Make sure you have set up your Location & Language profile using the Getting Started instructions above before proceeding with the steps in this section.

The vendor recommends installing a Condeco Add-in for customers using Condeco with Microsoft Outlook. Compatible Outlook versions include:

• Outlook 2016 (build 1910 and later) for Windows
• Outlook for Mac. Connected to a Microsoft 365 subscription
• Outlook Web Access (OWA)

For more information about compatibility, see Condeco support.

Outlook 365 Desktop Client for Windows and Mac

Outlook Web Access users (see the next subsection) who install the Condeco add-in will also have the available add-in for a Windows or Mac desktop client.

Otherwise, take the following steps:

1. Open Outlook desktop client.
2. From the Home toolbar make one of the following selections:
   • Windows Users — click Get Add-ins or Browse Add-ins.
   • Mac Users — click Get Add-ins.
     
3. Click Get Add-ins.
4. Enter Condeco in the search field, then click the matching result.
5. Click Add.
6. When you see the add-in as part of your list, click X to close the window.

Outlook Web Access (OWA)

Outlook 365 desktop client users who install the Condeco add-in for a Windows or Mac desktop client (see the previous subsection) will also have the available add-in in Outlook Web Access.

Otherwise, take the following steps:

1. Log in to myPitt and open Pitt Email.
2. Open the Calendar, then click New Event.
3. Click the Condeco icon from the ribbon or click the three-dots menu option ('...'), then select Get Add-ins from the drop-down list.
4. Enter Condeco in the search field, then click the matching result.
5. Click Add.
6. When you see the add-in as part of your list, click X to close the window.

Mobile App

A Condeco app, which has many of the same features offered by the Web experience, is also available from Apple App Store or Google Play.

Make sure you have installed the Add-in or mobile app before proceeding with the steps in this section.

Outlook 365 Desktop Client for Windows and Mac

1. Open the Outlook desktop client and view the Calendar.
2. Click New Appointment or New Meeting.
   Note: It’s a good idea to open your calendar in a new window as you will need to access your email during the configuration process!
3. Click the Condeco icon from the ribbon or click the three-dots menu option ('...') and select Condeco from the drop-down list.
4. The first time the Condeco add-in is launched you will be prompted to subscribe. Returning users can skip this step.
   Note: If your start time defaults to a time in the past, you will need to advance it to a future time first:
   • Click We have a Condeco subscription.
   • Type in universityofpittsburgh.condecosoftware.com for Condeco URL, then click Send me verification email.
     Note: Keep this window open, you will use it to enter your access code.
   • Check your mailbox for a verification email.
   • Copy the access code from the email, paste it into the Condeco You have mail window, check Allow Condeco to access my calendar, then click Done.
     Note: The subscription process may take a few moments to complete.
5. You can now use Condeco to reserve meeting rooms.

Outlook Web Access (OWA)

1. Log in to myPitt and open Pitt Email.
2. Open the Outlook Web Access and view the Calendar, then click New event.
   Note: It’s a good idea to open your calendar in a new window as you will need to access your email during the configuration process!
3. Click the Condeco icon from the ribbon or click the three-dots menu option ('...') and select Condeco from the drop-down list.
4. The first time the Condeco add-in is launched you will be prompted to subscribe. Returning users can skip this step.
   Note: If your start time defaults to a time in the past, you will need to advance it to a future time first: 
   • Click We have a Condeco subscription.
   • Type in universityofpittsburgh.condecosoftware.com for Condeco URL, then click Send me verification email.
     Note: keep this window open, you will use it to enter your access code.
   • Check your mailbox for a verification email.
   • Copy the access code from the email, paste it into the Condeco You have mail window, check Allow Condeco to access my calendar, then click Done.
     Note: The subscription process may take a few moments to complete.
5. You can now use Condeco to reserve meeting rooms.

Mobile App

1. Launch the app. Type in universityofpittsburgh.condecosoftware.com for Condeco URL, then check Secure Connection is On.
2. Tap Continue.
3. Enter your University Computing Account username and password, then tap Submit.
   Note: The setup requires you to temporarily exit the app, use multifactor authentication, then return to Condeco to complete the installation process.
4. Some users may need to take additional actions. These may include:
   • Adding a country (for example, USA) and/or location (for example, Bellefield Hall)
   • Review The app uses background location access message, then tap OK.
   • Taping to allow or deny access to your device’s location. A user profile is displayed. 
   • Tap each profile field, then select the default search location(s) and group(s) for personal spaces and/or meeting spaces.
   • Tap Save.
5. You can now use Condeco to reserve meeting rooms.

