Last updated on March 07, 2019

Create and configure Room Schedule card with Google Calendar

This article provides the instructions to create a Room Schedule card in the Appspace console, and configure it with Google Calendar provider settings.

Important

The Room Schedule card is currently supported on iOS, Android, Chrome OS, and Crestron based devices only.

When the Room Schedule card is configured and displayed on a tablet or device outside the respective meeting room, the following features will be available to you:

  • Room information – the room name and status indicating if the room is available, offline, or occupied is displayed.
  • Meeting information – details of current meeting and upcoming meetings for the day.
  • Booking functions -
    • Book now – ability to book 30 minutes, 1 hour, or 1.5 hours from the current time, based on room availability.
    • Book in advance – book future time slots (on the same day only) or up to 7 days in advance, based on room availability.
    • Check in - option to check in to a meeting from 10 minutes before until 10 minutes after the start of the meeting.
    • Extend meeting - extend current meeting by 30 minutes, 1 hour, or 1.5 hours.
    • End meeting - end current meeting, and make the room available.

Note

If you are a user looking for information on booking a scheduled meeting via our card or your calendar, please refer to Manage meeting room scheduling.


In order to use the room booking and scheduling service with our Room Schedule card, you must do the following:

  1. Create a Google Calendar booking account, resources, and delegation access, with G Suite Administrator credentials.
  2. Create the Room Schedule card.
  3. Create a playlist channel and add the Room Schedule card to it.
  4. Assign the playlist channel to a registered device (tablet) installed with the Appspace App.
  5. Book a room directly on the tablet or via your email calendar.

Note

Click here if you are looking for the * Microsoft Outlook Calendar configuration article.


Prerequisites

  • A supported device. Check out the Appspace Supported Cards table to view compatibility: Compatible operating systems and devices

  • Appspace App 1.28 and above, installed and registered on a supported device. Click here for instructions: Register a device

  • A Google Calendar booking account, resources, and delegation access, configured by your G Suite Administrator. Click here for instructions: Configure Google Calendar for Room Schedule cards or scroll below.

  • Content Administrator or Account Owner role in Appspace to create and configure the Room Schedule card.

  • It is recommended that the device clock is set to automatically retrieve time from a Network Time Protocol (NTP) server with the correct time zone, in order for it to sync correctly with the calendar provider.

    Appspace Cloud servers retrieve time from a NTP server by default. If an Appspace on-prem server is used, configure the on-prem server to retrieve time from an NTP server with the correct time zone.

  • If using an Appspace on-prem deployment, configure the on-prem server and network to allow constant access to https://*.cloud.appspace.com and its subdomains, to ensure each device is able to attain new authorization tokens from the calendar provider on a regular basis via Appspace API services.


Create and configure Room Schedule card

To create and configure the Room Schedule card, please follow the instructions below:

  1. Log in to Appspace Cloud at https://cloud.appspace.com with your Appspace credentials.

  2. Click the Quick Actions menu, and select Create Card to create the room schedule card.


  3. Select the Room Schedule Card.


  4. Select the Google Calendar data provider, and click Connect.


  5. Enter in your Google Calendar service account credentials for meeting room bookings to authenticate the Room Schedule Card.

    Note

    Please contact your G Suite Administrator for credentials. Some large organizations may have one account for each room.

  6. Once authentication is successful, assign a room to the card by selecting one of the two options provided.


    • Automatic room assignment from a player property – this option allows you to use the same card (with the defined configuration and branding themes) for multiple rooms.

      You must then add a player property (card.room.roomid = <resource id>) to each device and ensure it points to the desired meeting room. (One specific tablet for each meeting room.)

      Example:

      Device 1 player property for Meeting Room 1: card.room.roomid = 47563454656

      Device 2 player property for Meeting Room 2: card.room.roomid = 34547409516

      Note

      • The resource id is obtained from the GSuite Calendar Resources page for each physical meeting room configured; refer to the C. Configure Google Calendar resources section below.


      • Click here for instructions to Add a device property. You will need Network Administrator or Account Owner privileges to add a property.

    • Manually selecting by room name – this option allows you to assign one room directly to this card.

      Note

      If this manual option is selected, while the device is also configured with a player property for automatic room assignment, then the manual assignment of the room takes precedence.


  7. Click Finish.

  8. Configure the booking options that will be available to the user, by checking the Enable bookings check box, to display the following Booking Options:

    • Allow naming of meetings.
    • Allow users to end meetings.
    • Allow users to extend meetings.
    • Enable advanced booking.
    • Enable time slot availability on front page.
    • Enable meeting check-in.
    • Allow 7 days advance booking.


  9. In the Styling section, check the Show upcoming meetings checkbox to display upcoming meetings of the day. To display the time in 24 hour format, check the 24 hour clock checkbox.

  10. You may further customize the Room Schedule card, by the following options:

    • Room Name
    • Room Label
    • Layout
    • Logo
    • Background color or media
    • Background Mask Color
    • Available State Color
    • Occupied State Color

    Note

    You may set an image or a video as the background media.

    Alternative Method

    The Room Name and Room Label may be manually added via the following device properties:

    Name Device Property Value
    Room Name card.room.roomname <Alphanumeric and special characters>
    Room Label card.room.label.room <Alphanumeric and special characters>

    Click here for instructions to Add a device property. You will need Network Administrator or Account Owner privileges to add a property.

