Cards: Create Room Booking Card for Single-Room Scheduling

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This article provides the instructions to create and configure a Room Booking card, ideal for single room scheduling via touch screen panels placed outside or in conference rooms.

The Room Booking card, displayed on a tablet or conferencing device, has the following features:

  • 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 Appspace APIs, while some sensors may also require device tasks in order to function correctly.

Creating and Configuring a Room Scheduling System

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 your preferred calendar provider. We support Appspace Reservations, Google GSuite, Microsoft Office 365, and custom calendar providers.
  2. Create the 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
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.

This article provides the instructions to create a Room Booking card.

Prerequisites

Create Room Booking Card

Follow the instructions below to create the card:

  1. Log in to the Appspace console.
  2. Select one of the following options:
    • Click the +QUICK ACTION button from the ☰ Appspace menu bar on the top right, and select Create Card.
    • Select the Library module from the ☰ Appspace menu, and select a library or folder you wish to create the content in. Click +CREATE, and select Card.
  3. Select Workplace from the All Templates side panel, and click Room Booking.
    Important
    If you are unable to locate the content, try using either the Search bar, the Order by, or Filter icon to narrow down the content that you are looking for.
  4. Enter the Title of the content as this will also act as the filename for the content. This is a mandatory field.

  5. In the Select a calendar provider window, click the Connect button for your preferred calendar provider to authenticate this card with an administrator account. You must have already configured your calendar account and resources (select an article below for instructions):
  6. Enter your booking account credentials (created earlier) to authenticate the Room Booking card.
    Note
    Please contact your calendar provider 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:
  9. Click the Preview tab to preview the card display on your device.
  10. Click the Channels tab and configure the following:
  11. Select the Analytics tab to view the individual content analytics. For more information, please refer to the Individual Content Analytics section of the Analytics article.
  12. Click SAVE.
  13. Proceed to the Create Playlist Channel and Add Room Booking Card section below.

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.
    • 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 Ethernet
        Phone Phone
        Projector Projector
        Video Conference VideoConference
        White Board WhiteBoard
        Wifi WiFi
        Screen Share ScreenShare
        Webex Webex
        MTR Dual Display mtrDualDisplay
        USB C Dock usbcDock
        Flexible Furniture flexibleFurniture
        Hearing Assisted hearingAssisted
        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.
    • In the Occupancy Sensor Settings section: click the arrow to expand.
      • Click the Enable occupancy sensor checkbox to proceed with the following features you wish to display or enable.

        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.
  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.
  7. Proceed to Step 9 of the Create Room Booking Card section above.

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
          Note
          You may select to increase the font size for Room Name and Room Notes by up to 300%.
      • Optionally, you may manually add the Room Name, Room Label, 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.
  7. Proceed to Step 9 of the Create Room Booking Card section above.

Create Playlist Channel and Add Room Booking Card

Important
You will need Account Owner, or Publisher role to perform the steps below. See Create a Playlist Channel article for detailed instructions.
  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.
  3. We recommend setting the Content Duration of the card to 30-minute intervals, (the current default is 8s) so that the card does not refresh while you are updating the booking details.
  4. Click the Apply button to save the settings.
  5. Proceed to the Register Device & Assign Playlist Channel section below.

Register Device & Assign Playlist Channel

Important
You will need Account Owner or Location Admin privileges to perform the steps below. See Assign Channel to a Device article for detailed instructions.
  1. Proceed to register the Appspace App on your desired device by following the instructions in the Register a device article.
  2. In Step 6 of the registration process, select the Administrators can select a single channel option for the Channel selection mode. [su_spacer size=”10″]
  3. Assign the playlist channel with the Room Booking card.

Book Meeting Room

You may now book your room using your desktop calendar or directly on the configured device. For booking instructions, please see Booking Single Meeting Rooms.

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