Meeting Planner Documentation

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MEETING PLANNER Installation, Configuration, and User Guides

Last Updated: April 24, 2018

CHAPTER 1: Introduction to Meeting Planner 1

Contact Customer Support 1

CHAPTER 2: Network Architecture Diagram 2

CHAPTER 3: Hardware & Software Requirements 3

Hardware Requirements 3

1-5,000 active users 3

5,000-30,000 active users 4

30,000+ active users 5

Software Prerequisites 6

End-User Machines 6

Application Server 8

Exchange Server 10 Service Accounts 10

Database Server 11

CHAPTER 4: Hardware & Software Requirements Checklist 13

End user machines 13

Application Server 13

Web Server (Roles) 13

Message Queuing Services 14

Internet Information Services 14

Microsoft .NET Framework 14

Service Accounts 14

Database Server 14

SQL Server 14

CHAPTER 5: Server 2012 Prerequisite Setup 15

Application Server Prerequisite Setup 15

Web Server (Role) 15 Message Queuing Services 19

Internet Information Services (IIS) 19

Microsoft .NET Framework 21

Supporting Microsoft References: 22

Database Server Prerequisite Setup 22

SQL Server 22

CHAPTER 6: Server 2008 R2 Prerequisite Setup 25

Application Server Prerequisite Setup 25

Web Server (Roles) 25

Message Queuing Services 26

Internet Information Services (IIS) 27

Microsoft .NET Framework 28

Supporting Microsoft References: 29

Database Server Prerequisite Setup 29

SQL Server 29 CHAPTER 7: Application Server Installation 31

CHAPTER 8: Database Server Configuration 35

Identify Database 35

Restore Database 35

Setup SQL Login 37

CHAPTER 9: Back-end Application Configuration and Service Configuration 41

Back-end Application Configuration 41

Server Info 41

Database 41

Email 42

Back-end Service Configuration 42

Meeting Planner Appointment Notifier Service 42

Exchange Impersonation Rights 42

Reference: 43

CHAPTER 10: Installing Meeting Planner 44 Application Server Installation 45

Connect to the SQL Sever Database 47

Active Directory Import 48

Active Directory Configuration 49

Configure Active Directory Settings 49

Map AD Fields 51

Run Services Control Panel 53

CHAPTER 11: Verification 55

Application Logging 55

Administrator Profile Setup 56

Meeting Planner Appointment Notifier (Front-end) 57

CHAPTER 12: Outlook Add-in 59

Generate .msi 59

Automated Deployment 59

Manual Installation 59 CHAPTER 13: Configuration Guide 61

Application Cache Disclaimer 62

CHAPTER 14: Hierarchy Overview and Settings 63

Hierarchy Overview 63

3 Level Hierarchy: 63

Add-in View (3 level hierarchy) 64

Web Scheduler Calendar View (Hierarchy) 64

Hierarchy 65

Example of 3-Level Hierarchy 66

Example of 4-Level Hierarchy 66

Buildings 66

Building Editor 67

Images 68

Locations 69

State 69 Building Group Editor 69

City 70

Campus 70

Search Building 71

CHAPTER 15: Hierarchy - Create a New Room 73

General 73

Room Editor 73

Description 77

Voice/Data 80

Add Voice Lines 80

Add Data Lines 81

Fixed Equipment 81

Setup 82

Owners 84

Custom Fields 86 Billing 87

Exchange 88

CHAPTER 16: Hierarchy - Combination Rooms 89

Combination Room Setup Options 89

Using Existing Single Room Setup Options 89

Creating New Setup Options for Combination Rooms 90

Force Room Setup 91

Setup Buffers 91

Equipment 92

