Cards: Single-Room Scheduling with Google G Suite

This article provides the instructions to create and configure a Room Booking card with Google G Suite provider settings.

The Room Booking card is ideal for single room scheduling. When the Room Booking 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 the 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 the current meeting by 30 minutes, 1 hour, or 1.5 hours.
    • End Meeting – End the current meeting, and make the room available.
  • Support for Occupancy Sensor – Enables integration with 3rd party occupancy sensors connected to an Appspace App device to manage the room status.
    Important
    To utilize this feature, please contact Appspace Support, as this feature requires custom integrations that leverages on Appspace APIs, while some sensors may also require device tasks in order to function correctly. 
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 Booking card, you must do the following:

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

The Room Booking 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:

Prerequisite

  • Ensure your device is compatible. Refer to the Supported Appspace Cards article.  
  • Account Owner, Publisher, or Editor (author) role in Appspace to create and configure the Schedule Board card.
  • A G Suite Administrator role to configure Google calendar booking accounts.
  • 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 Booking Account and Configure Resources

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

Follow the instructions in the order listed below:

A. Enable API access in Google Admin console

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

B. Create a booking account in G Suite

We recommend creating an account in G Suite. This account will be used for authentication when configuring the Schedule Board card. 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 C below.

C. Configure resources (meeting rooms) in Google Calendar

Important
We recommend gathering all meeting room information based on the Format for all resources in the article: https://support.google.com/a/answer/1033925, prior to configuring the resources, especially required fields such as Category, Building, Floor, Resource name, and Capacity.

All meeting rooms in an organization are known as resources in Google Calendar. Follow the instructions below to configure all resources available in your company:

  1. Follow the instructions in the Manage Calendar resources article: https://support.google.com/a/answer/1686462?hl=en
    • Follow the instructions in the 1. Create buildings, features, and resources step to add each meeting room in your organization as a resource to the calendar.

      Note
      Take note of the resource id from the Edit resource page, which will be required for the ‘Automatic room assignment from a player property’ option when configuring the Schedule Board card.
    • Follow the instructions in the 2. Add resources to My Calendar list step to add all available meeting rooms to the calendar’s list.

    • Follow the instructions in the 3. 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 the Google article, and proceed to section D below.

D. Delegate access for resource’s calendar to booking account

You now need to provide your booking account with access to each meeting room’s calendar, a process known as delegate access. This will allow the Schedule Board card to make bookings on Google Calendar via the booking account that is used to authenticate calendar access. To do this, you have two options:

  • Delegate access to booking account for each resource individually.
    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 Schedule Board Card section below.
  • Delegate access to 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 Schedule Board Card section below.

Create Room Booking Card

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

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

  1. Log in to your Appspace console.
  2. To create this card, select one of the following options:
    • Click +Quick Action from the Appspace menu bar on the top right, and select Create Card.
    • Click Library from the ☰ Appspace menu. Select the library or folder you wish to create the content in, and click +CREATE.
    • To create and add the card directly to an existing channel, refer to Add Content to Playlist Channels.
  3. Select Workplace from the All Templates side panel, and click Room Booking.
    Important
    If you are unable to locate the card content, you may use either the Search bar, the Order by, Filter icon, or FILTER BY Content Category or Tags, to further narrow down the content that you are looking for.
  4. Enter the Title of the content. The Title is a mandatory field, and will also act as the filename for the content.
  5. In the Card preview section, you may authenticate the card by clicking the Connect button for GSuite.
    If you would like to authenticate later, click the Preview card in demo mode link in the preview window, and proceed to step 7 to configure the booking options and styling of the Room Booking 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. Enter your booking account credentials (created earlier) to authenticate the Room Booking card.
    Note
    Please contact your GSuite Administrator for credentials. Some large organizations may have one account for each room.
  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 Location Admin 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, and proceed to continue with the instructions depending on the room selection above:

Configure Automatic Room Assignment

  1. In the Edit tab:
    • In the Booking Options section: click the arrow to expand.
      • Ensure the Enable device bookings checkbox is checked (default), and check the checkbox of the following features you wish to display or enable.
        • 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 Booking 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.
      • Enable occupancy sensor – Allows the occupancy sensor to control the room status.
        Important
        To utilize this feature, please contact Appspace Support, as this feature requires custom integrations that leverages on Appspace APIs, while some sensors may also require device tasks in order to function correctly. 
        • Automatically check-in based on occupancy – Enter the duration after the room is occupied. Defaulted at 3 mins.
        • Automatically create a new meeting based on occupancy – Enter the duration after the room is occupied. Defaulted at 3 mins.
        • Automatically end meetings based on occupancy – Enter the duration after the room is vacant. Defaulted at 3 mins.
        • Automatically extend meetings based on occupancy – Enter the duration before the current meeting ends. Defaulted at 3 mins.
    • In the Design section: click the arrow to expand.
      • Upload a Logo.
      • Customize the Background color or media, Background Mask Color, Available Status Color, or Occupied Status Color.

        Note
        You may set an image or a video as the background media.
    • In the Configuration section: click the arrow to expand.
      • Configure the card Styling features to be displayed by checking its checkbox.

