Meeting room imported into Acall must be selected when you create an appointment from Outlook/Google Calendar after the function improvement on May 2023.

Customers who use appointments without reserving or using a meeting room (such as meetings with free space) will need to prepare a meeting room for the appointment in addition to the actual meeting room in the office.

This page explains how to create an appointment and how to prepare a meeting room for an appointment.

💡 NOTE
This page is only for customers who select "Make a Reservation in Outlook / Google Calendar" as reservation method for meeting rooms.

💡 NOTE
The contents of this release including screen images are under development and are subject to change.

Meeting Room Must Be Selected When You Create Appointments

You must select a meeting room when you create an appointment in Outlook/Google Calendar after the function improvement on May 2023.

If you create an appointment without selecting a meeting room or only selecting a meeting room that has not been imported into Acall, the appointment will not be reflected in Acall and no appointment code will be issued for the guest.

<Outlook Calendar Users>

＜Google Calendar Users>

How to prepare a meeting room for an appointment

Customers who use appointments without reserving or using a meeting room (such as meetings with free space) will need to prepare a meeting room for the appointment in addition to the actual meeting room in the office.

By default, Outlook and Google do not allow duplicate appointments for meeting rooms.

Therefore, it is necessary to prepare multiple meeting rooms for appointments.

There are two ways to prepare meeting rooms for appointments.

💡 NOTE
Method A is especially recommended for Outlook users.

When you Outlook and prepare a meeting room for an appointment with Method A, 
you do not need to select the room when creating the appointment. 
The meeting room will be automatically selected when you click the "Register Appointment" button from the add-in.

Method A: Create a meeting room that is available for duplicate appointments and use it as a meeting room for appointments.

We recommend for Method A, except in cases where duplicate appointments are not allowed.

(Administrator) How to prepare a meeting room for appointments

1. Create one meeting room on Microsoft 365/Google Workspace for appointments.

2. Configure the settings to allow duplicate appointments in the created meeting room.

3. Import the created meeting room to Acall

4. Configure the settings to allow duplicate appointments for the meeting room imported into Acall

Please refer to [Create meeting rooms that allowed to have duplicate appointments] for details on how to set up steps 2 - 4.

(User) How to create an appointment

1. Select a meeting room for an appointment and create an appointment

💡 NOTE
Outlook Calendar users do not need to select a meeting room when creating an appointment.

If you prepare a meeting room for an appointment with Method A, 
you can create an appointment without selecting a meeting room.
Meeting rooms will be automatically selected when you click the [Register Appointment] button from the add-in.

Method B: Create meeting rooms for necessity and use them as meeting rooms for appointments

(Administrator) How to prepare conference rooms for appointments

1. Create multiple meeting rooms on Microsoft 365 / Google Workspace for appointments

2. Import the created meeting rooms into Acall.

(User) How to create appointments

1. Select one of the multiple meeting rooms that is available for reservation (available time) and create an appointment.

Please send an e-mail to workstyleos_support@acall.inc if you have any questions or concerns.