Last updated on April 05, 2016

Getting Started with Rooms

Note

This section assumes that you have already installed the Rooms extension on your Appspace server. If you have not,

Follow these quick steps to get started with the Rooms extension:

Section 1: Adding a Calendar Provider

To add a Calendar Provider, some mandatory and optional information is needed. Refer to the table below and consult your IT administrator for further details, before proceeding with the instructions below.

Provider Detail Description Conditions
Calendar Type Microsoft Exchange (2010 or 2013) or EmergingSoft MeetingPlanner Mandatory
Server The server address endpoint that allows exposure of the calendar provider format: http://{FQDN} Mandatory
Domain LDAP directory service domain. Filled only if implemented by the specific calendar provider Optional
Username Authentication username Required if authentication is implemented/enforced
Password Authentication password Required if authentication is implemented/enforced
  1. Click the Provider tab.

  2. On the Setup Provider page, fill in the details of the Calendar Provider in the various fields. Click Save when done.

Section 2: Importing a Theme

Note

If using the Default theme, this section can be skipped.

You may use an existing theme or import a customized theme. To import a theme, follow the instructions below:

  1. Select the Themes tab, and click the Import Theme button.

  2. Type the name of the new theme. Click the Choose File button to browse and select a theme file. Click Import when done.

    Note

    Theme files are in .tpkg format.

  3. (optional) Enter a description.

  4. Select the theme type and click Save when done:

    • 2-Way Booking - allows you to interactively book slots
    • Passive Summary - displays the meeting room’s slots.

Note

The type of theme depends on the functionality built into the theme.

Section 3: Registering a Device

Now that the Calendar Provider is configured and theme selected, download and install the Rooms app on an Android device.

Warning

The Calendar Provider must be configured first before registering a device.

  1. Launch the Rooms app on your device. When prompted to register the device, fill in the Appspace instance URL and credentials, and click Next to begin the registration process.

  2. Type in the Device Name and Location. When typing the Location, you can enter the first few letters and the list of rooms will appear. Tap a room name to select it.

  3. Select the theme, and click Next.

  4. The device automatically detects the configuration settings and displays the meeting room theme.

  5. Depending on the theme used, the user is able to retrieve all available time slots (within a set time range) and display it on the device allowing for instant meeting room booking.

Recap

Now that the Rooms app is set up, you are able to:

  • View current or future meeting information on the Android device.
  • Check the available time slots of the assigned meeting room and book that room.
  • Extend or end an existing meeting.