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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).

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.

Customer feedback on AgendaX

The Technology Manager, of one of the UK's leading technical computer companies, with significant experience in implementing high-performance IT, data management and business applications, comments on AgendaX:

"Efficient allocation of resources is the key to maintaining the best possible service for our customers. This means that we are heavily dependent on calendar functions such as booking team meetings, consulting and training.

Before migrating to Microsoft Exchange, our company had a web-based calendar service that was easy for individuals to manage, but made it difficult to view the "movements" of the entire company. The overview of all web calendars was missing.

After we searched Google under "Outlook Group Calendar", we quickly found the "AgendaX" team calendar and downloaded it as a trial. As users, we just wanted to work quickly with the new tool and AgendaX did surprisingly well. Meanwhile, AgendaX has become an important part of our company. We find AgendaX stable, reliable, easy to manage and easy to get under control.

This group calendar is efficient and keeps its promises."

Statement from Adelphi Group


10 years ago I was looking for a calendaring solution and I found AgendaX.
10 years after I was looking for another calendaring solution, spent 2 days on searching, and I still couldn't find anything which came close to AgendaX.


Mo Haq | Global IT Consultant
Adelphi Group, an Omnicom Group Inc Company

AgendaX makes Paris happy

Paris, February 2, 2020, my name is Anne, and I'm an executive secretary. On that date I did not know that a single tool named "AgendaX" would change and facilitate the organization of the whole company, for which I've worked for 12 years. This beautiful morning the head of the IT department came to see me to ask me to do a planning on Excel for the management of meetings and resources for employees.

Three weeks later, despite the effort and the good presentation of my schedule, it was impossible for me to know who was where and especially to inform the colleagues where their colleagues were, so I said to myself that I needed a more efficient and sophisticated tool for good time and ressource management.

So I searched on Google for "group calendar" and bingo, I came across a company named Drollinger Technologies LLC, specializing in group calendars with Exchange. I felt happiness and relief that day.

Once on their website, I realized that this is exactly what our company needed, the AgendaX software, a calendar that shows you at a glance who is where and who will soon be available. Moreover, the software allows the synchronization of the Outlook calendar data of the co-workers, so there is no need to manage two calendars separately, which makes this software particularly useful and indispensable to our good organization management.

A few minutes later, I went to see the head of the IT department to tell him about this popular and fabulous software that I made my day.

After having discussed at length with the head of the IT department, convinced himself that this software could facilitate the organisation and management of the whole company, he offered me to contact Drollinger Technologies LLC to ask them for a quote for their AgendaX software.

Now, since our company uses AgendaX, we have never had such an easy, simple and precise organization, I can at any time inform employees within seconds, where their colleagues are, I can book meeting rooms, the resources they need, etc. Everybody in our company can now at any time consult a set of daily, weekly, monthly and even annual overviews.

AgendaX supports multiple time zones

For companies with multiple locations in different time zones, planning a group meeting is not easy.
The respective local time must first be laboriously calculated in order to convene a telephone conference, for example.
AgendaX scans Exchange servers across multiple time zones and displays all appointments in the user's local time zone as a team calendar.
Even when employees are travelling, team appointments can easily be consulted without time calculation to see if colleagues are working in the office or are at meetings.
Users can easily configure their current local time in the group calendar using their personal settings.

AgendaX has made resource management in our clinic much easier

The planning of the laboratories, X-ray rooms and various medical equipment in our clinic used to be managed using Excel tables. Before you could reserve the desired room, you first had to make a request to the administrator. The same was true for the reservation of medical equipment. The planning tables were only visible to the administrator.

With AgendaX a targeted allocation of resources in groups (departments / teams / devices) according to freely selectable criteria is possible. Each user has up to 9 personal groups at his disposal to map his teams. This was an enormous relief for all departments: The Exchange administrator no longer had to be called in to form teams / groups.

The rich selection of overviews and the simple navigation with simple group views up to detailed annual, monthly, weekly or daily views now offer all employees the information they need at a glance:

When is which employee, room or device available?

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:

  • Save time by booking and scheduling meetings in a group calendar with an overview of availability.
  • You can create and maintain calendar groups.
  • Manage and create a set of calendars that you want to display together.
  • You can create a calendar group to see the combined schedules at a glance
  • 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.

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.


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.


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