Recurring Reservations 92

Creating Combined Rooms 93

General 93

Combined Rooms 93

Setup 94

Billing 94 CHAPTER 17: Hierarchy - View or Modify 96

Complete Hierarchy 96

View or Modify Complete Hierarchy 96

CHAPTER 18: Hierarchy - Equipment Storage 97

Create a New Storage Location 97

General 97

Contact 98

Hours 98

Directions 99

Create a Shared Storage Location 99

Equipment Location 100

View or Modify Equipment Storage Location 101

CHAPTER 19: Resources - Room Setup Options 102

Room Options 102

Room Setups 102 Create New Room Setups 103

Room Setup General Settings 103

CHAPTER 20: Resources - Equipment Options/Portable Equipment 106

Equipment Types 106

Create New Equipment Type 106

View or Modify Equipment Type 107

Equipment General Settings 107

Portable Equipment 110

Equipment list 110

Add New Portable Equipment to Storage Location 110

Equipment Editor 111

General 111

Remove or Modify Equipment Data 112

Take Equipment Out of Service 112

Description 112 Owners 113

CHAPTER 21: Resources – Caterers 114

Caterers 114

Catering Vendors 114

Vendor List 114

Create Internal Catering Vendors 114

Hours 115

Addresses 115

Contacts 116

Serviced Buildings 116

Catering Menu 117

Create External Catering Vendors 118

Hours, Addresses, Contacts, and Catering Menu 119

Serviced Buildings 119

Catering General Settings 119 CHAPTER 22: Resources – Videoconference 122

Videoconference General Settings 122

CHAPTER 23: Application - Users & Groups 125

Users & Groups 125

Users 125

Creating a New User 125

Creating a Public/Default User Profile 127

Creating a Submit a Request Profile 128

Modifying a User’s Profile 128

Edit a User’s Profile 128

Deleting a User's Profile 128

Groups 129

Private and Restricted Groups 129

Public Mode User Group 130

Submit a Request User Group 130 Creating a New User Group 130

Individuals 130

Assign an Administrator of the Restricted Room Group 131

Client Groups 131

Rooms 131

Equipment 132

Security 132

Edit a User Group 133

Add/Remove an individual from the group: 133

Add/Remove application items from the security tab: 134

Delete a User Group 134

User General Settings 134

CHAPTER 24: Application - Email Templates 135

Restricted Room Request Template 135

Restricted Room Response Template 136 Room Setup Work Request Template 136

Equipment Delivery Work Request Template 137

Catering Work Request Template 137

Videoconference Work Request 138

Request Form Template 138

CHAPTER 25: Reservation Attributes 139

Request Form Fields 139

Billing Codes 140

Activity Codes 141

Client Matter 142

Custom Fields 143

CHAPTER 26: Application Code Tables 145

Add/Edit/Delete Activity Codes 145

Add/Edit/Delete Food Item Types 148

Add/Edit/Delete Industry Types 150 Add/Edit Room Custom Fields 152

Add/Edit Room Status 154

Room Status Text 154

Room Status Color 154

CHAPTER 27: Integrations 156

EWS 156

Commscope, MeetingPlace, MeetMeLines, Tandberg, Latitude, Vyopta, BT Engage 157

CHAPTER 28: Core Configuration - Global Settings 158

Global Settings 158

CHAPTER 29: Core Configuration - Web Settings 160

Web Settings 160

Web Theme 164

CHAPTER 30: Core Configuration - Universal Schedules (Room Groups) 168

Create Universal Schedules (Room Groups) 169 CHAPTER 31: Core Configuration - Forms Authentication 170

