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Moving an existing AgendaX installation to Office 365

Many of our customers are migrating their existing Exchange infrastructure to the cloud. Microsoft Office 365 is the most commonly used option.

But what needs to be done to an existing AgendaX installation that is configured to access the on-premise Exchange servers?

This largely depends on if you make the transition to Office 365 in one step (batch) or in several steps over the course of weeks / months. If the transition is done in one batch, you will only need to reconfigure your existing installation. If you have many mailboxes to migrate and this will take a while, we suggest to setup a second instance of AgendaX on the same server. This will allow for a smooth transition and will at any time show all user calendars (both on-premise and migrated mailboxes) in the AgendaX views.

 

Migration in one batch

You will need to uninstall MAPI/CDO (Exchange Server MAPI), if installed, and install an Outlook 32bit client (Outlook 2013 or later) on the AgendaX server. Also, the AgendaX mailbox needs to be migrated to Office 365 first, before you start migrating user mailboxes.

Then,

  • Log in on the AgendaX Server with the AgendaX user. This is VERY important because Outlook profiles are user specific.
  • Run Regedit and make sure that there is no value called MapiHttpDisabled under
  • HKEY_CURRENT_USER\Software\Microsoft\Exchange or that its value is set to 0.
  • Outlook 2010:
    nothing special needs to be done
  • Outlook 2013:
    • Run Regedit, go to HKEY_CURRENT_USER\Software\Microsoft\Office\15.0\Outlook\Cached Mode
      and add a value called AllowAutoDiscoverForNonOutlook and set its value to DWORD 1.
    • Make sure that KB3114941 for Office 2013 32bit (https://support.microsoft.com/en-us/kb/3114941)
      is installed.
    • Add the following parameter to AgentX.ini:
      [Config]
      ForceIExchangeManageStoreEx=1
  • Outlook 2016:
    Run Regedit, go to HKEY_CURRENT_USER\Software\Microsoft\Office\16.0\Outlook\Cached Mode and add a
    value called AllowAutoDiscoverForNonOutlook and set its value to DWORD 1.
  • Then, create the Outlook profile and make sure that Exchange Cache mode is disabled in the Outlook profile. Enter the Outlook profile name (either in AgendaX Setup if you are setting up a new instance of AgendaX or in AgendaXCfg.exe if AgendaX is already installed under MSX Version / Outlook MAPI Client / Outlook Profile Name). The Standard- Name for the first Outlook- Profile that is configured is ‘Outlook’.
  • Start Outlook with that profile and make sure that the profile works. When you are prompted for a password, make sure to check the ‘Remember password’ checkbox.
  • Finally, close Outlook and restart the AgendaX Update Service

The permissions on Office 365 have to be set a bit differently than in an On Site Exchange environment. On Office 365, you will have to set permissions on folder level:

Please give the AgendaX user Reviewer rights on the top of the mailbox and the Inbox, and Editor rights on the Calendar folders.

The following, language-independent Powershell script will do this for you. You will have to initiate a remote Powershell session first with O365, using the Get-Credential, New-PSSession and Import-PSSession commands. Replace “agendax” on the 3rd line in the following script with the name of your O365 AgendaX account:

foreach ($Mailbox in (Get-Mailbox -ResultSize Unlimited))
{
$AgendaXAccount = "agendax"

$InboxStat = Get-MailboxFolderStatistics -Identity $Mailbox -FolderScope Inbox
$InboxName = "$($Mailbox.Name)" + ":\" + "$($InboxStat.Name)"
$CalendarStat = Get-MailboxFolderStatistics -Identity $Mailbox -FolderScope Calendar
$CalendarName = "$($Mailbox.Name)" + ":\" + "$($CalendarStat.Name)"

Write-Host "Applying permissions to mailbox: $($Mailbox.Name) (TOIS/$($InboxStat.Name)/$($CalendarStat.Name))"

$AccRightTOIS = Get-MailboxFolderPermission -identity $Mailbox.Name -user $AgendaXAccount
$AccRightInbox = Get-MailboxFolderPermission -identity $InboxName -user $AgendaXAccount
$AccRightCalendar = Get-MailboxFolderPermission -identity $CalendarName -user $AgendaXAccount