        • Show organizer’s name (default) – displays the organizer’s name (default)
        • 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.
      • Select the Layout from the drop-down menu: 

        • Split Background and Status Color
        • Full Status Color
        • Full Background
    • In the Room Details section: click the arrow to expand.
      • Configure the room details to be displayed by checking its checkbox.
        • Show room number (default)
        • Show notes (default)
      • Click the Add Data button to enter or upload the room details in the Room Mapping section.
        • Manually enter the Room ID, Room Name, Room Number, Room Notes, and Room Label in the table.
        • Upload a .xlsx file containing the room details. The table headers in the file must correspond to the headers in the card editor table shown, i.e.
        • Room ID, Room Name, Room Number, Room Notes, and Room Label.
           

      • Additionally, you may manually add the Room Facilities and Room Capacity via the following device properties (added individually for each registered device):
        Name Device Property Value
        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 comma.
          Example: card.room.facilities: Ethernet, Phone, Projector
        • The Room Booking 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 Location Admin or Account Owner privileges to add a property.
  2. The Card preview section on the right displays how the Room Booking card looks 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.
  3. In the Article tab: This section may be skipped.
    • Include an Article or Caption to accompany the content item when being displayed on mobile apps, tablets, and other social collaboration apps.
    • Enter a Referral Link to link more information to the content.
  4. In the Schedule tab: This section may be skipped.
  5. In the Settings tab: This section may be skipped.
    • The Name field will be auto-populated to match the Title of the content which will also act as the filename for the content. This is a mandatory field.
    • Enter any relevant Tags for the content. (Optional)
    • Select a folder for the content in the Library Location drop-down menu to change the default folder location.
    • Upload an image to be used as the Thumbnail for the content.
      Important
      Please do not set an expiry date for the Room Booking card.
  6. Once done, click SAVE.

Configure Manual Room Assignment

  1. In the Edit tab:
    • In the Booking Options section: click the arrow to expand.
      • Ensure the Enable device bookings checkbox is checked (default), and check the checkbox of the following features you wish to display or enable.
        • 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 Booking 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.
      • Enable occupancy sensor – Allows the occupancy sensor to control the room status.
        Important
        To utilize this feature, please contact Appspace Support, as this feature requires custom integrations that leverages on Appspace APIs, while some sensors may also require device tasks in order to function correctly. 
        • Automatically check-in based on occupancy – Enter the duration after the room is occupied. Defaulted at 3 mins.
        • Automatically create a new meeting based on occupancy – Enter the duration after the room is occupied. Defaulted at 3 mins.
        • Automatically end meetings based on occupancy – Enter the duration after the room is vacant. Defaulted at 3 mins.
        • Automatically extend meetings based on occupancy – Enter the duration before the current meeting ends. Defaulted at 3 mins.
    • In the Design section: click the arrow to expand.
      • Upload a Logo.
      • Customize the Background color or media, Background Mask Color, Available Status Color, or Occupied Status Color.

        Note
        You may set an image or a video as the background media.
    • In the Configuration section: click the arrow to expand.
      • Configure the card Styling features to be displayed by checking its checkbox.

        • Show organizer’s name (default) – displays the organizer’s name (default)
        • 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.
      • Select the Layout from the drop-down menu: 

        • Split Background and Status Color
        • Full Status Color
        • Full Background
    • In the Room Details section: click the arrow to expand.
      • Configure the room details to be displayed by checking its checkbox.
        • Show room number (default)
        • Show notes (default)
      • Enter the following room details to add or overwrite existing room information:
        • Room Name
        • Room Label
        • Room Number
        • Room Notes
      • Additionally, you may manually add the Room Name, Room Lable, Room Number, Room Notes, 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 Number card.room.roomnumber Alphanumeric and special characters
        Room Notes card.room.roomnotes 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 comma.
          Example: card.room.facilities: Ethernet, Phone, Projector
        • The Room Booking 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 Location Admin or Account Owner privileges to add a property.
  2. The Card preview section on the right displays how the Room Booking card looks 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.
  3. In the Article tab: This section may be skipped.
    • Include an Article or Caption to accompany the content item when being displayed on mobile apps, tablets, and other social collaboration apps.
    • Enter a Referral Link to link more information to the content.
  4. In the Schedule tab: This section may be skipped.
  5. In the Settings tab: This section may be skipped.
    • The Name field will be auto-populated to match the Title of the content which will also act as the filename for the content. This is a mandatory field.
    • Enter any relevant Tags for the content. (Optional)
    • Select a folder for the content in the Library Location drop-down menu to change the default folder location.
    • Upload an image to be used as the Thumbnail for the content.
      Important
      Please do not set an expiry date for the Room Booking card.
  6. Once done, click SAVE.

Create Playlist Channel and Add Room Booking 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 Booking card from the Library. Click Add once done.
  3. 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.
  4. Click the Apply button to save the settings.

Assign Playlist Channel to a Registered Device

Important
You will need Account Owner or Location Admin 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 Booking 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.

Edit Room Booking Card

The instructions below show you how to edit a Room Booking card.

  1. Log in to the Appspace console.
  2. Click Library from the ☰ Appspace menu, and select a library or folder containing the content you wish to edit.
  3. Select and click the Room Booking card to edit, and select the desired tab to edit or view.
    • In the Edit, Article, and Settings tabs:
      • You may edit the content the same way as it was configured. For detailed instructions on how to do this, please refer to the Create Room Booking Card section above.
    • In the Preview tab:
      • Preview how the content is displayed on your device.
    • In the Channels tab:
    • In the Analytics tab:
      • View the individual content analytics in this tab. For more information, please refer to the Individual Content Analytics section of the Analytics article.
  4. Once done, click SAVE.
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