone aren’t enough to meet the complex needs of today’s dynamic workplaces. 

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Effective meeting management is crucial for maintaining productivity and ensuring seamless operations within an organization. However, the process often involves multiple departments—such as Facility Services, the Company Cafeteria, the Front Desk, and Finance—all of which play essential roles in organizing successful meetings. Without an integrated system, coordinating these elements can become a complex and time-consuming task.

Streamlining Meeting Management with AskCody Integrated into Outlook and Microsoft 365

AskCody offers a comprehensive solution by integrating meeting management directly into Outlook and Microsoft 365, consolidating all activities related to planning and scheduling meetings into a single, user-friendly platform. This integration replaces disparate systems, allowing users to search for and book rooms, handle visitor pre-registration, and order additional services directly within the familiar Outlook interface. This unified approach eliminates the need to toggle between applications, providing a consistent booking experience across the workplace. 

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Key benefits of integrating AskCody and Microsoft 365

Adding AskCody to your Microsoft stack and ecosystem, transforms meeting management by providing a cohesive, feature rich, centralized, unified efficient, and user-friendly booking experience in Microsoft Outlook and Teams.

The integration between AskCody and Microsoft 365. Outlook, Teams and Exchange, not only streamlines the scheduling process but also enhances productivity, reduces errors, and improves the overall meeting experience within the organization.

1
Elimination of tedious manual booking tasks
By moving away from paper-based methods, spreadsheets, and other outdated tools, or solution NOT integrated natively with Microsoft, AskCody reduces the workload of administrative staff and removes scheduling friction. Users can manage everything within one integrated interface, Outlook or Teams, reducing the number of hours spent on scheduling and organizing meetings, thereby increasing operational efficiency.
2
Eradication of disjointed point solutions
Often, organizations use separate systems for booking meetings, ordering services, and managing visitor information, leading to inefficiencies and potential errors. AskCody’s unified platform eliminates the need for multiple third-party applications, streamlining processes and making IT management more straightforward as everything stays within the same ecosystem, Microsoft, and meetings stays in one system.
3
Prevention of scheduling errors
With all information about meeting rooms, schedules, and additional resources residing in the same system and updated in real-time leveraging Microsoft Exchange, AskCody prevents double bookings and other errors. Users have access to accurate information in a centralized location, ensuring synchronization across the organization.
4
Avoidance of meeting mishaps
Integrated booking solutions like AskCody ensure that changes and cancellations are automatically updated throughout the system in real-time. All meeting attendees and service providers are alerted instantly, eliminating mistakes, uncertainty, and frustration among employees. This level of organization enhances the overall meeting experience for staff and visitors alike. We call this follow-the-meeting-intelligence

Don't just take our word for it

Susann_300x300px
Susann HollowayConference Services Manager

Susann needs us to be a robust all-in-one solution

"We wanted to have something that would integrate with Outlook and help us communicate the meeting needs in one whole package. It's a one-stop shop." 

Read the Eversheds case study

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Henry-Chase_BurnsandLevinson
Henry ChaseCIO

Henry needs us to streamline meeting processes

"My best advice is to try it. You will see quickly that the ease of use, ease of management, and overall time savings are worth it." 

Read the Burns case study

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Shayla_Moore_training_coordinator_Shook
Shayla M.Training Manager

Shayla wanted an Outlook based solution

"I LOVE that AskCody is integrated with Outlook. It makes reserving, editing and canceling reservations so quick and easy."

Read the Shook case study

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Nabil_Olympus
Nabil ZerdaziIT Project Manager

Nabil needs us to be integrated in Outlook

"Our employees are able to manage the end-to-end process of organizing their own meeting in Microsoft Outlook, and easily find a workspace that will perfectly fit their needs."

Read the Olympus case study

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Dale-Pollak_eversheds-sutherland
Dale PollockConference Services Manager

Dale needs us to provide structure

"The fact that you can manage each reservation and each request needed for that meeting all under one roof, really helped a lot with organizing meetings."

Read the Eversheds Sutherland case study

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Common questions about
Microsoft integrations

Why do I need Meeting Management software when I already have Outlook or Microsoft 365? Meeting scheduling is a routine activity in the workplace. However, it is a complicated and time-consuming process for many organizations and meeting managers, assistants, facility managers and all involved in meeting planning.