CHAPTER 32: Core Configuration – Attachments 171

CHAPTER 33: Core Configuration - Outlook Add-in 172

Outlook Add-in 172

Outlook Add-in: Visitors 176

Outlook Add-in: Teleconferencing 176

Clear Meeting Planner Cache 177

CHAPTER 34: Meeting Planner User Guide 178

CHAPTER 35: Quick Reserve/Features 179

Other Features 179

CHAPTER 36: Create A Meeting 181

Create Meeting in Microsoft Outlook 181

Access and View 182

Room Search Parameters 182 Select Hierarchy Location from ‘Search’ Window 182

Enter the Number of Attendees 183

Select In-Room Equipment 183

Select Work Request 183

View Available Rooms 185

Room Description 186

Setup and VC Tabs 186

Add Setup Using Tab 187

Request a Setup Window Room Reservation Window 188

Complete Reservation 190

Delegate Reservations 192

CHAPTER 37: Meeting Conflicts 193

CHAPTER 38: Add Resources 194

Add Catering 194

Internal 194 Internal Catering Order Tracking Number 195

External 196

Add Equipment 197

Add Room 198

CHAPTER 39: Edit Meeting and Resources 199

Edit Meeting 199

Edit Resources 200

Edit Catering 201

Edit Equipment Delivery Location 203

Edit Setup and Videoconferencing 203

CHAPTER 40: Create a Recurring Meeting 206

Add Room to Single Occurrence of Recurring Meeting Series 206

Add Room to Entire Recurring Series 207

CHAPTER 41: Delete Meeting/Resources 209

Delete Meeting (and all resource reservations attached) 209 Delete Resources 210

Delete Individual Reserved Resources (E.G., ROOM, CATERING, OR EQUIPMENT) 211

CHAPTER 42: Edit and Delete Recurring Meeting 213

Edit Recurring Meeting 213

Delete Single Occurrence of Recurring Meeting 215

Delete Entire Recurring Meeting Series 216

CHAPTER 43: Quick Reference 217

Introduction 217

Create Meeting in Microsoft Outlook 217

Access and View 218

Quick Reserve 218

Room Search Parameters 218

Select Hierarchy Location from Search Window 219

Enter the Number of Attendees 219

Select In-Room Equipment 219 Select Work Request 220

Make Room Selection 220

Setup and VC Tabs 221

Complete a Reservation 221

Add Resources 221

Add Catering 222

Add Equipment 222

Add Room 223

Create Recurring Meetings 223

Edit Meeting 223

Delete Meeting and/or Resources 224

CHAPTER 44: Top Meeting Planner Issues (and How to Fix Them) 225

CHAPTER 45: Introduction to Web Scheduler 227

CHAPTER 46: Installing Web Scheduler 228

Compatible with... 228 Prerequisites 228

IIS6 vs IIS7 Developer Note: 228

Upgrade 229

Installation 229

Quick Reference 229

CHAPTER 47: Configure ASP.NET State for Load Balanced Environments 230

Introduction 230

Configuration 231

State Server Setup (Inbound Ports Required: 80 & 42424) 231

Generate a new machine key 231

Update the Web Scheduler Web web.config 231

Modify the registry 232

Start the ASP.NET State Service 233

Web Server(s) Setup (Outbound Ports Required: 80 & 42424) 233

Update the Web Scheduler Web web.config 233 Validate the configuration 234

CHAPTER 48: Configure Redirect From Old URL 236

Introduction 236

How To: 236

CHAPTER 49: Uninstalling a Self-Packaged Version (v1.6.0.0 - v1.8.2.0) 238

Introduction 238

Procedure 238

Web Scheduler 238

Appointment Notifier Service 239

CHAPTER 50: Exchange Web Services 240

Introduction 240

Exchange Web Services (EWS) 240

Impersonation 241

Accessing EWS 242

MeetingPlanner Applications Requiring EWS 243 References 244

CHAPTER 51: Using Web Scheduler 245

CHAPTER 52: Access and View MeetingPlanner Web Scheduler 246

CHAPTER 53: Features 248

Today 248

Select and View Room Group 248

View Room Description 249

Spotlight 249

User Availability 249

Icons 250

CHAPTER 54: Create a Meeting 252

Assign Delegate 255

Invite Attendees 256

Add Room 256

Add Room Setup 257 Add Equipment 258

Add Catering 259

Internal 259

External 261

Add Catering Vendor 261

Add Videoconferencing 261

CHAPTER 55: Create Recurring Meetings 263

Recurring Meeting with Conflict 263

Add Room to Single Occurrence of Recurring Series 264

