The Project 

As part of establishing their new headquarters in Aalborg, Asetek needed a solution that could handle both meeting room booking and visitor registration across two companies sharing the same facilities: Asetek and Turftank. Although the companies share the building and meeting rooms, they operate on separate IT setups and individual Office 365 tenants.

The goal was to implement a unified, user-friendly platform that worked seamlessly across both organisations without technical limitations or complicated workarounds.

The challenge

Shared meeting rooms across different Office 365 tenants are traditionally difficult to manage, as most systems do not support cross-tenant booking without complex technical configurations. This created a risk of double bookings, lack of visibility and inefficiencies for employees using the shared facilities.

There was also a need for a centralised visitor management solution that worked across both companies.

Why MyDesk

Asetek chose MyDesk because the platform uniquely enables meeting room booking and visibility across different Office 365 tenants – without requiring heavy IT setup. MyDesk integrates directly with Outlook and Microsoft 365, allowing employees to book rooms from the tools they already use.

The solution also includes a complete visitor management module, enabling both Asetek and Turftank to welcome guests professionally from one shared platform.

What was delivered

MyDesk delivered a full solution including:

• Meeting room booking directly in Outlook

• Cross-tenant visibility and booking of shared meeting rooms

• Centralised visitor management

• Implementation across the entire headquarters for both companies

• A seamless user experience without technical compromises

The solution ensures that employees from both Asetek and Turftank can use the shared meeting facilities efficiently—regardless of their IT infrastructure.