If ($AccRightTOIS.AccessRights -ne "Reviewer") {Add-MailboxFolderPermission -identity $Mailbox.Name -AccessRights Reviewer -User $AgendaXAccount}
If ($AccRightInbox.AccessRights -ne "Reviewer") {Add-MailboxFolderPermission -identity $InboxName -AccessRights Reviewer -User $AgendaXAccount}
If ($AccRightCalendar.AccessRights -ne "Editor") {Add-MailboxFolderPermission -identity $CalendarName -AccessRights Editor -User $AgendaXAccount}
}

Please see also the following document: AgendaX Installation Guide V6.0

 

Migration over the course of several weeks / months

If the move to Office 365 takes some time and you migrate mailboxes with several batches, we suggest to install a second instance of AgendaX during the transition.

The first (existing) instance will read on-premise mailboxes and the second (new) instance will read migrated (O365) mailboxes.

During the transition, you will still see all calendars of both on-premise and migrated mailboxes in the AgendaX web application.

 

Installing a second AgendaX Setup on the AgendaX server to access the O365 mailboxes

  • Create a new AgendaX user on Office 365 (including mailbox)
  • Copy the AgendaX installation folder to a second location, e.g. AgendaXO365
  • Install the second service with the Multi service configuration tool AgendaX multi service configuration utility. The service account you enter will be the account used to run the AgendaX Update Service. This should ideally be the new AgendaX user on Office 365. If this is not possible, select a local user with Administrative privileges on the AgendaX Server.
  • Install Outlook 2013 or 2016 on the AgendaX Server, if not already present
  • Log on with the new AgendaX user (or the local user you specified while installing the second service) to the AgendaX server
  • Set the appropriate registry flags for the Outlook version used and AgentX.ini settings (page 6 in the Installation Guide: AgendaX Installation Guide)
  • Create an Outlook profile with this user, accessing its mailbox on O365, and disabling Exchange Cache Mode in the Outlook profile. If you are prompted for a username / password, check the ‘Remember Password’ option before entering the credentials. Note the name of the Outlook profile you created (default: Outlook)
  • Run the AgendaX Configuration in the AgendaX O365 installation (AgendaXCfg.exe), click MSX Version, select Office 365 and enter the name of the Outlook profile you created, logged-in with the O365 AgendaX user (or the local user).
  • Set the Mailbox folder permissions for the users already migrated to O365 with the following, language-independent Powershell script. You will have to initiate a remote Powershell session first with O365, using the Get-Credential, New-PSSession and Import-PSSession commands. Replace “agendax” on the 3rd line in the following script with the name of your O365 AgendaX account:

foreach ($Mailbox in (Get-Mailbox -ResultSize Unlimited))
{
$AgendaXAccount = "agendax"
$InboxStat = Get-MailboxFolderStatistics -Identity $Mailbox -FolderScope Inbox
$InboxName = "$($Mailbox.Name)" + ":\" + "$($InboxStat.Name)"
$CalendarStat = Get-MailboxFolderStatistics -Identity $Mailbox -FolderScope Calendar
$CalendarName = "$($Mailbox.Name)" + ":\" + "$($CalendarStat.Name)"
Write-Host "Applying permissions to mailbox: $($Mailbox.Name) (TOIS/$($InboxStat.Name)/$($CalendarStat.Name))"
$AccRightTOIS = Get-MailboxFolderPermission -identity $Mailbox.Name -user $AgendaXAccount
$AccRightInbox = Get-MailboxFolderPermission -identity $InboxName -user $AgendaXAccount
$AccRightCalendar = Get-MailboxFolderPermission -identity $CalendarName -user $AgendaXAccount
If ($AccRightTOIS.AccessRights -ne "Reviewer") {Add-MailboxFolderPermission -identity $Mailbox.Name -AccessRights Reviewer -User $AgendaXAccount}
If ($AccRightInbox.AccessRights -ne "Reviewer") {Add-MailboxFolderPermission -identity $InboxName -AccessRights Reviewer -User $AgendaXAccount}
If ($AccRightCalendar.AccessRights -ne "Editor") {Add-MailboxFolderPermission -identity $CalendarName -AccessRights Editor -User $AgendaXAccount}
}

