Contents
This page explains how to reserve a Workspace on Google Calendar and how to edit and delete reservations.
There are two types of appointments: "internal meeting," to which only registered workers on Acall are invited, and "external appointments," to which non-registered workers (guests) are invited.
💡 For administrators
This page is for customers who have met the following conditions.
・Select "Create reservation on Google calendar" as meeting reservation method
・Select Meeting Room Reservation Method
・Acall and Google Calendar linking setting is complete.
・Link Acall and Google Calendar
・Connect Workers with Google Calendar
・Import Meeting Rooms and Equipment from Google
Reserve a workspace on Google Calendar (internal meeting)
Create internal meeting on Google Calendar.
Open Google Calendar and click [+ Create] > [More options].
On the creation screen, enter the following items and click [Save].
| Input items | |
| Title | Title of the meeting |
| Date |
Date of the meeting ※required
|
| Meeting room |
Meeting room for the meeting ※required |
⚠️ If meeting room (workspace) is not selected, the meeting will not be synced with Acall.
Reserve a workspace on Google Calendar (external meeting)
You need to install Acall Chrome extension when you create external meeting (appointment).
By installing this extension, you can sync your appointments on Google Calendar with Acall and send appointment codes to the guests.
・Install Acall Chrome Extension
Open Google Calendar and click [+ Create] > [More options].
On the creation screen, enter the following items and click [Save].
| Input items | |
| Title | Title of the meeting |
| Date |
Date of the meeting ※required
|
| Meeting room |
Meeting room for the meeting ※required |
⚠️Note
You must select a meeting room (Workspace).
If not selected, the meeting schedule will not be synced with Acall.
Click the Acall extension icon.
Acall extension login screen will be displayed.
On the login screen, enter your e-mail address registered in Acall and click [NEXT].
Enter your password registered in Acall and click [LOGIN].
Enter guest (visitor) information on Acall extension screen.
| Item | Input Item |
| company | Company name of the guest |
| family name・given name | Guest's name ※Family name is required |
|
Guest's email address
Appointment code will be sent to this email address.
|
|
| + ADD GUEST |
If there are multiple guests, click [ADD GUEST] and enter information of each guest.
|
|
save in guest book |
By checking [save in guest book] checkbox, the guest information will be registered in the guest book on Acall.
Next time entering the guest information, you can pull the guest information from the [SELECT GUEST] menu. |
| guest count |
If the information of guests other than the main guest is unknown, just enter the number of guests in [guest count].
|
| appointment code |
If the Appointment Code Setting is set to [Manual], this field is required. If [Automatic] is selected, the this field will not be displayed. This setting can be changed by the administrator in [Company Setting] > [Appointment Code Setting] > [How to create appoint codes] on Acall. |
|
send email |
If you check [send email] checkbox, e-mail with an appointment code will be sent to the guest when the appointment creation is complete.
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|
CHOOSE FROM TEMPLATES |
Select one of the registered e-mail templates.
You must select a template when sending appointment e-mail, but you can edit the subject and body of the e-mail in the below field. |
💡 Note
Administrators can create email template.
・Setting Email Templates
After completing the guest information, click [REGISTER APPOINTMENT].
Please check the detail if the following note is displayed.
Click [Save] and complete appointment creation.
💡Note
You must select a meeting room (Workspace).
If not selected, meeting schedule will not be synced with Acall.
Note that even after you select a meeting room, the reminder “Room not synced to WorkstyleOS until entered.” will remain displayed.
Appointment is created on Google Calendar.
Appointments created on Google Calendar will be automatically synced with Acall.
💡 Note
It may take a few minutes to be synced.
If it does not synced after a few minutes, please refer to "Appointments created on calendar are not reflected in Acell".
If meeting room (workspace) is not selected, the meeting will not be synced with Acall.
You must select a meeting room (workspace) when you create appointments.
If an appointment is created in Acall extension and the [send email] checkbox is checked, email with an appointment code will be sent to the guest when the appointment is synced with Acall.
If sending e-mail with an appointment code fails for some reason, it will be notified to the user who created the appointment by e-mail.
💡 Note
In case you receive this e-mail, please re-create appointment.
Edit meeting on Google Calendar
Click the meeting you want to edit and click edit icon on Google Calendar.
Edit the information you want to change.
To change the guest information, click [EDIT APPOINTMENT] after making changes.
⚠️ Note
・When resending appointment e-mail, we recommend to change the contents of the email template. For example, "Notice of Date and Time Change" in the "Subject" field to make it easier to distinguish the new appointment code from the old one.
Click [Save] and complete editing.
Meeting edited on Google Calendar will be automatically synced with Acall.
💡 Note
It may take a few minutes to be synced.
If it does not synced after a few minutes, please refer to "Appointments created on calendar are not reflected in Acall".
If meeting room (workspace) is not selected, the meeting will not be synced with Acall.
You must select a meeting room (workspace) when you create appointments.
If you check [send email] checkbox in Acall extension, e-mail with an appointment code will be sent to the guest when the edited appointment is synced with Acall.
Delete meeting on Google Calendar
Click the meeting you want to delete and click delete icon on Google Calendar.
Meeting deleted on Google Calendar will be automatically synced with Acall.
Edit/delete meeting on Acall
Meeting schedule that were created on Google Calendar can not be edited/deleted on Acall.
Please edit/delete on Google Calendar.
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