Visitor Portal Outlook Add-in

The Izix Outlook Add-in allows users to seamlessly integrate visitor parking invitations into their Outlook meeting events. For more information on how the Visitor Portal works please visit take a look at this article.

1. Purpose of the add-in

Simplify the way you welcome guests by integrating parking reservations into your Outlook meeting invites. With the Izix Visitor Portal Outlook Add-in, your visitors receive a direct link to reserve their parking spot—no extra steps needed from the host.

Thanks to your pre-set configurations, Izix automatically handles the visitor flow: guests are invited to reserve parking for the day of their meeting, ensuring a smooth arrival experience.

By using the Outlook add-in, there's no need to send a separate invitation through the Izix platform—the link embedded in the calendar invite replaces that step, streamlining your process even further.

2. Prerequisites

To use the Izix Outlook Add-in:

You must have a profile in an Izix organisation that has activated the Izix Parking Outlook Add-in via https://business.bepark.eu/marketplace/add-ons/outlook-calendar-add-in (to be enabled by an administrator).
The organisation must have at least one Visitor Portal created.

The Add-in currently supports only one Visitor Portal per organisation. If multiple portals exist and/or the user part of multiple organisations, the add-in will always use the first portal and organisation configured.

By default, the Visitor Portal invitation created by the Outlook add-in permits booking a parking spot solely for the date and time specified in the calendar event. The user experience may vary based on how the Visitor Portal is configured:

Recommended Setup

For a smooth user experience, the following setup is recommended:

Date restriction: Not applicable.
Invitation validity: Set to a reasonable delay (2-3 months).
By single use: In order to keep flexibility (e.g. attendees change), this functionality should be disabled. The default date restriction of the addin reduces the risk of abuse.
Number of spots booking: To maintain flexibility (e.g. assistant booking for multiple visitors) enable multiple spots booking.
Time selection options: Avoid potential mismatches by only enabling the "time picker" option. The Visitor Portal will not display pre-defined timeslots no matter the setting.

3. Installation

Please go to the Microsoft AppSource page and click on "Get it now" and follow the installation steps. You may be prompted to log in to Outlook again.

Platform Compatibility:

Supported on: Outlook Web and Outlook Desktop
Not supported on: Outlook Mobile

The add-in supports:

English
French
Dutch

If Outlook is set to one of these languages, all labels and messages will display accordingly. If the language isn't supported, the add-in defaults to the Visitor Portal's base language.

4. Usage and best practices

Using the Add-in:

Open your Outlook Calendar.
Use the expanded view to create a meeting (either click New Event or expand the small popup with the arrow button).
Create a real meeting invitation by adding at least one attendee. Without this, Outlook won’t register the event properly.
Changing the calendar event date updates the Visitor Portal invite link.
Find the add-in under the three-dot menu in the meeting popup.
Click the Izix Visitor Parking add-in. After a short loading period, a visitor portal link will be inserted into the meeting body.
Send the invite. The recipient can click the link to access a pre-filled Visitor Portal reservation form for the selected date.

You can add the attendee either before or after clicking on the add-in, but at least one must be added before sending the meeting.
If a visitor has already used a previous link and the calendar event's date/time is changed, they must cancel and rebook. The Visitor Portal link will update with the correct timing.