Features for 'secretary' role
As a user with the system role ‘secretary’, you have access to additional features that can give you an overview of all bookings in your organization, including:
Classic View
Access to all bookings
Integration with Outlook
In Outlook, click ‘Add-ins,’ select Pronestor to access these features.
Accessing Classic View in Pronestor
Date: Choose a date or date range to see all meetings that are booked. Pronestor also has some fixed filters you can use to find bookings; today, this week, this month or in the future.
Location: Choose whether you want to see meetings at a single location or at all locations.
Owner/Contact: See all bookings, or search for meetings by a specific user.
To access Classic View in Pronestor:
Click on 'Open Pronestor.'
Now Pronestor opens in your standard browser and you can access 'Classic view' through the top menu.
In Classic view, you can see all meetings created by the users you are Secretary to. This applies to both your own and other locations in the system.
Classic View
Create meeting: You can create a new meeting/booking directly from Classic View.
Show: You can choose how many bookings to display on the page. Choose between 20, 50 or 100 bookings.
Meeting details: Next to the subject is a small arrow icon. Click here to see all the resources ordered for the meeting.
Classic View
You can see the following information for all meetings:
Subject: Meeting title
Start: Start time of the meeting
Meeting Details
End: End time of the meeting
Location: What location is the meeting booked at
Meeting place: In which meeting room the meeting takes place
Owner/Contact: Meeting owner and contact person
Classic View
Action: Includes 4 icons that allow you to edit the meeting.
Pencil: Edit the meeting
Recycle bin: Delete the meeting
Sheet with 1 arrow: Reschedule meeting
Sheet with 2 arrows: Recur meeting (Recurrences should be created in Outlook)
Scheduling Assistant
Secretary access to the Scheduling Assistant:
Provides overview of all bookings at one location
Accessible in the top menu
By default, shows meetings on primary location
Scheduling Assistant
Filters: Change location or search for meeting rooms based on categories, criteria and/or capacity. You can save your filter as a default filter. (See further description on the next page.)
Search: Search for a specific meeting room by entering the meeting room name.
Date: Use the arrows to go 1 day forward / backwards or click on the date to find another date.
Week/Day: Displaying meetings for the whole week or one day.
Shortcuts: See available shortcuts in this view.
Scheduling Assistant - Filter
Location: Choose from the locations you have access to.
Categories: Filter by category.
Criteria: Filter by criteria.
Capacity: Filter by capacity.
Save as default filter: Save your selection as a default filter.
Booking on behalf of - Booking flow in Outlook
As a secretary, you can book on behalf of others in Outlook. Here's what you need to know:
When booking from Outlook, you need editing rights for someone else's calendar.
If you book directly from another calendar, that person becomes the meeting owner and you become the contact person.
Booking Appointments with Pronestor
To make an appointment:
Open the calendar for the person
Select the date and time
Add a title
Click ‘Add bookings’
Pronestor opens, allowing you to book:
Rooms
Catering
Equipment
Please note that the booking is created in the other person's name.
Booking on behalf in Pronestor Web
Booking on behalf: It is possible to book on behalf of others directly in Pronestor.
!! NOTE: The booking will only exist in Pronestor, not in Outlook.
Step 1: Click ‘Create meeting’ on the ‘My Calendar’ view.
Step 2: In the field ‘Owner’ choose the person you want to make a booking on behalf of.
Step 3: Continue with your booking afterwards.
Rescheduling a meeting on behalf of others
Rescheduling in Pronestor
Rescheduling can only be done through Outlook.
Open the appointment and click ‘Edit booking’.
In Pronestor, adjust date, start and end time.
Proceed to check out and save the booking.
The meeting will be moved to the new date, and the meeting owner will receive an email confirmation.
If the meeting cannot be moved, a dialog box will appear to indicate that.
Changing the meeting room, catering and equipment on behalf of others
Changing booked resources
Must be done through Outlook and Protestor's add-in.
Find and open the appointment in your Outlook calendar.
Click on 'Edit bookings’.
In Pronestor select the new meeting room and at the same time delete the room that is no longer needed by clicking on the red cross.
Using the Check-out tab
Adjust catering items and equipment by clicking on the pencil icon next to the resource.
The meeting owner will receive an email confirmation, highlighting the changes made.
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