Overview

The Maptician Outlook Add-In brings workplace reservations into the meeting compose window. As the organizer, you can reserve rooms, seats, and other resources, check availability against your meeting time, request meeting services such as catering or IT setup, and see attendee and location context on a live floor plan, all without leaving Outlook.

Before You Begin

This article covers how to use the Add-In once it is installed. If the Maptician button does not yet appear on your Outlook ribbon, your organization has not finished setting it up, or you have not yet been added to have access to the app. See Maptician Outlook Add-In for installation and admin configuration, or contact your Maptician technical contact.

Opening the Add-In

From a new or existing meeting in Outlook, click Maptician on the compose ribbon. The Add-In opens in a pane on the right and signs you in automatically, no credentials required.

The pane has four tabs: Booking, Attendees, Locations, and Services.

Booking

The Booking tab shows the reservation owner and lets you set the following reservation data if your Maptician environment has them enabled:

• Buffer times before and after the meeting, to hold the room for setup or teardown.
• Message, shown to anyone viewing the reservation in Maptician.
• Categories, for tagging the reservation.
• Online meeting, to attach a Teams, Zoom, or Webex link.

Attendees

The Attendees tab lists everyone on the meeting, starting with the reservation owner. Add people by searching your organization's directory, your contacts, distribution tags, or by typing an email address directly.

Each attendee can be marked Required, Optional, or Resource. Required and Optional map to the same fields in the native Outlook invite. Resource is a Maptician-only distinction and does not change how Outlook treats the attendee.

Locations

The Locations tab shows the rooms, seats, or other resources currently on the meeting. Click Show availability on any location to see a live timeline of bookings around your meeting time, with a 24-hour view available. Hovering a location shows a thumbnail of its position on the floor plan; clicking its name opens full details.

Use the location picker to search for and add additional resources. Results reflect real-time availability, and you can filter by category or feature before adding one to the meeting.

Click a resource in the results to select it, then click Add to add it to the meeting. Selecting a resource does not add it on its own.

Services

Once a Maptician-managed location is added to the meeting, the Services tab lets you request anything your organization has configured for that resource, such as catering or IT/AV setup. Available fields depend on how that resource is configured in the Maptician application, so they can vary from one resource to another.

Other Things to Know

• Recurring meetings are supported. Changes to the series update every occurrence; changes to a single occurrence update only that one. Splitting a series into "this and future occurrences" partway through is not currently supported.
• Reserving on someone else's behalf: if you have delegate (calendar write) access to another user's Exchange calendar, you can act as a delegate reserver and create a reservation with that user as the reservation owner. Open the Maptician Add-In first, then switch the Calendar dropdown at the top of the event to the target user's calendar. Switching calendars before opening the Add-In creates the reservation under your own name instead.
• Read-only meetings: if you are not the organizer, or the meeting has already occurred, the pane shows your reservation details as read-only.

Troubleshooting

If the Maptician button is missing from your ribbon, or you see repeated sign-in prompts, see the Troubleshooting section of Maptician Outlook Add-In, or contact your Maptician technical contact.