This feature is only available from the Condeco web experience and mobile apps.

Reserving a workspace/resource is just like inviting a person to a meeting: you can select an individual workspace/resource calendar to see its availability, or you can select the group name to view the availability of all workspace/resource calendars at once. Personal workspaces are displayed on floorplans and indicate availability. You can use this to find colleagues and book spaces nearby. Note that Condeco is not intended for scheduling student resources/spaces.

Web Browser

Use Quick Search from the Today Page

1. Log in to myPitt using multifactor authentication, then click Start.
2. Use the Quick search options on the right to Book a personal space:
   
   • ​​Select a Location, Group, Floor, and Workspace type,
     Note: To select multiple floors, make your choices while holding down the CTRL or CMD key.
   • Click the calendar icon and select a date.
   • Check AM and/or PM.
   • Click Search.
3. Locate a desk option, click Book, then click OK.
4. You have booked a reservation and will receive an email. If the reservation was made for today it will show up on the landing page.

Use Quick Search from the Main Menu

1. Log in to myPitt using multifactor authentication, then click Start.
2. Click Close Today page in the upper right-hand side of the menu ribbon.
3. From the left-hand side menu, click Personal spaces.
4. Use the Quick search options on the right book a personal space:
   • ​​Select a Location, Floor, and Workspace type, and Date from the drop-down lists.
     Note: To select multiple floors, make your choices while holding down the CTRL or CMD key.
   • Check AM and/or PM.
     Note: click Floorplan if you wish to view a floorplan for the location before booking.
   • Click Search
5. From the options displayed, click Book, then click OK. You may need to scroll to locate a specific desk during the selection process.
   Note: To reserve a specific desk in a specific location, click Floor plan, click an available desk (green icon), click Book, then click OK.
   
6. You have booked a reservation and will receive an email.

Book a Personal Space

Use the left-hand side menu to select advanced options when you make reservations for personal space.

1. Log in to myPitt using multifactor authentication, then click Start.
2. Click Close Today page in the upper right-hand side of the menu ribbon.
3. From the left-hand side menu in Condeco, click Personal spaces, then Book a Personal Space.
   
4. Select a Location, Group to search, Floor(s), and Workspace type from the drop-down lists.
   Note: To select multiple floors, make your choices while holding down the CTRL or CMD key.
5. Select the calendar date(s) by checking the AM or PM boxes for each date.
   Note: Limits to the number of days that can be booked are indicated above the calendar.
6. If needed, click Booking for someone else, then make one of the following selections:
   • For a colleague — Enter a first and/or last name in the fields provided, click Search, click the name from the Results, then click Select.
   • For a visitor — Check the Is external box, fill in the person's details (Name, Company, Email, and Telephone), and indicate how you wish to be notified when the invitee arrives (by Phone and/or Email).
7. Click Attributes, select a Category from the drop-down list, then check any boxes for specific requirements. 
8. Click Search.
9. Click an available personal space (in green) from the Floor plan tab or click the List tab, then locate a workspace.
10. Click Book, then OK.
11. You have booked a reservation and will receive an email.

Mobile App

1. Launch the app.
2. Tap the plus ('+') icon at the bottom of the screen.
3. If required, select an alternative location from New booking.
4. Tap Booking for yourself 
   Note: You can toggle this option to search and book a personal space for a colleague.
   
5. Tap one of the workspace types.
6. Tap Attributes, select any specific options for the personal space, tap Done, then tap Continue.
7. From the calendar:
   • Select a different group and/or floor if required.
   • Review limits to the number of days that can be booked (indicated above the calendar).
   • Tap the date(s) you wish to book (tap again to deselect).
8. Tap Search to display floor plan results. Please take note of the following information:
   • Starred results meet your search requirements.
   • Tap the List tab to display the results in a list.
   • If multiple dates are selected, only personal spaces accommodating all dates are shown.
   • If no personal spaces meet the requirements, you can reserve an alternate one listed, or go back and revise your search.
9. Tap a personal space from the results on either the floor plan or list, then tap Book now.
10. Tap Book now again.
11. You have booked a reservation and will receive an email.