  • Stop the AgendaX Update service of the old AgendaX installation
  • Run the AgendaX Configuration of both the old and the new installation (AgendaXCfg.exe) and tick the “Multiple services write to this database” option and drop the database tables (only once) under Config / Drop tables.
  • Click “Update” in both AgendaX Configuations and “Yes” to restart the Services
  • Check the Windows Application Eventlog for possible warnings / errors. Each of the services will add warnings to the Application Event log for the mailboxes that are not on their system. This is normal. The on-premise Setup will create warnings for the O365 mailboxes and the O365 Setup will create warnings for the on-premise mailboxes. If you get warnings on the O365 installation about mailboxes that cannot be found in the global address book and these mailboxes have already been migrated to O365, you will have to re-select them from the address book in the AgendaX group definitions (AgendaXCfg.exe / Groups).
  • After both AgendaX Update Services have finished scanning through the mailboxes, you will see both on-premise and O365 mailbox calendars in the AgendaX web application.
  • While you are moving users from the on-premise Exchange servers to O365, you will need to re-run the above Powershell script to set permissions on the newly moved mailboxes.

 

Removing the old AgendaX Setup after all mailboxes are moved to O365

When all mailboxes are moved to O365, you can uninstall the old AgendaX setup by following the below steps. As the web-application of AgendaX is still running under your old AgendaX setup, you will first need to move this to the location of the new (O365) installation:

  • Run Internet Information Services (IIS) Manager, navigate to Sites / Default Web Site / AgendaX, click “Basic settings” and change the location of the “Physical path” to the folder of your new AgendaX O365 installation.

If you have made any configuration changes on the AgendaX Administration page (in the AgendaX web application) since you installed the O365 installation of AgendaX, or if you have made changes to the collapsible group menu in the multmenu.txt file, copy config.inc and multmenu.txt (both are located in the AGENDA subfolder of your AgendaX installation folder) from the old Setup to the O365 setup.

 

To uninstall the old AgendaX Setup, follow the steps below:

  • Stop the AgendaX Update Service of the old installation
  • Close any instances of MMC (Microsoft Management Console), e.g. Services, Event Viewer
  • Open a command prompt and change to the AgendaX installation folder of your old AgendaX installation, e.g. CD C:\Inetpub\AgendaX
  • Enter the following command:
    AgendaXSrv.exe -u (this will uninstall the AgendaX Update Service)
  • Delete the old AgendaX installation folder

The final step is to tell the AgendaX Update service that no longer other services are using the same database. Run the AgendaX Configuration (AgendaXCfg.exe) in your new O365 setup folder and untick the “Multiple services write to this database” option and drop the database tables under Config / Drop tables, then click “Update” and “Yes” to restart the service.


Language independent permission settings for AgendaX on Exchange Server 2013, 2016, Office 365

Permissions that need to be set for the AgendaX account on Exchange Server 2013, 2016, and Office 365 are Outlook folder level permissions.
Since folder names in Outlook differ depending on the language used when the mailbox is first opened with Outlook, you'd have to know which employee uses which language to assign permissions to the correct folders. In addition to that, you'd have to know what the folders are called in these languages.

If you have mailboxes in multiple languages in your company, you can easily set the required permissions for the AgendaX account using the following script, which works for all languages.

Please make sure you replace "agendax" on the 3rd line with the name of your AgendaX account:

 

foreach ($Mailbox in (Get-Mailbox -ResultSize Unlimited))
{
$AgendaXAccount = "agendax"

$InboxStat = Get-MailboxFolderStatistics -Identity $Mailbox -FolderScope Inbox
$InboxName = "$($Mailbox.Name)" + ":\" + "$($InboxStat.Name)"
$CalendarStat = Get-MailboxFolderStatistics -Identity $Mailbox -FolderScope Calendar
$CalendarName = "$($Mailbox.Name)" + ":\" + "$($CalendarStat.Name)"

Write-Host "Applying permissions to mailbox: $($Mailbox.Name) (TOIS/$($InboxStat.Name)/$($CalendarStat.Name))"

