How Genea add-in for Outlook works:
The Genea Visitor Management Add-in integrates seamlessly with Outlook Calendar, allowing you to invite guests with your regular meeting invites.
Before using the Genea Visitor Management Add-in, ensure you have:
Genea App Credentials: Obtain your login credentials for the web application.
User Role: At least one user role is assigned at a location where Genea Visitor Management is set up.
Installing the Genea Visitor Management Add-in
Install the add-in app individually
Open Microsoft Outlook.
Go to More Apps > Add Apps.
Search for Genea Visitor Management.
Click Add to install the add-in.
For Global Installation (Office 365 Admins):
Visit the Microsoft AppSource link for Genea.
Click Get it now to access the Office 365 admin portal for company-wide installation.
Install the file using a manifest file.
Visit the Microsoft 365 Admin Center, navigate to Settings > Integrated Apps, and click on Add-ins to view your organization's add-ins.
Click on Deploy Add-in, select "Deploy a custom add-in," and upload the provided manifest.xml file.
Creating an Invite with the Genea Add-in
Follow the steps outlined below.
Open the Genea Visitor Management Add-in:
Access the New Calendar Invite modal as usual.
Find the add-in on the top ribbon. If using the Simplified ribbon, click the ellipsis menu and select Genea Visitor Management.
Log in to the Add-in:
Click the Sign in to Genea button.
Enter your credentials or use Single Sign-On (SSO) based on your organization’s settings.
Upon successful authentication, you’ll be directed to the homepage to create your invite.
If you do not meet the prerequisites, you will see a message preventing you from creating an invite. Contact your system administrator for assistance.
Creating an Invite:
Follow the usual steps to create an invite in the Outlook calendar, including setting the date and attendees.
Common details like time and attendees will automatically populate in the Genea add-in.
Set the Location and Visitor Type if it's your first invite; subsequent invites will default to previous settings. You can modify these from a drop-down list as needed.
The Host Name defaults to your logged-in username. You may change this based on your permissions.
Users can invite up to 100 attendees at a time. For larger groups, process in batches.
Once all details are reviewed, click Submit. This action sends the Genea Visitor invitation and creates a record in the Genea Visitor Management app.
Recurring invites are not supported; only the first occurrence will be created.
For full-day events exceeding 24 hours or spanning multiple dates, ensure multi-day invitation settings are enabled.
After clicking Submit, the system will review the details and send the invitation, displaying an error message if any issues arise.
The Genea Visitor Management Outlook Plug-in sends invitations separately from the calendar event. To save the event, also click Send in the Outlook calendar invite.
Genea add-in allows you to create invites but does not support editing or canceling them from Outlook.