Meeting space is designed for — but not restricted to — multiple occupancy spaces and provides functionality to find and reserve workspace/resources to collaborate with colleagues.

While you can make a meeting reservation using the Condeco web experience, Pitt IT strongly recommends you create meeting reservations, make changes, and cancel reservations using an Outlook Add-In for desktop clients or Outlook Web Access (OWA) as this stores information in both Outlook and Condeco. For example, if you cancel a meeting using the Outlook Add-in, any reserved rooms will also be released in Condeco. If you book a meeting room in Condeco, then you would also need to set up the meeting in Outlook/OWA.

When scheduling space for staff who have both Pitt and UPMC email addresses, be sure to use their Pitt email. Note that Condeco is not intended for scheduling student resources/spaces.

Web Browser

Use Quick Search from the Main Menu

1. Log in to myPitt using multifactor authentication, then click Start.
2. Click Close Today page in the upper right-hand side of the menu ribbon.
3. From the left-hand side menu, click Meeting spaces.
4. Use the Quick search options on the right book a meeting space:
   • ​​select a Location, Group, and Workspace type from the drop-down lists.
     Note: To select multiple floors, make your choices while holding down the CTRL or CMD key.
   • Make additional calendar date and time selections from the From and To drop-down lists.
   • Select an option from the Setup drop-down list for a specific meeting type (such as a Conference) or leave blank.
     Note: To book a meeting from a Condeco calendar, click View grid to display a date range by month, then make booking selections.
     Note: For additional ways to search for locations such as rooms that can be booked for multiple meetings or technology-related resources (internet connection, video conference units, and other search criteria), click Advanced, make your selections, click Search, click Book, click Book & close, then skip the next step.
5. Click Search, click Book, then click Book & close.
6. You have booked a reservation and will receive an email.

Book a Meeting Space

Use the left-hand side menu to select advance options when you make reservations for meeting spaces.

1. Log in to myPitt using multifactor authentication, then click Start.
2. From the left-hand side menu, click Meeting spaces, then Book a meeting space.
   
3. Select a Location, Floor(s), and Workspace type from the drop-down lists.
   Note: To select multiple floors, make your choices while holding down the CTRL or CMD key.
4. Click the calendar icons to select the From and To dates from a pop-up calendar, then use the time drop-down lists to select the start and end times.
5. Click Repeat if this reservation will reoccur, then make selections for frequency (Every Day, Every Week, Every Month, or use ADVANCED to apply a custom recurrence pattern).
6. Select an option from the Setup drop-down list for a specific meeting type (such as a Conference) or leave blank.
7. Check any additional technology-related resources required for the meeting.
8. Click Search to display available rooms.
   Note: To see a description of room features, hover over a room feature acronym.
9. Locate a room, click Book, then click Book & close.
   Note: For a managed room, click Request.
10. You have booked a reservation and will receive an email.

Outlook 365 Desktop Client for Windows and Mac

1. Open the Outlook desktop client and view the Calendar.
2. Click New Appointment or New Meeting, select the date and time, then add the attendees.
   
3. Click the Condeco icon from the Outlook ribbon.
   
4. Condeco searches for available meeting spaces. It displays results on the right side of the Outlook window in the following order: 
   • Self-Managed meeting spaces that you can book immediately (displayed first).
   • Managed spaces, if utilized, are spaces that require approval. 
5. To make any changes to the meeting, click Edit in the top-right:
   • Enter the number of attendees.
   • Use drop-down lists to change the search location, floor, or workspace type.
   • Check Video conference unit to have it selected for each meeting space search.
   • Click Attributes and check any meeting room features you need.
   • Check Use these settings as my default (if wanted).
   • Click Done.
6. Click Refresh results at the bottom of the Condeco Add-in window to update any date/time change information for the meeting.
7. Locate a room, then click Book.
   Note: For a managed room, click Request.
8. Click Done.
9. In the Outlook appointment, add meeting details and other requirements, then click Send.
10. You have booked a reservation in Condeco and Outlook and will receive an email.

Outlook Web Access (OWA)

1. Log in to myPitt and open Pitt Email.
2. Open the Outlook Web Access and view Calendar, click New event, select the date and time, and add the attendees.
   