$AccRightTOIS = Get-MailboxFolderPermission -identity $Mailbox.Name -user $AgendaXAccount
$AccRightInbox = Get-MailboxFolderPermission -identity $InboxName -user $AgendaXAccount
$AccRightCalendar = Get-MailboxFolderPermission -identity $CalendarName -user $AgendaXAccount

If ($AccRightTOIS.AccessRights -ne "Reviewer") {Add-MailboxFolderPermission -identity $Mailbox.Name -AccessRights Reviewer -User $AgendaXAccount}
If ($AccRightInbox.AccessRights -ne "Reviewer") {Add-MailboxFolderPermission -identity $InboxName -AccessRights Reviewer -User $AgendaXAccount}
If ($AccRightCalendar.AccessRights -ne "Editor") {Add-MailboxFolderPermission -identity $CalendarName -AccessRights Editor -User $AgendaXAccount}
}

 

Just copy and paste the above script into Powershell. It will assign Reviewer rights on the top of the mailbox and Inbox, as well as Editor rights on the Calendar folder.

If you don't want to assign these rights on every mailbox in your organization, but would rather limit this to an organizational unit for example, you can modify the Get-Mailbox statement on the 1st line by adding -OrganizationalUnit with the name of the organizational unit you wish to assign permissions in.


How the AgendaX group calendar improves efficiency

AgendaX gives you overviews of multiple calendars and lets you plan meetings when in or out of the office. Views can reflect current project team members, department groups, locations, or whole companies. Even views across different companies are possible.
AgendaX is a web based calendar software that improves efficiency in scheduling within your organization and synchronizes in both directions with Microsoft Exchange and Office 365 mailbox calendars.

AgendaX - the popular Exchange group calendar for Microsoft Exchange and Office 365

AgendaX helps improving your company’s efficiency by providing statistics on how employees spend their time, how meeting rooms and other equipment is used. For instance, a project manager can determine how many hours have been spent on a specific project. This makes it easy to plan similar projects in the future.

The head of a department may need to print an overview of his colleagues’ vacation schedule or determine how many working hours were spent on customer support, meetings, customer visits, etc.

The phone operator / receptionist needs to know who is free and who is busy to transfer calls in an efficient way. Thanks to AgendaX’s “Who is Where” view, this information is retrieved in a minimum amount of time, the customer feels welcome and efficiently served.

Customer representatives need an easy and efficient way to know which technician can visit a customer when, and book the appointment directly into his/her calendar.

There are many more examples of how AgendaX can improve efficiency in all parts of your organization.

Features and benefits:

  • Promote efficiency with group overviews and improve Customer service by seeing at a glance which employees and resources are available or are due to become available.
  • The rich set of views, including an instant ‚who is where‘ snapshot, as well as daily, weekly and monthly views for individuals or groups of users give you the information you need at a glance. You’ll never need to open other people’s calendars or check their availability to schedule a meeting.
  • With just a few mouse clicks you can send meeting invitations to required attendees.
  • Dynamic assignments of users to groups (departments / teams) relieve Exchange Administrators to a great extent. You can, for example, use Exchange distribution lists to form AgendaX groups.
  • AgendaX is very flexible, supports many languages (German, English, French, Italian, Danish, Norwegian, Swedish, Dutch, and Polish), and rationalizes multiple organizations, sites, and time zones.
  • AgendaX keeps private calendar entries private.
  • AgendaX has a large variety of functions and filters, yet keeps the interface simple. User-specific views (e.g. vacations, courses, sick leaves) and statistics can be created easily.
  • Useful statistical functions: Appointments with the same subject can be statistically analyzed. The utilization of employees is automatically calculated.
  • Every AgendaX view can be exported to Excel (csv).

AgendaX - group scheduling made easy!

agendax-leverage-group-calendaring-for-microsoft-outlook

AgendaX offers you clarity in scheduling for your Outlook calendar data, so that you always get a quick answer to the question: Who is where?

agendax-increases-efficiency-throughout-the-business

No matter what your role in your company, you will immediately benefit from the increased efficiency throughout the business.

agendax-eases-management-in-dynamic-environments

AgendaX allows users to create and maintain their own views to reflect team members and colleagues on current projects - without the need for Exchange Administrator intervention.

agendax-improves-customer-service

Promote efficiency with group overviews and improve Customer Service by seeing at a glance which employees and resources are available or are due to become available.

agendax-rationalises-multiple-site-and-time-zone-views

AgendaX is extremely flexible and can integrate across multiple countries and different languages: in a global multi- server infrastructure, AgendaX will seamlessly manage multiple time zones and allow global views of staff availability and resource allocation.