Add Room to Entire Recurring Series 265

CHAPTER 56: Room Groups 266

Create Room Groups 266

Edit Room Group 267

Delete Schedule Group 267

CHAPTER 57: Edit Meeting 269 Edit Meeting 269

Assign Catering Order to a Different Room 272

CHAPTER 58: Delete Meeting 274

CHAPTER 59: Edit Recurring Meeting 275

CHAPTER 60: Delete Single Occurrence of Recurring Meeting 276

CHAPTER 61: Submit Request 277

CHAPTER 62: Use Outlook/Exchange in Conjunction with Web Scheduler 279

CHAPTER 63: Web Scheduler Quick Reference 280

Access and View MeetingPlanner Web Scheduler 280

Today 281

Select and View Room Group 281

Spotlight 281

User Availability 281

Create Meeting 282

Invite Attendees 283 Assign Delegate 283

Add Room 284

Add Room Setup 284

Add Equipment 284

Add Catering 284

Create Recurring Meetings 285

Edit Meeting 285

Delete Meeting 286

Use Outlook/Exchange in Conjunction with Web Scheduler 287

CHAPTER 64: Meeting Planner Floor Planner 288

CHAPTER 65: Prerequisites 289

Internet Browsers (client-side) 289

Application Server 289

Database Server 290

CHAPTER 66: Installation 291 PHP 291

FloorPlanner Setup Wizard 291

Add License Key to Database 292

CHAPTER 67: Troubleshooting 294

Unable to View Icons 294

Rooms Viewed as Reserved (when they are available) 294

Unable to View Floor Plan in IE 295

Unable to View Enter Printer or Room Details popup window 295

CHAPTER 68: FloorPlanner Administrator Page 296

Add Rooms to the Floor Plan 296

Identify New Room Location 296

Enter Printer or Room Details 298

Add Features to the Floor Plan 299

CHAPTER 69: Modify Rooms 301

Edit a Room 301 Delete a Room 301

CHAPTER 70: Settings 302

Upload Images 302

Map Options 303

URLs 303

Exchange Web Services 303

Forms Authentication 304

Save FloorPlanner Settings 304

CHAPTER 71: Access and View FloorPlanner 305

Room Selection 306

CHAPTER 72: Create Reservation 307

Using Forms Authentication 307

Using MeetingPlannerTouch 308

CHAPTER 73: FloorPlanner Quick Reference 312

Access and View MeetingPlanner FloorPlanner 312 Room Selection 313

Create Reservation 314

Using Forms Authentication: 314

Using MeetingPlannerTouch 315

CHAPTER 74: Installing Room Signs 316

CHAPTER 75: Pre-Installation SQL Server 317

Database Server Prerequisites and Requirements 317

Database Server 317

SQL Server 318

Restore Database 320

Required Installation Data 321

CHAPTER 76: Installing Room Signs 323

CHAPTER 77: Complete the Room Sign with Exchange Back-end Connection 324

Access Room Signs Application 324

Setup Administrator Profile 324 View Room Sign Homepage 326

Setup Room Sign Integration with Exchange Web Services 327

EWS 327

Connect to Exchange 328

Locations & Room 329

General 329

Exchange 329

CHAPTER 78: Room Signs Configuration 331

Application Cache Disclaimer 331

CHAPTER 79: Customize Room Sign Environment - Administrator 332

Access Room Sign Settings 332

Customize Building Name 333

Add Room Details 333

General 334

Description 335 Add a Building or a Room 335

General 335

Description (room only) 336

Exchange (room only) 336

Room Sign Interface Configuration 337

Global Settings 337

Theme 338

Logo 338

Available Room 338

In Progress Meeting 339

Future Meetings (user has not checked-in) 339

Reservation Editor 339

Check In/Out 340

Override Global Settings in Identified Rooms 340

Custom Fields 340 CHAPTER 80: Room Signs Quick Reference 343

Room Sign and Software Application 343

Create Reservation 343

Check In 344

Modify a Room Reservation 344

CHAPTER 81: Exchange Sync, Appointment Fields Accessed in Push 346

Add 346

Update 346

CHAPTER 82: Manually Configure Outlook to Connect with Proxy 347

Determine your mailbox server name and proxy server URL 347

Create an Mailbox Profile 348

Manually Configure Server Settings 348

Microsoft Exchange Settings 348

Microsoft Exchange Connection Settings 348

Microsoft Exchange Proxy Settings 349 CHAPTER 83: Service Account Requirements & Uses 350