3. Click Condeco or select More options (‘…’) > Condeco, from the ribbon.
   
4. Condeco searches for available meeting spaces. It displays results on the right side of the Outlook window in the following order: 
   • Self-Managed meeting spaces that you can book immediately (displayed first).
   • Managed spaces that require approval. 
5. To make any changes to the meeting, click Edit in the top-right:
   • Enter the number of attendees.
   • Use drop-down lists to change the search location, floor, workspace type, or search group.
   • Check Video conference unit to have it selected for each meeting space search.
   • Click Attributes and check any meeting room features you need.
   • Check Use these settings as my default (if wanted).
   • Click Done.
6. Click Refresh results at the bottom of the Condeco Add-in window to update any date/time change information for the meeting.
7. Locate a room, then click Book.
   Note: For a managed room, click Request.
8. Click Done.
9. In the Outlook appointment, add meeting details and other requirements, then click Send.
10. You have booked a reservation in Condeco and Outlook and will receive an email.

Mobile App

1. Launch the Condeco App.
2. Tap the plus ('+') icon at the bottom of the screen.
3. Select an alternative location if required.
4. Tap Book a meeting space, then tap a meeting space type.
   
5. If available, tap Attributes, select any specific options for the meeting space, then tap the back arrow.
6. Tap Continue.
7. Select the Start date, End date, and time for the booking.
8. Enter the number of Attendees, then tap Search.
9. A list appears. Make any of the following selections:
   • Select a floor and/or change the sort order.
   • Use the Search field to enter the meeting space name.
   • Tap Calendar, then tap the left or right arrows to see space availability.
   • Tap Info to see space details, including photo and floorplan location.
10. Tap Book now, enter a title for the meeting, then tap Continue.
11. Click Ok. You have booked a reservation in Condeco and Outlook and will receive an email.

You can make changes or delete your existing personal and meeting reservations.

Reminder: Pitt IT strongly recommends using the Outlook desktop client Add-ins for Windows/Mac or Outlook Web Access (OWA) to create, edit, and cancel meeting reservations as this lets you store meeting reservations in both Outlook and Condeco. Additional methods are also detailed in this section.

Web Browser

Manage From the Today page

1. Log in to myPitt using multifactor authentication, then click Start.
2. Meeting and personal space reservations for today are displayed. To delete a reservation, click the Trash icon.
3. An email will be sent regarding the canceled reservation.

Manage Personal Spaces From Your Bookings

1. Log in to myPitt using multifactor authentication, then click Start.
2. Click Close Today page in the upper right-hand side of the menu ribbon.
3. From the left-hand side menu, click Personal spaces, then click Your bookings.
   Note: Personal reservations that were created with an Outlook desktop client or Outlook Web Access will be displayed with an 'O' next to them.
4. Locate a reservation, then make one of the following selections:
   • Change your reservation — Click the Pencil icon, make any changes, click Update Booking, then click OK.
   • Delete your reservation — Click the Trash icon, then click OK.
5. An email will be sent regarding the changes.

Manage Meeting Spaces From Your Bookings

1. Log in to myPitt using multifactor authentication, then click Start.
2. Click Close Today page in the upper right-hand side of the menu ribbon.
3. From the left-hand side menu, click Meeting spaces, then click Your bookings.
   Note: Meeting reservations that were created with Outlook desktop client or Outlook Web Access will be displayed with an 'O' next to them.
   
4. Locate a reservation, then make one of the following selections:
   1. Change your reservation — Click the Pencil icon, make changes to the meeting details, then click Update Booking.
   2. Delete your reservation — Click the Trash icon, then click Delete booking.
5. An email will be sent regarding the changes.

Outlook Desktop Client for Windows or Mac

If you originally made a reservation using the Add-in for Outlook desktop client calendar, please open the appointment there to edit date, time, title, requestor, or attendees. Bookings in Condeco indicate they were made using Outlook desktop client.

1. Open the Outlook desktop client and view the Calendar.
2. Locate and double click your booking.
3. Make one of the following selections:
   • Make changes to the meeting details, then click Send Update.
   • Click Cancel Meeting from the upper right-hand side of the window, then click Send Cancellation.
4. An email will be sent regarding the changes.

Outlook Web Access (OWA)

If you originally made a reservation using the calendar in Outlook Web Access please open the appointment there to edit date, time, title, requestor or attendees. Bookings in Condeco indicate they were made using OWA.