AgendaX has a large variety of functions.

agendax-user-specific-views-and-statistics

User-specific views and Statistics can be created easily with just a few mouse clicks.

agendax-designed-for-microsoft-exchange-server-and-exchange-online-office-365

AgendaX was designed specifically to meet the requirements of Microsoft Exchange environments and is compatible with all Exchange Server versions.

agendax-no-components-installed-on-exchange-server

AgendaX is installed on your IIS server and does not need any components installed on your Exchange Server.

agendax-no-client-installation-required

Thanks to the web-based user interface no client installation is required.

 

How does AgendaX work?

how-agendax-works-1

The AgendaX Update Service extracts calendar data of the desired mailboxes in configurable intervals from Microsoft Exchange and

how-agendax-works-2

writes it into a central AgendaX database.

how-agendax-works-3

Microsoft Internet Information Server publishes this data as dynamic HTML pages in graphical overviews on your Intranet or Extranet.

AgendaX includes a variety of different views, including a "Who's Where" snapshot, especially useful for receptionists, since it displays exactly what staff are currently doing at a given moment. This gives an overview of the present availability in the whole company.

The weekly view shows meetings as bars spanning the appointment period.
Availability is shown using different colours (free, tentative, busy, out of office), or categories.

Clicking on a status or category filter reduces the meetings shown to the ones that correspond to the selected criteria.

You can get detailed information about the meetings by hovering over the bars.

The integrated full-text search functionality helps you even further to effortlessly find meetings.

You can easily create user-specific views, as for example, a monthly holiday schedule.

Even more detailed summaries, with subjects, locations, and participants directly shown, are no problem for AgendaX.

Each view provides navigational features that let you select the dates you wish to look at.

AgendaX has administrator-defined groups and personal groups, in which every employee can set their own groups of people that are important to them.

 

 

Data from the Active Directory like Department and phone numbers can be accessed by clicking on the username.

Appointments can be created quickly and easily directly in AgendaX. Optionally, AgendaX can automatically select members of the currently displayed group as attendees.

Useful statistical functions are available in AgendaX.

Appointments with the same subject can be statistically analyzed. You can also apply any filter that you wish. The utilization of employees is automatically calculated.

 

As you can see, AgendaX is very versatile, increases efficiency, and simplifies group scheduling a great deal.

AgendaX – group calendaring made easy!


agenda x produktinformationen gruppenkalender teamwork

AgendaX group definition

You can configure an unlimited number of individual groups that consist of Exchange distribution lists and individual users. The members of these groups are the users whose calendars will be displayed by the AgendaX web application. Users that are not part of any group will not be scanned and therefore will not be available in the AgendaX views. The groups you define in the AgendaX Configuration are Administrator defined groups and will be available to all AgendaX users. If you do not want to make all Administrator defined groups available to all users, you can enable the “Group membership required to view group” feature to only display groups that the currently logged-in AgendaX user is a member of.

You can also setup different installations of AgendaX to separate groups of users, if they are not allowed to see each other’s data. Separate installations can be secured with NTFS or virtual directory permissions.

Each AgendaX user also has the possibility to define up to 9 personal groups that are only available to him / her. Personal groups are defined in the AgendaX web interface.


Exchange calendar overview of multiple Active Directory Forests, Exchange Organizations, or even multiple companies

It is possible to install AgendaX on different servers, in different Active Directory forests, locations, Exchange Organizations, or even different companies, and write with all installations to the same database, to get a consolidated view of otherwise unconnected mailbox calendars.

You have several possibilities of connecting different AgendaX sites, even if they don’t share the same Active directory forest, domain, or even companies. All connection methods allow you to share calendar data between the sites, view calendars of multiple sites, and even book meetings with attendees of several sites.

