EMS for Outlook - EMS Software
BEST PRACTICES FOR IMPLEMENTING OUTLOOK AND EXCHANGE INTEGRATION Robert Bardwell EMS Software | Project Consultant October 28, 2015
PAM (Plan-a-Meeting) vs. EMS for Outlook
PAM (Plan-a-Meeting) vs. EMS for Outlook
OUTLOOK
EMS
VIRTUAL EMS
PAM: Changes from EMS are pushed to Outlook
Booking created
Booking updated
Calendar updated
Meeting changed in Outlook
lok
EMS
OUTLOOK
PAM: Changes from Outlook are not pushed to EMS
Not updated
Meeting changed in Outlook
lok
EMS
OUTLOOK
EMS for Outlook: Changes are received from Outlook
Meeting changed in EMS
Meeting changed in Outlook
lok
EMS
OUTLOOK
EMS for Outlook: Changes are received from Outlook
Meeting changed in EMS
Reservation created in Outlook or Virtual EMS
Changes in Microsoft Outlook pushed back to EMS
Enabling PAM Web Template Settings
Enabling EMS for Outlook
Web Template Settings
Mo’ rules: Mo’ problems Billing Reference Validation Cancel notice window
Setup Count Validation Advance booking days
Approval layers
EMS Web Process Template Booking Rules
No Recurrence “rando No Recurr changes reset “Random m No Patterns” exceptions ence conce patter Rules pt of ns” servic es
Outlook calendaring rules and limitations
Cancel notice window
Advance booking days
Billing Validation
EMS category restrictions
Choose the right tool for the job Native Outlook
EMS For Outlook
Virtual EMS
Book a Room
See Room Availability
Recurring Meetings
Within limitations of Outlook
Random Date Meeting
Service Only Request
(with PAM)
Add Services/Catering
Enforce Business Rules
When operating within add-in
Attendee & Room Availability
Capture Billing Information
Capture Cancel Reasons
Heavily Managed Space
Rule #1: Outlook doesn’t care about your rules. Please read our important booking policies prior to booking
Rule violation demonstration Rule violation detected by EMS
Leading practices for handling Rule Violations
Create EMS notifications to alert staff Include reminder of policies in confirmation footer. Reservations outside booking policies subject to cancellation
48 hours advance notice required Cancellations within 24 hours must be called in Bookings only allowed 30 days in advance
Notification Rule for capturing Rule Violations
Rule #2: Outlook doesn’t care if your room is free. Demo: Conflict detected and alerted by EMS
Leading practices for Conflict resolution
Create notifications to be alerted to EMS conflicts Include helpful instructions in your conflict email header/footer
Capabilities when using EMS for Outlook Book a Room Attendee & Room Availability Add Services/Catering Capture Billing Information Recurring Meetings* Enforce Business Rules* Heavily Managed Space* * Supported with caution Random Date Meeting
Service Only Request Capture Cancel Reasons Web Template Defaults LDAP Template Assignment Contacts EMS Attachments
Outlook Conflict – Leading Practices Establish clear conflict email messaging Create Customer Notification Rule for bookings still in conflict
Recurrence – Leading Practices Promote Outlook as convenient solution for quick meetings without complex requirements Promote Virtual EMS as primary booking tool for extended recurrences with heavy services Use Web Process Template to limit future booking timeline for Outlook meetings (1 month) Include recurrence tips in Reservation confirmation emails
BEST PRACTICES FOR IMPLEMENTING OUTLOOK AND EXCHANGE INTEGRATION Robert Bardwell EMS Software | Project Consultant
•
Don’t forget! Complete the session feedback survey in the EMS Live! 2015 mobile app to increase your prize winning chances!
PAM (Plan-a-Meeting) vs. EMS for Outlook
PAM (Plan-a-Meeting) vs. EMS for Outlook
OUTLOOK
EMS
VIRTUAL EMS
PAM: Changes from EMS are pushed to Outlook
Booking created
Booking updated
Calendar updated
Meeting changed in Outlook
lok
EMS
OUTLOOK
PAM: Changes from Outlook are not pushed to EMS
Not updated
Meeting changed in Outlook
lok
EMS
OUTLOOK
EMS for Outlook: Changes are received from Outlook
Meeting changed in EMS
Meeting changed in Outlook
lok
EMS
OUTLOOK
EMS for Outlook: Changes are received from Outlook
Meeting changed in EMS
Reservation created in Outlook or Virtual EMS
Changes in Microsoft Outlook pushed back to EMS
Enabling PAM Web Template Settings
Enabling EMS for Outlook
Web Template Settings
Mo’ rules: Mo’ problems Billing Reference Validation Cancel notice window
Setup Count Validation Advance booking days
Approval layers
EMS Web Process Template Booking Rules
No Recurrence “rando No Recurr changes reset “Random m No Patterns” exceptions ence conce patter Rules pt of ns” servic es
Outlook calendaring rules and limitations
Cancel notice window
Advance booking days
Billing Validation
EMS category restrictions
Choose the right tool for the job Native Outlook
EMS For Outlook
Virtual EMS
Book a Room
See Room Availability
Recurring Meetings
Within limitations of Outlook
Random Date Meeting
Service Only Request
(with PAM)
Add Services/Catering
Enforce Business Rules
When operating within add-in
Attendee & Room Availability
Capture Billing Information
Capture Cancel Reasons
Heavily Managed Space
Rule #1: Outlook doesn’t care about your rules. Please read our important booking policies prior to booking
Rule violation demonstration Rule violation detected by EMS
Leading practices for handling Rule Violations
Create EMS notifications to alert staff Include reminder of policies in confirmation footer. Reservations outside booking policies subject to cancellation
48 hours advance notice required Cancellations within 24 hours must be called in Bookings only allowed 30 days in advance
Notification Rule for capturing Rule Violations
Rule #2: Outlook doesn’t care if your room is free. Demo: Conflict detected and alerted by EMS
Leading practices for Conflict resolution
Create notifications to be alerted to EMS conflicts Include helpful instructions in your conflict email header/footer
Capabilities when using EMS for Outlook Book a Room Attendee & Room Availability Add Services/Catering Capture Billing Information Recurring Meetings* Enforce Business Rules* Heavily Managed Space* * Supported with caution Random Date Meeting
Service Only Request Capture Cancel Reasons Web Template Defaults LDAP Template Assignment Contacts EMS Attachments
Outlook Conflict – Leading Practices Establish clear conflict email messaging Create Customer Notification Rule for bookings still in conflict
Recurrence – Leading Practices Promote Outlook as convenient solution for quick meetings without complex requirements Promote Virtual EMS as primary booking tool for extended recurrences with heavy services Use Web Process Template to limit future booking timeline for Outlook meetings (1 month) Include recurrence tips in Reservation confirmation emails
BEST PRACTICES FOR IMPLEMENTING OUTLOOK AND EXCHANGE INTEGRATION Robert Bardwell EMS Software | Project Consultant
•
Don’t forget! Complete the session feedback survey in the EMS Live! 2015 mobile app to increase your prize winning chances!