1. Log in to myPitt and open Pitt Email.
2. Go to the Outlook calendar view, locate and click your booking.
3. Make one of the following selections:
   • Click Edit to make changes to the reservation, click the More Options window icon in the lower-right corner to see what additional options are available, then click Save.
   • Click Delete, then click Delete again to confirm your decision.
4. An email will be sent regarding the changes.

Note: Note information entered into OWA meetings reservations does not populate to Condeco.

Mobile App

Reservations made using a mobile app do not show up in Outlook desktop clients or OWA, but do show up in the Condeco web experience and can be edited and deleted there.

Change Working Status

1. Launch the Condeco App.
2. From the today screen, tap Tap to change your status to toggle between work locations.
   Note: You can also access the same feature by tapping the My bookings icon that is second from the left at the bottom of the app screen, then locate and tap Change next to a reservation date.
3. Tap Change.

Cancel a Reservation

1. Launch the Condeco App.
2. Tap the My bookings icon that is second from the left at the bottom of the app screen.
3. Tap the Trash icon to cancel, then tap I’m sure.
4. An email will be sent regarding the canceled reservation.ontent goes here

This feature is only available from the Condeco web experience and the mobile apps.

To collaborate with a colleague, you can locate and reserve a workspace nearby.

Note: You can adjust your profile so that the Locate a Colleague feature does not display information for personal spaces that you reserve. To adjust this setting, click Profile in the top right-hand side of the Condeco web experience ribbon, click Availability, uncheck the box for Allow colleagues to see my status and personal space location, click Save, then click OK.

Web Browser

1. Log in to myPitt using multifactor authentication, then click Start.
2. Click Close Today page in the upper right-hand side of the menu ribbon.
3. From the left-hand side menu, select Personal spaces, then Find a colleague.
4. Enter your colleague’s name, then select the search Date.
5. Click Find colleague.
6. Click View to display a floor plan with their position indicated in blue.
7. Click a nearby green spot (available space), then tap Book now.

Mobile App

1. Launch the Condeco App.
2. Tap the Find a colleague icon (looks like a magnifying lens) in the bottom right-hand side of the app. 
   Note: You cannot find colleagues who have disabled status and personal space location visibility in their profiles.
3. Type in a colleague’s name, then tap it when it appears.
4. Tap When to search days other than today (the default). 
   Note: You can tap a start and end date to display a colleague’s whereabouts over a time range.
5. Tap Done, then tap Find a colleague.
6. From the floorplan tab, tap the person icon to show additional details about your colleague’s reservation.
7. To reserve a space nearby, tap on a nearby green spot (available space), then tap Book now.
8. An email will be sent regarding the changes.

This feature is only available from the Condeco web experience.

A training video detailing use of grids and other Condeco features is available.

Booking Grid

The Booking grid shows you a graphical representation (in calendar form) of all meeting spaces and the meetings booked for a specific location, such as a building. From this grid you can create, edit, move, and copy bookings.

1. Log in to myPitt using multifactor authentication, then click Start.
2. Click Close Today page in the upper right-hand side of the menu ribbon.
3. From the left-hand side menu, click Meeting spaces, then click Booking grid.
4. A monthly calendar is displayed with meeting information displayed for your default location. Click on a meeting in the calendar to display detailed information.
5. You can edit the information, then click Update & close.
   Note: An Attendees tab is available in the upper right-hand side of the detail window.
   Tip: To repeat a meeting, click Edit next to the time information, click the Repeat drop-down list and make a selection, make your date/time/calendar adjustments, click Update Booking, then click Update & close. You can use this method to "build out" your calendar. You may need to refresh your browser to see meeting results.
6. You will receive an email.
   Note: Emails are also sent out for changes or cancellations.

Advanced Grid

The Advanced grid lets you to see all meeting spaces and meetings booked for all specific locations based on a search. 

1. Log in to myPitt using multifactor authentication, then click Start.
2. Click Close Today page in the upper right-hand side of the menu ribbon.
3. From the left-hand side menu, click Meeting spaces, then click Advanced grid.
4. From the Add meeting spaces tab, select the Locations, Floors, and Workspace types that you want to see the availability for, then click Add meeting spaces to grid.
5. A visual representation is displayed with existing meetings.
6. Click on an available time slot to start a reservation, click Finalize Booking, add additional meeting details, then click Book & close.
7. You will receive an email.
   Note: Emails are also sent out for changes or cancellations.