Required Permissions 350

Exchange 350

Application Server 351

Additional Requirements 351

Account Uses 352

Security 352

CHAPTER 84: User (v5.5.0.20-current) 353

Pre-Installation Preparations 353

Installation Instructions 354

Meeting Planner Configuration Tool Entries 355

Exchange Sync set-up entries from Meeting Planner Web 357

Running Exchange Sync Service and Checking the Results 359

Triggering and Checking Push Results 361

Troubleshooting Connection Issues with Exchange 362 CHAPTER 85: API Reservation Fee (XML "Drop") Introduction 364

Background 364

Sample Output 365

CHAPTER 86: API Reservation Fee (XML "Drop") Installation & Configuration 368

Prerequisites 368

Installation 368

General 368

Triggers 369

Actions 369

Conditions & Settings 369

XML Configuration 369

FTP Configuration (if needed) 370

CHAPTER 87: Crestron Fusion Digital Signage 371

CHAPTER 88: Installation and Configuration Guide 372

Setup new MeetingPlanner custom field 372 Set Crestron rooms to 'RoomView' mode 372

Get Crestron RoomID's 373

Link the Crestron RoomIDs to the appropriate MeetingPlanner Rooms 373

Download the synchronization application 374

Configure the application / database connections 374

Finalize application configuration 375

8) Establish the application as a service 375

Optional: "Migrate" existing reservations 376

CHAPTER 89: Installation 378

Quick Reference 378

CHAPTER 90: Caution Screen and Warning Triangle 380

Symptom 380

Causes 380

Solution 380

CHAPTER 91: Resource Isolation: Splitting Application Pools 381 Background 381

Implementation 381

CHAPTER 92: Active Directory Diagnostic 383

Background 383

Installation 383

Functionality & Use 384

Exchange Web Services (EWS) Diagnostics 385

Background 385

Installation 385

Functionality & Use 385

IIS Warmup Application (v1.0.0.1) 386

Background 386

Installation & Configuration 387

Updates & Notes 388

Resource Mailbox Migration: Exchange Web Services 388 Background 388

Setup & Configuration 389

Prerequisites 389

Applications 389

Service Account 389

Installation / Setup 390

MeetingPlanner Configuration 391

Identifying Rooms to Migrate 391

Process 392

Scheduled Reservation Import 393

Background 393

Installation & Configuration 393

Process 394

CHAPTER 93: Exchange Web Services (EWS) Diagnostics 396

Background 396 Installation 396

Functionality & Use 396

CHAPTER 94: IIS Warmup Application (v1.0.0.1) 398

Background 398

Installation & Configuration 398

Updates & Notes 399

CHAPTER 95: Resource Mailbox Migration: Exchange Web Services 400

Background 400

Setup & Configuration 401

Prerequisites 401

Applications 401

Service Account 401

Installation / Setup 401

MeetingPlanner Configuration 402

Identifying Rooms to Migrate 403 Process 404

CHAPTER 96: Scheduled Reservation Import 405

Background 405

Installation & Configuration 405

Process 406 CHAPTER 1: Introduction to Meeting Planner

CHAPTER 1: Introduction to Meeting Planner

These Guides provides an overview of product features and related technologies. In addition, it contains hardware and software requirements/prerequisites, network architectural diagrams, and troubleshooting information for common situations.

CONTACT CUSTOMER SUPPORT

Option 1 (Recommended): Search the Knowledge Base available in the EMS Customer Portal. Option 2: Submit a Case directly via the EMS Customer Portal. Option 3: Email [email protected]. Option 4 (Recommended for critical issues only): Phone (800) 288-4565.

IMPORTANT: If you do not have a customer login, register here.

CHAPTER 2: Network Archi- tecture Diagram

CHAPTER 3: Hardware & Software Requirements

Hardware and Software requirements are based on the number of Meeting Plan- ner active users. For additional hardware requirement information or recommendations, please contact the EmergingSoft support team.