 

Connecting sites using a central database

This is the simplest method of connecting different AgendaX Sites. Each site reads its local Exchange calendars and writes the data to a central database that is hosted on one of the sites.

agendax_connecting_sites_using_a_central_database

Connecting sites using multiple databases

This connection method works as follows: Each Site reads its local Exchange calendars only and writes to a local SQL database. A script on the SQL servers is executed to copy user information (not calendar data) to the other SQL database. The AgendaX web application connects to the databases as needed, depending on which users are involved in a view.

This method is suitable when you need to control which users will be visible on the other site and you want to keep data transfer between the sites to a minimum. It can also be used if you only want users from Site B to be visible on Site A, but not vice versa.

agendax_connecting_sites_using_multiple_databases


Managing Resources with Exchange - AgendaX enables easy scheduling

AgendaX is a resource scheduling tool that makes it easy for Outlook users who are organizing company resources, to see when resources are booked, and when they are next available. At the same time it serves as a team calendar that shows where people are and when they can be booked for a meeting or activitiy.

Features include team / location / department oriented views providing the user with an overview of many calendars, managing multiple calendars in one view, book resources such as meeting rooms and company vehicles, as well as employees, and modify existing appointments.

Exchange resource scheduling the easy way!

Resource overviews include daily, weekly, bi-weekly, monthly, quarterly, and yearly views that show availability of resources and team members. Categorized meetings can be filtered, to only show appointments that correspond to specific categories.

Managing resources and staff in the same, easy to use, web-based interface

AgendaX is a group calendar that seamlessly manages multiple time zones and allows global views of resource and staff availability. AgendaX incorporates many features that allow you to take advantage of Outlook calendaring, Active Directory attributes, and web views to give you the ultimate corporate resource portal.

Best of all, no client installation is necessary and nothing gets installed on Exchange Server.

AgendaX supports all Exchange server versions, as well as Exchange Online / Office 365.


Company vehicles scheduling

AgendaX is a company vehicles scheduling tool that makes it easy for Outlook users who are organizing company vehicles, to see when company vehicles are booked, and when they are next available. At the same time it serves as a team calendar that shows where people are and when they can be booked for a meeting or activitiy.

Features include team / location / department oriented views providing the user with an overview of many calendars, managing multiple calendars in one view, book company vehicles,  employees, meeting rooms, or other resources and modify existing appointments.

Company vehicles overviews include daily, weekly, bi-weekly, monthly, quarterly, and yearly views that show availability of vehicles, other resources, and team members. Categorized meetings can be filtered, to only show appointments that correspond to specific categories.

AgendaX is a group calendar that seamlessly manages multiple time zones and allows global views of company resources such as vehicles, staff availability and resource allocation. AgendaX incorporates many features that allow you to take advantage of Outlook calendaring, Active Directory attributes, and web views to give you the ultimate corporate resource portal.

Best of all, no client installation is necessary and nothing gets installed on Exchange Server.

AgendaX supports all Exchange server versions, as well as Exchange Online / Office 365.


Scheduling and managing meeting rooms - AgendaX room booking system for Exchange

AgendaX is a meeting room scheduling tool that makes it easy for Outlook users who are organizing meeting rooms, to see when meeting rooms are booked, and when they are next available. At the same time it serves as a team calendar that shows where people are and when they can be booked for a meeting or activitiy.

Features include team / location / department oriented views providing the user with an overview of many calendars, managing multiple calendars in one view, book meeting rooms, employees, company vehicles, or other resources and modify existing appointments.

AgendaX - the Exchange group calendar that is also a meeting room booking system

Meeting room overviews include daily, weekly, bi-weekly, monthly, quarterly, and yearly views that show availability of rooms, other equipment, and team members. Categorized meetings can be filtered, to only show appointments that correspond to specific categories.

AgendaX is a group calendar that seamlessly manages multiple time zones and allows global views of meeting room and staff availability, as well as resource allocation. AgendaX incorporates many features that allow you to take advantage of Outlook calendaring, Active Directory attributes, and web views to give you the ultimate corporate resource portal.

Best of all, no client installation is necessary and nothing gets installed on Exchange Server.

AgendaX supports all Exchange server versions, as well as Exchange Online / Office 365.