Meeting planners can easily spend more time scheduling the meeting than the duration of the meeting itself. On average, a meeting can take 15 minutes to book. Moreover, this might not even include ordering associated services like catering, a table arrangement, AV equipment, or contacting facilities management to ensure that the right IT equipment is onsite and operating in the room. Now add the time spent on booking a desk, workstation, huddle room, focus room, or just some space for that project meeting next week your hosting.

Microsoft Outlook and Microsoft 365 operates along two dimensions when it comes to meetings:

1: Availability of attendees 

2: Availability of rooms

However, meeting scheduling is so much more than attendees and the place to meet. It's a lot of to-do's, manual micro-processes and related tasks that are not supported natively by Outlook and involve many other vital parts of the organization like Facilities Management, the Canteen, the Reception, or IT.

With a meeting room booking system integrated with Outlook, you can accomplish everything you need to achieve with Exchange and Outlook in the first place.
Why should I use an integrated Meeting Management solution with Exchange and Active Directory instead of a 3rd Party tool with a separate database? With the need for enhanced scheduling capabilities with Outlook or Microsoft 365, organizations end up spending significant time and money to set up an entirely separate system to hosts their bookings or reservations and provide the enhanced scheduling capabilities required by their end-users.

This process can take 6-18 months to complete only to result in synchronization challenges between Exchange and Outlook, your separate meeting management system, and your various providers (Facilities Management, Catering, etc.). Moreover, now IT has to manage and maintain a new system in their workplace technology stack that's not integrated into their Microsoft backbone or Active Directory.

With AskCody, your meeting room booking system integrated with outlook, customers no longer have to manage two or more separate systems. Having a meeting reservation exists only in one place (Exchange) eliminates the inconsistent synchronization challenges and frustration caused by having the same booking live in two areas (i.e., Outlook and a separate SQL-based solution). AskCody manages users in Active Directory or Azure AD for easy control of access, roles, and deployment.

And don't forget - it's all cloud based.
Does AskCody software integrate with both Outlook and Microsoft 365? Yes, it indeed does. Natively.

We have a close collaboration with Microsoft, and our platform is 100% integrated with Microsoft Exchange, Microsoft 365, and Outlook. No need for manual processes or outdated third-party tools, unintegrated Sharepoint sites, or paper-based booking. Everything works within the familiar Outlook and Office interface. We have based the AskCody meeting room booking system on modern integrations into Exchange and built everything on Microsoft Azure. 

Learn more about how we integrate to Exchange and Microsoft 365 on our knowledge base.
What happens to my catering or services order when meetings are cancelled​ or rescheduled? Catering, services and additional resources follow your meeting. That's one of the best parts. We call it follow the meeting intelligence.

Meetings are canceled, rescheduled, postponed, or relocated all the time. That’s why all the assigned resources such as catering, AV and telepresence, meeting room equipment, and table arrangements follow the meeting if it is rescheduled. If a meeting is canceled, the assigned resources will be released automatically. The kitchen or the AV provider will be notified immediately from the AskCody Management Portal.
How does vendors or service providers work with AskCody?

AskCody is not just Outlook add-ins or meeting room booking system features. It's a complete Platform with a backend designed to make the meeting experience more efficient and effective than ever for providers of meeting services, office managers, facilities managers and real estate owners.

Office Managers can use the AskCody room reservation system to manage additional resources, workflows, items, bookings of corporate kitchens and canteens, and accept or reject bookings. Kitchen and facility managers can view at a glance what they need and how many people need meeting services, as well as the location. Now they have an instant one-stop interface with an updated overview in real-time.
Can the data be exported? And what about cost center or tax management for external meetings? With AskCody you get the data you need when you need it.

Your IT or Finance department will love the ease-of-use associated with the data export in AskCody. Data is simply exported to incorporate with accounting, databases, and ERP through simple CSV exports or by leveraging the AskCody API. 

AskCody makes the Microsoft scheduling experience better.

Understand how AskCody helps transform Microsoft 365 into a complete Meeting Management Platform.
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