If your company has a Bringme Desk, each visitor needs to be preregistered by your employees when they send out an invite. This means the visitors receive a QR code with which they can register at the Bringme Desk when they arrive, and/or control doors equipped with our access control if applicable. The default way to preregister visitors is to add 'email@example.com' in cc. of your meeting requests. However, we also offer an Outlook add-in which is more user-friendly and will make it easier for your employees to remember to preregister their visitors.
How does this Invite Button work?
Install the Bringme Invite add-in (if not installed already)
If you haven't installed the Bringme Invite add-in yet, follow the installation steps provided by your organization's IT administrator or refer to the add-in documentation. See also 'How do I install the Bringme Invite Outlook button for personal use?' or 'How do I install the Bringme Invite Outlook button for my organisation?'.
Open Outlook and create a new appointment
- Open Microsoft Outlook and go to the Calendar section.
- Click on "New Appointment" to create a new appointment.
Access the Bringme Invite add-in
With the new appointment window open, you should see the Bringme Invite add-in button in the top bar of the appointment. In case you are using the new Outlook UI, the add-in will be hidden under the “three dots“ part of the menu.
Adding instructional text to the appointment
Click on the Bringme Invite add-in button.
- It will add instructional text to the appointment automatically. The instructional text contains information related to the Bringme visitor flow, such as guidelines or instructions for attendees. You can select a language from the add-in pane. This will update the instructional text, as well as ensure that the communication Bringme sends to your invitees will be in the language you selected.
- It will add the firstname.lastname@example.org email address as an attendee to the appointment. This action ensures that the meeting is integrated with the Bringme ecosystem.
Send the appointment
If the appointment requires inviting additional attendees or any other changes, you can make them as needed. Once the appointment is ready, click "Send" to invite all attendees, including the email@example.com attendee.
Integration with the Bringme ecosystem
By having the firstname.lastname@example.org attendee in the appointment, the attendees will receive an additional email from Bringme which contains helpful information on finding and entering the building where the appointment takes place. The email also includes a QR code which the meeting participants can use to enter the building securely and register at the Bringme Desk.
That's it! Enjoy the convenience the add-in brings to your Outlook appointments.