Stad Mechelen

Add-On Products Customer Case Study: City of Mechelen

Industry: Government

Customer Profile: The City of Mechelen, located in Belgium, has over 80,000 residents and approximately 1,700 employees. It is the fifth largest city in Flanders.

Challenge

Planning meetings, finding available rooms, and organizing logistical support across separate systems created confusion and inefficiencies. The lack of integration with Microsoft Outlook® led to frequent misunderstandings—particularly when meetings were canceled or rescheduled. Participants and service providers were often left uninformed of updates, leading to issues like catering being delivered to canceled meetings.

Add-On Products’ partner, Signburo, supported the City of Mechelen in implementing Resource Central to centralize and streamline the meeting booking process.

Solution: Resource Central

To eliminate the fragmented and error-prone approach, Signburo installed Resource Central—an Outlook® and Exchange-integrated add-on from Add-On Products. This tool centralizes the entire meeting booking workflow, enabling users to:

• View all available rooms at a glance when scheduling a meeting in Outlook®
• Quickly filter by room size, features, and availability
• Book catering, AV, and room setup with automatic notifications to suppliers
• Ensure all participants and service providers are updated when changes occur

“Thanks to Resource Central, you can book all manner of extra services. Catering, room setup, audiovisual equipment—you name it. The software automatically informs the suppliers, and everyone involved immediately has all the correct information when changes are made.”

City of Mechelen

Results

The implementation has resulted in a much faster, easier, and more reliable booking process across the city’s 60+ meeting rooms.

• Eliminated double-bookings
• Automatically releases rooms when meetings are canceled or moved
• No more switching between multiple systems
• Full visibility via Outlook® of who booked what, when, and where
• Participants and logistical teams are instantly informed of changes
• Scalable system—new locations can easily be added

The City of Mechelen currently uses 70 licenses, with plans to expand to additional locations, including the library, museum, and fire station.

Overview: Making Room Booking Effortless

Before Resource Central, scheduling a meeting was cumbersome and manual—often requiring employees to switch between Outlook® and a separate booking database, and manually request services. Now, it’s all handled within Outlook® in one streamlined flow.

“Planning a date, location, and providing logistical support in separate systems inevitably caused problems. Thanks to Resource Central, the process is fast, integrated, and far less error-prone.”

ICT Project Manager, City of Mechelen

About Resource Central

Resource Central is Add-On Products’ flagship booking solution for Microsoft Outlook® and Exchange. It supports both on-premises and Microsoft Azure-hosted environments and is ideal for hybrid enterprises. With its seamless integration into Outlook®, users can:

• Book rooms, catering, AV, and services in less than 2 minutes
• Manage bookings and cancellations centrally
• Get a real-time overview of all meeting room availability and bookings
• Display details like room photos and locations
• Save time and reduce manual coordination

Further Information

Add-On Products
📞 +45 7944 7000
✉️ info@add-on.com

City of Mechelen
🌐 www.mechelen.be