Service: WorkstyleOS Portal

User: General Users

 

This page explains how to reserve a workspace from Outlook Calendar and edit or delete an appointment.

 

If you have linked WorkstyleOS with Outlook Calendar, you can create appointments and send appointment codes from Outlook Calendar using the ACALL Google Office add-in.

Prerequisites
・WorkstyleOS and Outlook Calendar linkage
　・Linking WorkstyleOS and Outlook Calendar
　・Registering an Microsoft Office Account for a Worker
　・Registering and Editing a Workplace (Workplace linked to Outlook Calendar)
・Install ACALL Google Chrome Extension
　・Install the Office Add-in
　・Administrator: Batch Install of ACALL's Office Add-ins

NOTE
This page is based on the browser version of Outlook.
You can use the desktop application version of Outlook in the same way.

 

Reserve a workspace from Outlook Calendar

Create an appointment from your Outlook Calendar and send the appointment code to your guest.

Open Outlook Calendar, click "New event" and "More options."

 

The "Create Appointment" screen will open. The following fields are required.

Item	Description
Title	Reservation title
Date and time	Date and time of the reservation
Meeting room	Meeting room to reserve

 

After entering the information, click the three dots in the upper right corner and click [ACALL].

 

The ACALL extension will be displayed.

Enter the email address registered with WorkstyleOS, and click Next.

 

Permission may be required.

 

If you are prompted for a password, enter it and click "Login.

 

The ACALL Add-in screen will open.

In the ACALL add-in, you can enter the guest (visitor) information.

Item	Description
company	Name of the visitor's company
name	Visitor's name
email	Visitor's email address (to send an appointment code)
+ ADD GUEST	If you have more than one visitor, click [+ADD GUEST] to enter the information.
save in guest book	Check the "save in guest book" to register the guest information in the guestbook. Next time, you can call up the info from the guestbook.
guest count	If visitors' information other than the representative is unknown, enter the number of visitors.
send email	If you check [send email], WorkstyleOS will send an email with an appointment code to the visitor.
select from templates	Select one of the registered email templates to use. You can edit the subject and body text in the fields.

NOTE
・The administrator can create email templates.
　・Email Templates

 

After entering your guest information, click "Register Appointment."

 

The text "ACALL Appointment ..." will be inserted in the description field of the appointment.

Click "Save" to complete.

 

An appointment will show up on your Outlook Calendar.

 

Appointments created from Outlook Calendar will be automatically reflected in WorkstyleOS.

NOTE
The appointment may take a few minutes to show up on WorkstyleOS Portal.
If the appointment is not reflected after a few minutes, see "Appointments made from the calendar are not reflected in WorkstyleOS."

 

If you create an appointment with the "send email" checkbox checked in the add-in, an email with an appointment code will be sent to the guest when the appointment is reflected in WorkstyleOS.

 

Edit an appointment

NOTE
You can edit reservations created from Outlook Calendar in WorkstyleOS.
　・Creating an Appointment from WorkstyleOS Portal
　・[ACALL Mobile] Reserve Your Seat in Advance

 

Click the appointment you want to edit on the Outlook Calendar screen and click Edit (pencil icon).

 

Edit the information you want to change.

If you want to change the guest information, click ”Register Appointment” after making the changes.

 

Click "Save" to finish editing.

The edits to the appointment you made from Google Calendar will be automatically reflected in WorkstyleOS.

NOTE
When you resend an appointment email, the content of the email template is also changed.
If you enter something like "Notice of date and time change" in the "Subject" field, it will be easier to distinguish it from the QR Code before editing.

 

Click "Save" to finish editing.

The edits to the appointment you made from Outlook Calendar will be automatically reflected in WorkstyleOS.

NOTE
The appointment may take a few minutes to show up on WorkstyleOS Portal.
If the appointment is not reflected after a few minutes, see "Appointments made from the calendar are not reflected in WorkstyleOS."

 

If you create an appointment with the "send email" checkbox checked in the add-in, an email with an appointment code will be sent to the guest when the appointment is reflected in WorkstyleOS.

 

Delete an appointment

Click the appointment you want to delete in the Outlook Calendar, and click Delete.

 

Click Send.