Available to subscription: Fleet Management (add-on)
User role: Fleetmanager
Two ways to use Outlook for booking pool cars
Mileage Book supports two Outlook solutions for booking pool cars. They have different purposes, work independently of each other and each cover their own workflow.
- Outlook integration: You book in Mileage Book, and the booking is sent to Outlook.
- Outlook communication setup: You book in Outlook, just like a meeting room, and the booking is transferred to Mileage Book.
Outlook integration (booking in Mileage Book)
The Outlook integration is used when bookings are created, updated or deleted in Mileage Book. For each booking, an email with the booking details is automatically sent to the relevant Outlook user. The email serves as confirmation and documentation.
These actions send an email
- Creating a booking
- Updating a booking
- Deleting a booking
The email does not automatically create a calendar appointment. The user accepts the invitation, and the booking is added to the calendar.
The solution suits organisations where Mileage Book is the primary booking system and there is a need for documentation by email, for example an overview of bookings in the inbox and documentation of changes.
Outlook communication setup (booking in Outlook)
Here the cars are created as resources in Outlook, the same way as meeting rooms. The user books the car directly in the Outlook calendar, and the booking is automatically transferred to Mileage Book.
1. Create a new calendar appointment in Outlook.
2. Select the car as a resource.
3. Save the appointment.
Mileage Book then receives the booking without any further action.
The solution suits organisations where Outlook is the primary planning tool. Users know the workflow, they do not need access to Mileage Book to book, and all bookings are registered centrally in Mileage Book.
How to get started
1. Contact Mileage Book and let us know that you want to purchase the Outlook integration.
2. Your Microsoft administrator receives documentation for connecting Mileage Book to Outlook.
3. Mileage Book adds the Outlook integration to your account.
4. If you book in Outlook, enter the car's Outlook email on each vehicle in Mileage Book under Outlook Booking. Click Check to see whether the vehicle is created in Outlook. This step only applies to booking in Outlook, not booking in Mileage Book.