HARDWARE REQUIREMENTS 1-5,000 ACTIVE USERS

HARDWARE APPLICATION SERVER SPEC

Processor Cores 2

RAM (per core) 2 GB

Hard Drive (free space) 2 GB

HARDWARE DATABASE SERVER SPEC

Processor Cores 2

RAM (per core) 2 GB

Hard Drive (free space) 6 GB

5,000-30,000 ACTIVE USERS

HARDWARE APPLICATION SERVER SPEC

Processor Cores 4

RAM (per core) 4 GB

HARDWARE APPLICATION SERVER SPEC

Hard Drive (free space) 4 GB

HARDWARE DATABASE SERVER SPEC

Processor Cores 4

RAM (per core) 4 GB

Hard Drive (free space) 10 GB

30,000+ ACTIVE USERS

HARDWARE APPLICATION SERVER SPEC

Processor Cores 4

RAM (per core) 4 GB

Hard Drive (free space) 6 GB

SOFTWARE PREREQUISITES END-USER MACHINES

APPLICATION SUPPORT

Windows OS XP, 7, 8, 8.1

Outlook (optional)* 2010, 2013, 2016

Microsoft .NET Framework 4.6*

APPLICATION SUPPORT

Browser Options: Internet Explorer IE8 or above (Recommended: IE11

or above)

Chrome Chrome 5 or above

Firefox Firefox 3 or above

Safari Safari 4 or above

SQL Server 2008R2 or newer

NOTE: Outlook is required if using the MeetingPlanner Add-in.

*Microsoft .NET Framework 4.6 is available via download from http://www.- microsoft.com/en-us/download/details.aspx?id=48130

APPLICATION SERVER

IMPORTANT: The application and database servers can be, but do not have to be, the same.

PREREQUISITE DETAILS

Operating System Windows Server 2008 and newer

Web Server (Role) Windows Authentication

ASP.Net 4.5

IIS6 Metabase Compatibility

PREREQUISITE DETAILS

Message Queuing Services Message Queuing Server

Directory Service Integration

HTTP Support

Internet Information Services IIS7 or above

URL Rewrite Module*

Default Web Site**

Microsoft .NET Framework v2.0

v4.0

EXCHANGE SERVER

EXCHANGE SERVER REQUIREMENTS DETAILS

Exchange Server 2010, 2013, O365

SERVICE ACCOUNTS

SERVICE REQUIRING ACCOUNT REQUIRED PERMISSIONS

Appointment Notifier (EWS) Exchange Impersonation*

NOTES: Please see the following link for more information on exchange impersonations: http://msdn.microsoft.com/enus/library/office/bb204095(v=e-

exchg.140).aspx. Verify the URL Rewrite Module in the IIS Manager. For information on installing the module, see link: http://www.iis.net/downloads/microsoft/url-

rewrite.

NOTE: -.1 or .0 error message indicates the URL Rewrite Module is missing.

**Must meet requirement for installation.

NOTE: The ‘Default Web Site’ values automatically default as shown below. After installation, the values can be changed.

TCP Port: 80

IP Address: (All Unassigned)

Host Header Value:

DATABASE SERVER

IMPORTANT: The application and database servers can be, but do not have to be, the same.

PREREQUISITE DETAILS

Sql SQL Server 2008 R2 and newer

PREREQUISITE DETAILS

Management Studio

Mixed Authentication Mode Enabled**

CHAPTER 4: Hardware & Software Requirements Check- list

END USER MACHINES

Supported Windows OS Supported Outlook Supported Browser Microsoft .NET Framework 4.6

APPLICATION SERVER

Supported OS

WEB SERVER (ROLES)

Windows Authentication ASP.NET IIS 6 Metabase Compatibility

MESSAGE QUEUING SERVICES

Message Queuing Server Directory Service Integration HTTP Support

INTERNET INFORMATION SERVICES

IIS 7 or above URL Rewrite Module installed Default Website

MICROSOFT .NET FRAMEWORK

V2.0 installed V4.0 installed & registered

SERVICE ACCOUNTS

Exchange Impersonation Account for Appointment Notifier Service

DATABASE SERVER

SQL SERVER

2008 R2 or newer Management Studio Enabled Mixed Authentication Mode

CHAPTER 5: Server 2012 Pre- requisite Setup

APPLICATION SERVER PREREQUISITE SETUP WEB SERVER (ROLE)

1. Go to Start > Control Panel > Programs and Features. 2. Select Turn Windows Features on or off.

3. Select Add roles and features from the ‘Server Manager/Dashboard’ window.

4. Select Installation Type, and Role-based or feature-based installation from the 'Add Roles and Features Wizard' window, and Next.