Group scheduling with AgendaX - Outlook team calendar

AgendaX is a group scheduling tool that makes it easy for Outlook users who are organizing employees, to see where people are, and when they are next available. At the same time it serves as a team calendar that shows when team members can be booked for a meeting or activitiy.

Features include team oriented views providing the user with an overview of many calendars, managing multiple calendars in one view, book employees, meeting rooms, company vehicles, or other resources and modify appointments.

AgendaX - the team calendar that Outlook never was

Group overviews include daily, weekly, bi-weekly, monthly, quarterly, and yearly views that show availability of team members. Categorized meetings can be filtered, to only show appointments that correspond to specific categories.

AgendaX is a group calendar that seamlessly manages multiple time zones and allows global views of staff availability and resource allocation. AgendaX incorporates many features that allow you to take advantage of Outlook calendaring, Active Directory attributes, and web views to give you the ultimate corporate resource portal.

Best of all, no client installation is necessary and nothing gets installed on Exchange Server.

AgendaX supports all Exchange server versions, as well as Exchange Online / Office 365.


A Group Calendar that Boosts Efficiency - AgendaX

A Group Calendar that Boosts Efficiency

The Service is a UK government funded service for all young people aged 13 to 19 (up to 25 for those with a learning difficulty or disability). It provides information, advice and guidance as young people make the transition from full-time education to further education, training and employment.

The Personal Advisers at the service are a vital resource, offering help and Support on the many issues young people may be faced with such as health, housing, money, education, training and employment.

The diversity of issues handled, combined with the degree of accessibility on offer (including telephone conversations and personal meetings at a wide range of locations) meant that the Service needed an efficient way to ensure comprehensive coverage of the availability and whereabouts of staff.

Although staff at the Service make extensive use of Outlook calendaring to manage their diaries, it was difficult to see who was free to take a particular call, identify when or where it might be best to contact a colleague, or establish when someone next had a gap in their diary in order to arrange meetings.

The ICT Manager at the Service explained, “Reception staff, co-workers and Team Managers would need to look at each individual’s Outlook calendars in turn, which was really time consuming. We needed a better way.”

A recommendation from a colleague pointed the ICT Manager in the direction of AgendaX.

 

Enhancing Outlook Calendar

AgendaX extracts Outlook calendar information stored by Microsoft Exchange Server and makes it available on the company intranet as a series of web pages that can be tailored to reflect corporate style templates.

Users benefit from a consolidated update of their co-workers whereabouts via daily, weekly and monthly ‘planner-style’ views.
All 250 members of staff at the Service now use AgendaX. According to  the ICT Manager “Now anyone, not just reception staff, can see immediately who is at any of the many remote sites from which our service is delivered, who is attending meetings, and who is on leave or sick. This has been real boon to our efficiency and has improved our level of service to clients. A particular benefit has been that AgendaX provides a very useful guide as to which staff is simply in the office, for Health and Safety purposes.”

How It Works

AgendaX works in conjunction with Outlook, automatically publishing the free/busy times from all users’ calendars as a series of customizable web pages that can be accessed via the corporate intranet. A ‘Who is where?’ view gives an instant snapshot of where everyone is together with their contact details. Weekly, monthly, quarterly and even yearly views show a consolidated ‘wall planner’ style overview of meetings, holidays, days off sick etc. Users can drill down on detail as required, and create their own groups of co-workers to view at once.

Managing Non-Human Resources!

As well as showing the availability of people, AgendaX can be used to depict the availability of other corporate resources such as conference rooms and presentation equipment. At one site of the Service, it is used to control allocation of the limited number of available parking spaces!

Many organizations use AgendaX to support their business operations and maximize their investment in both their Exchange environment and their human resources.

Working With AgendaX

“We selected AgendaX following a short evaluation period. Installing it was relatively easy but we did need to pay careful attention to the manual, especially as we wanted to maximize our understanding of the various enhancements available beyond basic sharing of calendars, such as changing default layouts and color schemes. We genuinely have found the support very helpful and we look forward to tailoring AgendaX further for our organization” concludes the ICT Manager.

 

Key Benefits

AgendaX provides a simple, concise way of seeing the whole company’s whereabouts in a single view.

