Integration with Agendex

Agendex is a service that facilitates scheduling meetings. It allows you to access a centralized view of all or selected users’ calendars in your organization. That way, you can quickly determine specific people’s availability in a given time slot, plan a meeting, and send invitation(s). No more long email threads, phone call confirmations, or double bookings.

With the Agendex’s My Availability feature, you can also quickly share a special link to your calendar to let any internal or external (guest) user check your availability and organize/request a meeting with you in a free time slot. The link can be sent any way you want, including by putting it into your email signature template in CodeTwo Email Signatures for Office 365.

Thanks to integrating the calendar scheduling links with your company’s signatures, you get an easy way to:

  • provide all users in your organization with an individual meeting scheduling link which makes scheduling process much easier,
  • encourage all email recipients to book a meeting to learn more about your products or services,
  • save time otherwise spent on scheduling a meeting via email conversations.

Agendex setup

Before you add a meeting scheduling link to CodeTwo Email Signatures for Office 365, you need to set up your Agendex account. Learn more about setting up Agendex

When you add a teammate to Agendex, they are assigned their own, unique link. The link consists of both fixed and variable parts. By default, the link has the following format:

https://agendexdomain.agendex.app/myavailability/user_tag

where:

  • agendexdomain is a unique domain your organization is assigned when you enroll at the service at https://agendex.com/get-started/ (you define the domain in the Agendex Domain field). It is common (fixed) for all users in your organization.
  • The myavailability part of the address can be changed (see bottom of Fig. 1.) but it is 'myavailability' by default. It is also common for all users in your organization.
  • user_tag is the variable part that is unique for each of your users. By default, it consists of first name initial and last name. However, we recommend you to enable the option to use email address as user’s tag, since it allows the most seamless integration with the CodeTwo service. The option is available in Agendex settings (Fig. 1.).

Setting up the option to use email address as user tag.
Fig. 1. Setting up the option to use email address as user tag.

How to add an individual Agendex scheduling link to CodeTwo Email Signatures for Office 365

In this guide, we’re showing an example on how you can integrate Agendex and CodeTwo Email Signatures for Office 365, so that each teammate automatically gets their own scheduling link in an email signature.

To add an Agendex scheduling link to an email signature template, follow the steps below:

  1. Visit app.codetwo.com and log in.
  2. Choose the email signature rule to which you would like to add the scheduling link.
  3. Go to the Design tab and click Edit signature (Fig. 2.).

Editing an email signature template.
Fig. 2. Editing an email signature template.

  1. Click a place in the template where you want the meeting link to appear. To add the link, use the Meeting link button (Fig. 3.).

The meeting link button.
Fig. 3. The meeting link button.

  1. In the new window (Fig. 4.), choose Custom link as your meeting link type. In the URL field, you need to enter the link in the format which corresponds to your Agendex configuration, for example:

    https://example.agendex.app/myavailability/{Email}.

    Info

    {Email} is a placeholder representing an email address of a particular user from your organization. When the user sends a message, CodeTwo Email Signatures for Office 365 will fetch the address from Azure AD database to create a working link to the user’s Agendex calendar. Learn more about placeholders

    For example, let’s assume one of your teammates is Megan Bowen. Megan’s email address in your AAD is set to [email protected]. Consequently, when you use the {Email} placeholder in CodeTwo Email Signatures for Office 365, link to Megan’s Agendex calendar will be updated to the working one such as:
    https://example.agendex.app/myavailability/[email protected]

    Thanks to that, a recipient of a Megan’s message will be able to go to an appropriate web address (Megan’s calendar) and book a meeting with her.

Setting up an Agendex meeting link.
Fig. 4. Setting up an Agendex meeting link.

  1. Label and Picture let you define an image and a text that will be clickable and will act as a scheduling link in the signature. You can use both or either of those fields, depending on your preferences. Click OK to insert the meeting link into your email signature template.
  2. When you are back in the signature editor, you can use the Signature preview button to see how the signature with the link would look like for a certain user (Fig. 5.). You can also click the link to verify if it works correctly.

Email signature preview with an Agendex meeting scheduling link.
Fig. 5. Email signature preview with an Agendex meeting scheduling link.

  1. When a recipient clicks the meeting link, they will be redirected to your user’s Agendex calendar where they can choose from available time slots and easily request a meeting with the user without any back and forth (Fig. 6.).

An Agendex calendar page allowing an email recipient to request a meeting at a chosen free time slot.
Fig. 6. An Agendex calendar page allowing an email recipient to request a meeting at a chosen free time slot.

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