  11. The preview pane displays the card. Click the Card Configuration icon to preview the Occupied or Offline status, change the room, or to log out from the card.

    Note

    The booking status of the meeting room is only a preview and is not indicative of the real status in this preview.

  12. Click Next.

  13. Enter in the card Title, and click Save.

    Optionally, you may enter in details for the Article, Caption, Content Tags, and add a Custom Thumbnail for the card.

    Important

    Please leave the Expires on field blank. Do NOT enter an expiry date.


  14. Click the Quick Actions menu, and select Create Channel to create a playlist channel. Enter in the Playlist channel name.


  15. Click ADD CONTENT, and select the Room Schedule card from the Library. Click Add once done.


  16. We recommend setting the Content Duration of the card to 30-minute intervals, (current default is 8 seconds) so that the card does not refresh while you are updating the booking details.


  17. Click the Apply button to save the settings.

    Important

    You will need Network Administrator or Account Owner privileges to perform the steps below.

  18. Go to the Appspace menu, and select Devices.

  19. Select the name link of the device that will be used for the Meeting Room.

    Note

    At this point, the device (tablet) should have already been registered as per the prerequisite stated above.

  20. In the Device Information page, click the Settings tab, and select Admin assigns a single channel option from the Channel selection mode drop-down menu.


  21. Navigate back to the Overview tab, and click the Select channel button, and select the Meeting Room playlist channel created earlier.


  22. Click Save. The meeting room booking service can now be viewed on the device.

    Note

    Refer here for the booking guide: Manage meeting room scheduling.


Configure Google Calendar for Room Schedule cards

Important

The instructions in this section must be completed first by a G Suite Administrator prior to configuring a Room Schedule card in the Appspace console.

Follow the instructions in the order listed below:

A. Enable API access in Google Admin console

Follow the instructions in this article to enable API access in the Google Admin console, to ensure the Room Schedule card will be able to retrieve resource data: https://support.google.com/a/answer/60757?hl=en

B. Create a booking account in G Suite

We recommend creating one account in G Suite that will be used specifically for the Room Schedule card configuration. We will call this the booking account.

  1. To create the booking account, follow the instructions in the Add users individually article here: https://support.google.com/a/answer/33310?hl=en

  2. Add the basic account information, such as:

    • First and Last name
    • Primary email address
    • Password

    You may skip all optional information.


  3. Proceed to section B below.

C. Configure Google Calendar resources

All meeting rooms in an organization are known as resources in Google Calendar.

Note

We recommend gathering all meeting room information based on the Formats to user section in the article: https://support.google.com/a/answer/1033925, prior to configuring the Google Calendar resources.

To configure the resources in Google Calendar,

  1. Follow the instructions in the About Calendar resources article: https://support.google.com/a/answer/1686462?hl=en

    • Follow the instructions in the Create buildings, features, and resources step to add each meeting room in your organization as a resource to the calendar.

      Note

      You may obtain the resource id from the Edit resource page that is required for the player property when configuring the Room Schedule card.

    • Follow the instructions in the Manage calendar resources step to add all meeting rooms configured with the room schedule card to the calendar’s list.


    • Follow the instructions in the Share calendar resources step, and ensure the following settings are selected:

      • In Step 4, select the Auto-accept invitations that do not conflict option.

      • In Step 5, follow the instructions to share the calendar with everyone in the organization.


  2. You may skip steps 4 and 5 in that article, and proceed to section C below.


To manually configure room facilities and capacity in Device Properties,

  1. Click here for instructions to Add a device property.

    You will need Network Administrator or Account Owner privileges to add a property.


  2. To configure the facilities in the meeting room, add the following device properties:

    Name Device Property Value
    Room Facilities card.room.facilities
    • Ethernet
    • Phone
    • Projector
    • VideoConference
    • WhiteBoard
    • WiFi

    To display more than one room facility, add the values separated by a coma.

    Example: card.room.facilities: Ethernet, Phone, Projector


  3. To configure the capacity in the meeting room, add the following device property:

    Name Device Property Value
    Room Capacity card.room.capacity <numeric>

    The Room Schedule card will display the room capacity from 1 to 100, anything more than 100 would be displayed as >100.

    Example: card.room.capacity: 20

D. Configure Google Calendar delegation access

Configure delegation access in Google Calendar to allow the Room Schedule card to make bookings on Google Calendar. To do this, you have two options:

  • Configure each resource individually to provide permissions to the booking account

    1. To delegate access to the booking account, follow the instructions in the Delegate calendar access article: https://support.google.com/a/answer/117596?hl=en

      • In Step 4, select the resources (meeting room) calendar.
      • In Step 5, enter in the booking account email address in the Share with specific person field.

    2. Repeat the above steps for all resources (meeting rooms).

    3. Proceed to the Create and configure Room Schedule card section above.


  • Configure the booking account with super administrator privileges

    Important

    Providing super administrator privileges to the booking account gives it full access to all users’ calendars and event details. For more information please refer to https://support.google.com/a/answer/2405986#super_admin.

    1. Follow the instructions in the Assign administrator roles to a user article: https://support.google.com/a/answer/172176?hl=en

      • In Step 4 of Assign roles to one user, select the booking account created earlier.
      • In Step 6 of Assign roles to one user, select the Super Admin role.

    2. Proceed to the Create and configure Room Schedule card section above.