Booking in Pronestor via Outlook
Meeting bookings are made via Outlook, using the Pronestor add-in.
When booking via add-in, it is ensured that:
Room booking
Catering
Equipment
Streamlined updates and options
Changes to meeting time, rooms, etc. will be updated in both Outlook and Pronestor, informing all attendees. Any ordered catering or equipment will also be automatically updated.
In the next pages, we will review the different options, starting with:
Quick book (meeting room only): Create a new appointment in Outlook.
Booking Process
Add attendees in Outlook.
Click on 'Book room' in the Pronestor add-in.
If the room is occupied, you will not be able to book it (displayed as greyed out / inactive).
The numbers in brackets after the name of the room show the capacity of the room.
Click on the room you want to book.
Send out the invite from Outlook.
You will receive an email notification with a confirmation of the booking.
Booking of catering only
Booking a meeting with catering
Create a new appointment in Outlook.
Add attendees in Outlook.
Click ‘Add bookings' in the Pronestor add-in.
Now the Pronestor web interface opens, and you can click ‘Catering’ in the top menu.
You must now choose a Serving Address, which can be both pick-up or delivery to a place. For delivery, a note to the delivery manager is required.
You can now choose and enter the number of catering items you want and click ‘Order’.
Proceed to Check out.
Full Booking flow – room, equipment and catering Attendees
Important information for meeting attendees
Step 1: Meeting attendees must be added in Outlook.
Step 2: Attendees added in the Pronestor web interface will not receive a meeting request from Outlook or information about any changes to the meeting.
Step 3: Full Booking flow – room, equipment and catering: Create a new appointment in Outlook.
Booking flow in Outlook and Pronestor
Add attendees in Outlook
Click on ‘Add bookings' in the Pronestor add-in
Open the Pronestor web interface
Full Booking flow – room, equipment and catering
In Protestor's web interface, you can now:
Add rooms, catering, and equipment to your meeting
Change the start and end time of the meeting
Booking Options
Booking Process Overview
Step 1: Choose a location for booking
Step 2: User is associated with a default location
Step 3: Access multiple locations by clicking on the globe icon
Step 4: Meeting room list adjusts based on choices
Full Booking flow – room, equipment and catering Choice of location/ preferred location
Booking Process Overview
First-time Booking: You'll see resources at your default location. If you book at another location, your preferred location changes. Next time, you'll start at the location of your last booking.
(Administrator activation required under Settings > Meeting settings > Meeting location)
Room Booking
Selection: Choose an available room from the overview. Occupied rooms are marked red and cannot be selected.
Attendees: View internal attendees' availability added in Outlook under 'Attendees List'.
Booking Flow for Rooms, Equipment, and Catering
Room Search and Booking
Filtering Rooms
On the left side, open the filter to search for rooms that meet specific requirements.
Search Criteria
Capacity of the room
Room types
Room categories
Criteria
Equipment available in the room
Enter the desired criteria and click the blue 'Search' button to see matching rooms.
If you are looking for a specific room, enter the name in the ‘Search’ field at the top.
If you want to save the search criteria for future use, select the 'Remember this' box.
Full Booking Flow
Next, you can add catering to your booking. The overview shows all catering options and their availability. Select the desired items and click 'Order' to add them to your booking.
Adding Catering to Booking Flow
Customizing catering and delivery
If you want to customize the delivery:
Click 'Select alternative delivery place' at the bottom to choose a different location
Click 'Please choose time of delivery' to select a different serving time within the meeting’s duration
You can choose several different serving times for the same meeting
Full Booking flow
Room
Equipment
Catering
Add catering
Here are some filtering options:
In Catering types, you can sort by categories
Only see a list of the types of catering you have selected
If you want to use the same search criteria in the future, you can select the box 'Remember this'
Booking flow for rooms, equipment, and catering
When adding equipment to your meeting booking:
You can view available equipment in the calendar
Booked equipment is marked red and unavailable
Select equipment by clicking in the calendar
Use filtering options in the left menu
Complete Your Booking for Room, Equipment, and Catering
Booking Process Overview
Once you have added everything to your booking, click 'Check out' in the upper right corner.
Now you get an overview of your booking and the costs.
Here you once again can check everything and edit or remove parts from your order. You will typically be asked to enter billing account and meeting type before you can click ‘Complete Booking’. (You will receive an email confirmation of your booking from Pronestor.)
Now you’ll be referred to Outlook and need to complete your booking there, too.
Full Booking flow – room, equipment and catering Table setup
Customizing your table setup
If you want a different table setup in the room, this is also done at Check out. Click on the pencil to the right of the room to open a dialog box. In this box, click on ‘Available table setups’, and select the one you want.
