Office Hoteling

1. Log into MapView
   • Visit this site: https://utsa.resourcescheduler.net/MapView
   • Sign in with your university credentials.
2. Find and Book a Resource
   • Select a date and time for your reservation.
     • Click on the calendar icon to change the date or select multiple dates.
     • Adjust the time slider to set the start and end time for every day.
   • Click on a green plus sign to select an available resource.
   • Click "book” to save your reservation.
3. More Options
   • Click Locations to switch to a different floorplan.
   • View your upcoming reservations by clicking on Bookings.
   • Search for a workspace or a person by clicking on Search.
   • Click on your profile name to manage your visibility to others or manage your out of office days if you have an assigned desk.

Resource Scheduler for Outlook 365 (RSO365) is an add-in that connects Microsoft Outlook with Resource Scheduler so users can see if specific resources are available when scheduling appointments and meetings.

You will enter this link when installing the add-in from your Outlook application:

Once installed, the FM:Systems icon appears in Outlook when creating an appointment or meeting on a calendar. The RSO365 add-in supports bidirectional integration with MS Exchange through Microsoft 365 and is available from any native workflow used to create a meeting or appointment in the Outlook desktop or web application.

Users can Find amenities by selecting an attribute to filter, including capacity. If you know the specific attribute you want, like a person's name or conference room, search for it in the space provided.

Using RSO365

RSO365 allows users to filter meeting spaces and resources they need within the familiar scheduling tool of Microsoft Outlook. Because the filtering process is data-driven, unique attributes configured in a user's Exchange are available. Creating a meeting within RSO365 is the same process whether in the Outlook Desktop or Web App — the only difference is opening the add-in. Additionally, existing meetings can also be updated with RSO365 using the same steps as creating a new meeting. Once a room is reserved, the Outlook details are updated and the corresponding Resource Scheduler information is entered into the event details.

Opening RSO365 in the Outlook Desktop App

1. Using your preferred workflow, open an Appointment or Meeting event.
2. Click the "Find a Room” add-in displayed in the main navigation ribbon at the top of the app.
3. A side menu will display to find a room. Filter options will vary depending on your database, but you may see options such as filtering by region, location/group, resource types, characteristics or capacity.

Opening RSO365 in the Outlook Web App

1. Using your preferred workflow, open an Appointment or Meeting event.
2. In the Calendar window menu, click the ellipsis (…) then select Find a Room.
   1. If you do not see a menu with an ellipsis, click “more options” to expand the calendar window.
3. A side menu will display to find a room.

To add the “Find a Room” add-in to the main list of icons at the top of the Calendar window, follow these steps:

1. From the top toolbar, click the Settings icon > View all Outlook Settings.
2. Next, select the Calendar tab > Customize actions.
3. Select the "Find a Room" check box. To change the order in which these icons appear, select them in a different order.
4. Save.

Create a New Meeting

1. Open a new meeting or appointment event in Outlook, then enter basic meeting details, such as Title, Description, and Attendees.
   1. Note: Users can fill out these fields in Outlook before or after opening RSO365.
2. When you're ready to find a meeting space, open RSO365 in the Outlook platform you're using (Desktop App | Web App).
3. Log in with your Resource Scheduler mobile username and password.
4. From the Find section, expand the location you want and select the appropriate group, for example First Floor, from the expandable list.
5. Optionally filter by resource types, expand the list and tick the checkbox to select the types to filter by.
6. Expand the Resource Characteristics list to select room equipment options.
7. Set a Capacity value, if needed.
8. Click Search to view spaces that have the resources requested.
9. Click the space name you want, then Reserve to add it to the event window in Outlook. A link to the Resource Scheduler is also added to the body of the event information.

Update an Existing Meeting

Select an existing meeting in either the Outlook desktop or web application. Click the RSO365 add-in and, using the same steps as when creating a new meeting, update the meeting.