This brings many benefits to organizations, including:

  • Saves time booking meetings.
  • Allows employees to be quickly located at any point in time.
  • Helps use expensive resources, such as meeting rooms, more efficiently.
  • Leverages the organization’s investment in Outlook.
  • Aids team working and resource allocation to improve customer service.

AgendaX Services

AgendaX offers organizations a highly customizable service that works seamlessly with Exchange Outlook Calendar to provide an advanced, web based team calendaring service.

Features include:

  • Multiple views, including point in time, weekly, monthly, bimonthly and the entire year.
  • Customizable to reflect corporate identity & business needs.
  • User-defined groups - no need for administrators to define ad-hoc groups.
  • Ability to text-search all calendar entries.
  • Displays required Outlook properties (Mileage, Billing etc.) including user-defined Outlook fields.
  • Optionally displays phone, fax, mobile, department, picture, photo etc. for each user.
  • Ability to suppress meetings marked as ‘private’.
  • Allows meetings to be requested via the web without Outlook, with the option to restrict bookings to free time only, make location a required field, etc.
  • Provides a consolidated view across several Exchange servers and locations.

receptionists telephone operators

A huge benefit for receptionists / telephone operators to see staff availability on Exchange

Monday, 9a.m., New York City, in a publishing house, the phone lines are going crazy. Cindy, a phone operator at the publishing house is stressed. The just released novel of one of their top selling authors keeps book sellers around the world calling in and ordering more.

It’s winter time, 15% of staff in Sales is sick, others busy in meetings. Cindy keeps checking her printed Excel list she prepared last night before leaving home. A list that shows who is attending meetings at what time today, who is sick, etc. Preparing the list took her more than 45 minutes last night, going through every calendar in Outlook.

Monica is calling her on line 4: “Hey Cindy, sorry, but I can’t come to work today, I’ve had high fever all night long and can hardly talk.” “Ok, I’ll let your manager know”, says Cindy, “get better soon, sorry all my lines are ringing”. She hangs up and crosses out Monica for the day on her list.

Having to talk to customers on the phone and at the same time keep checking the clock, her Excel list, to see who is available to transfer calls to is very stressful and inefficient. Plus, ad-hoc meetings that staff didn’t plan yesterday are not showing on her printed Excel list, which makes transferring calls a nightmare, as people who should be available according to her list are not answering the phone.

Exhausted, she asks Paul, the IT guy, at lunch-break if there really isn’t an easier way to see where people are and who is available. He tells her “Not that I know of, but I’ll check if there is a third party tool that would do the job”.

Paul googles and finds AgendaX, the “web-based group calendaring solution for Microsoft Exchange and Outlook”. He launches the Online Demo and finds the “who is where?” view, a view that shows only meetings currently in place. “Wow, that’s exactly what Cindy needs” he thinks. A menu drop down lets him also select departments, to show only people in Sales for example, and a wealth of other views like weekly and monthly views is available as well. Paul thinks that the whole company could benefit from a tool like AgendaX, because it makes it real simple to see who is available at what time to schedule meetings. He clicks on the ‘Holiday’ category filter in the yearly view and immediately sees a holiday calendar of a department.

Two weeks later, AgendaX is in place at the publishing house. It automatically reads the Outlook calendars of company staff and publishes easy to read overviews of when people are busy or out of the office.
Cindy has trashed her Excel availability sheets and now relies on the “Who is Where?” view of AgendaX. She sees at a glance who is in a meeting, sick, out of office, or otherwise unavailable and can transfer calls immediately to people that are available.
When people call in sick, she simply clicks on the users calendar in AgendaX and books him an all-day event, categorized as “Sick”, so that everyone in the whole company knows that person is not in the office for the day. She can even do this without having write- permission to all of the calendars in the company. Thanks to AgendaX, the all-day event is synchronized with Outlook and also people not using AgendaX can see the changed free/busy information when they schedule a meeting in Outlook.

AgendaX brings many benefits to organizations, including:

  • Saves time booking meetings.
  • Allows employees to be quickly located at any point in time.
  • Helps use expensive resources, such as meeting rooms, more efficiently.
  • Leverages the organization’s investment in Outlook.
  • Aids team working and resource allocation to improve customer service.

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