Booking flow for meetings
Booking Comments and Notes
On the check out tab, you can:
Write comments on your booking (if this field is activated by the administrator)
These comments will be visible to:
Anyone involved in the subsequent handling of the booking, such as canteen staff, facility managers, and the finance department
If you click the pencil next to the individual order, you can:
Add a note that will be included in the report for the canteen or facility manager
In 'Show details', you can:
Make further edits. See next page.
Full Booking flow – room, equipment and catering Booking details
Meeting Booking Details
Private meeting: Check the box to show the meeting as ‘private’ in the calendars
Select billing account: Select appl. billing account
Info screen: You can edit how the information about the meeting should be displayed on room booking displays at the meeting room.
Visitor boarding card: Select whether the Visitor Boarding Card should be sent to external guests (if set up by the Administrator).
Contact person: Select another contact person for the meeting booking (eg. Secretary, PA etc.)
After completing the above details, click ‘Complete Booking’. You will receive an email confirmation of your booking from Pronestor. Then, you’ll be referred to Outlook and need to complete your booking there, too.
Full Booking Flow Overview
Quick overview of booked resources
After a meeting has been booked, you can:
Find the meeting in Outlook and open it
Hover your mouse over ‘Edit bookings’ to see an overview of booked resources
Full Booking flow – room, equipment and catering Change your booking
Changing meeting details in Outlook
Move the meeting to another room or change catering/equipment order through Outlook and Protestor's add-in.
Find and open the meeting in your Outlook calendar.
Click on 'Edit bookings' to be transferred to Planner.
Select the new room on the ‘Rooms’ tab and delete the old room by clicking on the red cross.
Changing Your Booking
Booking and Editing Instructions
Catering: Click on the tab ‘Catering' to add or edit the catering order.
Adding Catering: Add your choices and click on ‘Order’. The new items will then be added to your order.
Editing Items: Click on ‘Check out’ to edit the items ordered. Click on the pencil next to an item to edit the number. Once done, click on ‘Complete booking’ to return to Outlook.
Sending Updates: Click ‘Send’ on the appointment to send an update to the attendees. To save changes without sending an update, click on the ‘X’ in the upper right corner of the appointment.
Confirmation: You will receive an email confirmation where you can see your changes.
Recurring Meetings: Create recurring meetings via Outlook. Create a new appointment in Outlook, click ‘Reccurance’ to make your settings. Then click ‘Add orders’ to book rooms, catering, and equipment. (You can also book rooms first and set the recurrence afterwards.)
Full Booking Flow for Recurring Meetings in Outlook
Recurring Meetings: Create recurring meetings via Outlook.
Booking Process: Create a new appointment in Outlook, click ‘Reccurance’ to make your settings. Then click ‘Add orders’ to book rooms, catering, and equipment. (You can also book rooms first and set the recurrence afterwards.)
Managing Recurring Meetings in Pronestor
Remember to keep an eye on your e-mail confirmation of your booking from Pronestor. Here you get an overview of all recurrences and whether rooms etc. are booked for each recurrence.
If you change an existing appointment to a series, a warning will appear from the Pronestor add-in, reminding you to save the meeting to update it in Planner as well.
Creating Recurring Meetings
Planner Web: Recurring meetings can be created directly in Planner Web. Note that these meetings will not be transferred to Outlook.
Outlook:
Click ‘Add-ins’ in the top menu
Click ‘Pronestor’ and select ‘Open Pronestor’
Planner opens with a warning to book from Outlook for associated orders. You can simply close this warning.
Full Booking Flow in Pronestor
Booking a Meeting in Pronestor
Find the date for your new appointment by scrolling through the list of appointments or marking the date in the calendar.
Click ‘Create meeting’ to complete your booking.
Find your meeting in the list and click the title.
Open an overview of the meeting by clicking ‘Recur’ at the bottom.
Full Booking Flow for Rooms, Equipment, and Catering
Meeting Series Flexibility in Outlook
Specify your meeting series with more flexibility than in Outlook
Click 'Repeat' at the top and select 'Specific dates'
Select the specific dates for recurrences
Click 'Verify' to create the series
Receive a confirmation notification
Full Booking Flow
Change the time of a booking
Managing appointments in Outlook
Step 1: Open the appointment in Outlook
Step 2: Press ‘Edit bookings’
Step 3: In Planner, select the new time, press ‘Check out’, and save the booking
Step 4: Receive an email confirmation for the moved meeting
!! Note! If you change the date and/or time in Outlook, the order will be updated in Planner as well.
If the meeting cannot be moved, a dialog box will appear. Keep an eye on your notification for essential information.
If you move the meeting after the order deadline for catering, the catering order cannot be moved alongside the appointment and will still be delivered and invoiced at the original time.
Full Booking flow – room, equipment and catering Cancel a booking
Cancelling a meeting and considerations
To cancel a meeting: Open the appointment and click on ‘Delete’
Impact: This action will also remove all bookings in Planner
Important note: A catering order cannot be canceled if the order deadline has been exceeded
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