How to add Meeting Rooms and Desks to AskCody

To use meeting rooms and desks across the AskCody platform, they must first be connected as calendars and then configured as resources with relevant metadata. This ensures AskCody can both read availability from Microsoft Exchange and understand how each room or desk should be used.

This article walks you through the full setup process.

Overview of the Setup Process

Adding a meeting room or desk to AskCody is a two-step process:

1. Add the room or desk calendar to AskCody
   This gives AskCody access to availability and booking data from Microsoft Exchange.

2. Configure the calendar as a Resource in AskCody
   This allows you to add metadata such as capacity, equipment, and purposes, and makes the resource available across the platform.

Both steps are required for the room or desk to work correctly.

Step 1: Add the Calendar to AskCody

Meeting rooms and desks in AskCody are based on Microsoft Exchange resource calendars. Before anything else, the calendar must be connected to AskCody.

What this step does

• Gives AskCody permission to read booking and availability information

• Allows AskCody to see when the room or desk is free or occupied

• Ensures real-time synchronization with Outlook and Microsoft 365

How to do it

Follow this guide to add your Microsoft Exchange calendar to AskCody: Adding Microsoft Exchange calendars to AskCody.

Once completed, the calendar will be visible in AskCody, but it is not yet usable as a meeting room or desk across the platform.

Step 2: Configure the Calendar as a Resource

After the calendar is added, it must be configured as a Resource in AskCody. This is where you define what the room or desk is and how it should be used.

What this step does

• Defines whether the calendar represents a meeting room or a desk

• Adds metadata such as capacity, equipment, and purposes

• Makes the resource usable across all AskCody modules

How to do it

Follow this guide to configure the resource: Configuring meeting rooms and desks in AskCody

Configuring Metadata: Capacity, Equipment, and Purposes

When configuring a resource, you can enrich it with metadata that helps users find and book the right space.

Capacity

• Define how many people the room or desk supports

• Used for filtering and decision-making during booking

Equipment

• Specify what the room includes, such as screens, video conferencing, or whiteboards

• Helps users find rooms that match their meeting needs

Purposes

• Define what the room or desk is best suited for, such as workshops, focus work, or client meetings

• Improves discoverability in booking interfaces

Equipment and purposes are shared across resources and can be reused to ensure consistent configuration.

What Happens After the Resource Is Added

Once the calendar is added and configured as a resource, the meeting room or desk becomes available platform-wide.

It can now:

• Be found and booked via the AskCody Outlook Add-in

• Be used in Room Displays and Dashboards

• Be assigned to Service Providers for catering, IT, or other services

• Be linked to Receptions for visitor and arrival management

• Be seen and managed in Central, including rescheduling and drag-and-drop changes

• AskCody will also display Insights about this room/desk

In other words, the room or desk is now fully integrated into the AskCody platform and can be used across all relevant workflows.