Create Single-Room Scheduling Card with Custom Calendar Provider

This article provides the instructions to create a Room Schedule card in the Appspace console, and configure it with custom provider settings. The Room Schedule card has two primary calendar providers that you can configure with: Google Calendar and Microsoft Office 365.

To accommodate users using other email providers, we have introduced the Custom Provider option, which is simple and easy to configure; users only need to enter the calendar provider URL and API key. However, it is important to note that calendar scheduling should already be configured and working in the user’s environment.

The Room Schedule card is ideal for single room scheduling. 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 an end-user looking for information on booking a scheduled meeting via our App or your calendar, please refer to Booking Single Meeting Room.

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

  1. Create Room Schedule card in the Appspace console.
  2. Create a playlist channel and add the Room Schedule card.
  3. Assign the playlist channel to a registered device (tablet) installed with the Appspace App.
  4. Book a room directly on the Appspace App or via your email calendar.
Important

The Room Schedule card is an Appspace supported card, which is officially created and periodically updated by Appspace with new templates and features.

What’s in this article:

Prerequisites

  • Ensure your device is compatible. Refer to Compatible Appspace Cards.
  • Account Owner, Publisher, or Editor (author) role in Appspace to create and configure the Room Schedule card.
  • Preconfigured booking account and resources with the custom provider.
  • 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 Room Schedule Card

Important
You will need Account Owner, Publisher, or Editor (author) privileges to perform the steps below.

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

  1. In the Appspace console, navigate to Library from the Appspace menu, 
    Or click + QUICK ACTION from the Appspace menu bar, and proceed to step 3 below.
  2. Select the desired folder in the Libraries folder tree, and click the + ADD button.
  3. Select Create Card, and select Room Schedule from the Filter by template dropdown menu.
  4. Click the desired Room Schedule card theme.
  5. You may authenticate the card now by clicking the Connect button for Custom Provider, and proceed to step 6 below.
    If you would like to authenticate later, click the Preview card in demo mode link in the preview window, and proceed to step 9 to configure the booking options and styling of the Room Schedule card.
    Note
    The demo mode on cards, allows users to experience the design and functionality of the card, prior to configuring the calendar provider. This includes displaying various booking statuses, and performing bookings on the card itself.
  6. To authenticate the card, enter in the Provider URL and API Key of the custom provider, and click Configure.
    Optionally, you may enter in the HTTP(S) headers of the custom provider, such as the provider authorization credentials.

    Note
    To select if different calendar provider, click the Authenticate with a different provider link.
  7. Once authentication is successful, you may 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 device property (card.room.roomid = <custom resource id>) to each device and ensure it points to the desired meeting room (One specific tablet for each meeting room.)
        Example:
        • Device property for Meeting Room 1 & Device 1: card.room.roomid = 47563454656
        • Device property for Meeting Room 2 & Device 2: card.room.roomid = 34547409516
      • 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. If you have 10 rooms, you must create 10 cards for each room.
      • The default manual selection option text would be Manually selecting by room id with a Search by name link shown below, which upon clicking prompts you to enter a user email address (booking account email address) to retrieve the resources list. If an email address has been entered previously, the manual selection option text would read Manually selecting by room name instead.

        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.
  8. Click Finish.
  9. Configure the following Booking Options that will be displayed to the user, by ensuring the Enable bookings checkbox is checked (default):
    • Allow naming of meetings. (default)
    • Allow users to end meetings. (default)
    • Allow users to extend meetings. (default)
    • Enable advanced booking. (default)
    • Enable time slot availability on front page.
    • Enable meeting check-in.
    • Allow 7 days advance booking.

      Important
      Unchecking the Enable Bookings checkbox hides the booking options. If the Room Schedule card detects that the service provider has restricted viewing access to a meeting room/resource or the Enable Bookings option has been disabled, the card will automatically disable the interactivity and booking functions for that room on the app (Appspace App), and the “Interactivity has been disabled for read-only room” message is displayed. However, meeting information will still be displayed.
  10. Configure the card Styling features to be displayed by checking its checkbox.

    • Show organizer’s name (default) – displays the organizer’s name.
    • Show meeting name (default) – displays the meeting name.
    • Show upcoming meetings (default)- display upcoming meetings of the day.
    • Show clock (Default)- displays the date and time.
    • 24 hour clock – display the time in 24 hour format.
  11. You may further customize the Room Schedule card, with the following options:
    • Custom Font
      Note
      To enable custom font, it has to be unlocked at the card theme. Please follow the Create Card Themes instructions  in the Customize Appspace Cards Theme article to do this.
    • 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.

      Additionally, you may manually add the Room Name, Room Label, Room Facilities, and Room Capacity via the following device properties (added individually for each registered device):
      Name Device Property Value
      Room Name card.room.roomname Alphanumeric and special characters
      Room Label card.room.label.room Alphanumeric and special characters
      Room Facilities card.room.facilities Ethernet
      Phone
      Projector
      VideoConference
      WhiteBoard
      WiFi
      ScreenShare
      Room Capacity card.room.capacity Numeric characters
      • To display more than one room facility, add the values separated by a coma.
        Example: card.room.facilities: Ethernet, Phone, Projector
      • 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
      • Click here for instructions to Add a device property. You will need Network Administrator or Account Owner privileges to add a property.
  12. The preview pane on the right displays how the Schedule Room card will look like when displayed. You may click the Gear icon to preview the Occupied or Offline status of the card, Change Room, or Log Out from the authenticated card.

    Note
    The booking status of the meeting room is only a preview, and is not indicative of the real status in this preview. If the card is in demo mode, clicking the Gear icon will display the Authenticate Account option, which will allow you to authenticate the card with your desired calendar provider.
  13. Once complete, click Next.
  14. Enter in the Title of the card, and click Save.
    Optionally, you may enter in details for the ArticleCaptionContent Tags, and add a Custom Thumbnail for the card.
    Important
    Please leave the Expires on field blank. Do NOT enter an expiry date.

Create Playlist Channel and Add Room Schedule Card

Important
You will need Account Owner, or Publisher privileges to perform the steps below.
  1. Click the Quick Actions menu, and select Create Channel to create a playlist channel. Enter in the Playlist channel name.
  2. Click ADD CONTENT, and select the Room Schedule card from the Library. Click Add once done.
  3. Click the Apply button to save the settings.

Assign Playlist Channel to a Registered Device

Important
You will need Account Owner or Network Administrator privileges to perform the steps below.
  1. Register your device as per the Register a device article.
  2. Go to the Appspace menu, and select Devices.
  3. Select the name link of the device that will be used for the meeting room.
  4. 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.
  5. Navigate back to the Overview tab, and click the Select channel button, and select the playlist channel with the Room Schedule card, created earlier.
  6. Click Save. The meeting room booking service can now be viewed on the device. 

Book Meeting Room via a Calendar or the Appspace App

For booking instructions, please see Booking Single Meeting Rooms.

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