Smartway2 - Usage Instructions

Overview

This guide will show the process of using the Smartway2 program to schedule meeting rooms both from within Outlook and using the Smartway2 web page.

Note: If you do not have the Smartway2 icon in your outlook ribbon, please use the related article "Smartway2 - Add-in Instructions" to install the add-in

Using the Smartway2 Outlook Client

Follow this procedure to book a meeting room using the Outlook Smartway2 add-in

1. Create a new meeting or appointment in Outlook and click the Smartway2 icon.  The Smartway2 pane will open on the right.  Type "suny.smartway2book.com" in the database token box and click the arrow next to it.
    
2. Your Smartway2 credentials are the same as your SUNY.edu credentials.  Check the box: "access my calendar?".  Then click "Save"
    
3. Select the green circle next to the "Location Filter" box
    
4. Filter the available rooms by capacity and/or available technology.  Note that the green number below the room number is the TABLE SEATING capacity.
    
5. Check the box on your desired room and click "OK".
    
6. The Attendees box will automatically populate when you invite them to your meeting.  Click "Attach this Request" when finished.
    
7. Your meeting room number will appear as the location for your meeting, followed by a Smartway2 confirmation code.  Click "Save & Close" when finished.

Using the Smartway2 webpage

Follow this procedure to book a meeting room using the Smartway2 webpage

1. In your web browser, navigate to SUNY.Smartway2book.com and login with your SUNY credentials.
    
2. Navigate to the date and time for your reservation using the calendar at the top left, and the grid view in the center.  Existing reservations will appear in the grid indication that a room is already reserved.
    
3. Use the "Location Filter" to find a room that meets your capacity requirements and technology needs.  Click the desired room and start time in grid view (example marked with a red X below).  Then enter your meeting details in the "Create New Reservation" pane.
    
4. Scroll down in the "Create New Reservation" pane to enter attendees' email addresses and number of attendees.  Click "Save" when finished.
    
5. Your meeting will appear in the grid and you will receive a confirmation email a few moments later.