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Delegates

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Eptura Engage Outlook add-in for Exchange Sync

Creating bookings as a delegate

When delegate permissions are applied in Microsoft Outlook, delegates can make bookings for others in the normal way and find a meeting space using the Eptura Engage Outlook add-in. The delegate creates an event in the owner’s Outlook calendar and uses the Eptura Engage Outlook add-in to find a meeting space. When the same delegate permissions are also applied in Eptura Engage, the delegate can manage services for the booking as well.

If the calendar owner has not yet subscribed to Eptura Engage, the delegate can do so on their behalf.

Eptura Engage recommends: Eptura Engage recommends Outlook delegate permissions are applied by the mailbox owner using Microsoft Outlook. The Eptura Engage Outlook add-in may not successfully authenticate if the delegate permissions were applied using AD or a Powershell command.

Good to know
  • If the calendar owner has not yet subscribed to Eptura Engage the delegate is prompted to do so the first time they start the Eptura Engage Outlook add-in from an appointment in the owner’s calendar. The delegate can subscribe on behalf of the calendar owner.
  • A delegate can set a favorite location for the calendar owner’s bookings so it is selected by default each time they create a booking for the calendar owner. This does not affect either the delegate’s own favorites or the favorites set by the calendar owner. 
  • The Eptura Engage Outlook add-in search results only list meeting spaces available to the calendar owner.
  • Meetings created by delegates in Outlook will appear on Your bookings andToday pages in Eptura Engage for the calendar owner but not for the delegate.
  • When the booked meeting space provides services, the services email is sent to the calendar owner and not the delegate. However, if the email is subsequently forwarded to the delegate, the delegate can access the services from the email’s deep link to select services from Eptura Engage, provided they are also an assigned delegate in Eptura Engage.
  • Only delegate permissions set in Microsoft Outlook are required to create, edit, and delete bookings from the owner’s calendar, but delegate permissions set in Eptura Engage are also required to create, edit, and delete bookings from Eptura Engage.
  • In Eptura Engage, the calendar owner is considered the Host and Requestor of the booking, regardless of who created the booking.
  • All emails for bookings created by a delegate using the Eptura Engage Outlook add-in are sent to the delegate.
  • The delegate’s email address is stored for audit purposes.