5. Select the server that MeetingPlanner will be installed on, and Next.

6. From Server Roles of the ‘Add Roles and Features Wizard’ window, make sure roles i-v indicated below are enabled and installed, then select Next. Use the scroll bar on the right side of the ‘Add Roles and Features Wizard’ window to navigate. Use the file path in boldface to locate the required roles.

a. i. Windows Authentication (Web Server (IIS)>Web Server>Security>Windows Authentication-Installed). b. ii. ASP.NET 4.5 (Web Server (IIS)>Web Server>Application Devel- opment>ASP.NET 4.5 Installed).

c. iii. IIS 6 Metabase Compatibility (Web Server (IIS)>Web Server>Management Tools>IIS 6 Management Compatibility>IIS 6 Metabase Compatibility-Installed). d. iv. NET Framework 4.5 (Application Server>.Net Framework 4.5-Installed). e. v. Web Server (IIS) Support(Application Server>Web Server IIS Support-Installed).

MESSAGE QUEUING SERVICES

(Message Queuing>Message Queuing Services>Message Queuing Server- /Directory Service Integration/HTTP Support):

7. Select Features from the ‘Add Roles and Features Wizard’ window and verify the following prerequisites are selected:

Message Queuing Server Directory Service Integration HTTP Support

8. Enable to add prerequisites, and select Next. If the prerequisites are already enabled, Cancel to exit. 9. From Confirmation, select Install. 10. From Results, view Feature Installation, and Close. 11. Restart the server if required.

INTERNET INFORMATION SERVICES (IIS)

(SQL Server Management>Default Web Site>URL Rewrite)

12. Verify the URL Rewrite Module in the ‘IIS Manager’ Window.

NOTE: For information on installing the module, see link: http://www.iis.net/- downloads/microsoft/url-rewrite.

13. Verify the Default Web Site bindings. The ‘Default Web Site’ bindings automatically default as shown below. After installation, the values can be changed.

TCP Port: 80 IP Address: (All Unassigned)

Host Header Value:

MICROSOFT .NET FRAMEWORK

1. Select Start > Run. 2. Enter ‘regedit’ and OK.

3. Navigate to the NDP node in the ‘Registry Editor’: (HKEY_LOCAL_MACHINE >Software >Wow6432Node>Microsoft >NET Framework Setup> NDP). 4. Select v2.0.5.727. 5. Verify .NET 2.0 is installed.

IMPORTANT: If the “Install” key does not equal “1,” please install .NET 2.0.

6. Verify .NET 4.0 is installed. (HKEY_LOCAL_MACHINE >Software >Wow6432Node>Microsoft >NET Framework Setup> NDP>v4.0).

7. Select Client.

IMPORTANT: If the “Install” key does not equal “1,” please install .NET 4.0.

SUPPORTING MICROSOFT REFERENCES:

http://msdn.microsoft.com/en-us/kb/kbarticle.aspx?id=318785 http://msdn.microsoft.com/en-us/library/hh925568.aspx

DATABASE SERVER PREREQUISITE SETUP SQL SERVER

1. Enable Mixed Authentication Mode:

a. Open ‘Microsoft SQL Server Management Studio’ and Connect.

b. Right click on the server name in the ‘Object Explorer’ window. c. Select Properties >Security. d. Select SQL Server and Windows Authentication Mode and OK.

CHAPTER 6: Server 2008 R2 Pre- requisite Setup

APPLICATION SERVER PREREQUISITE SETUP WEB SERVER (ROLES)

1. Go to Start > Control Panel > Programs > Programs and Features. 2. Select Turn Windows Features on or off.

3. Expand Roles from the ‘Server Manager’ window. 4. Select Web Server (IIS).

5. Verify the roles listed below are installed. Add the Role Services, if the services are NOT installed, by selecting Add Features from the top right corner of the ‘Man- ager Window.’

Windows Authentication

(Web Server>Security)

ASP.Net

(Web Server>Application Development)

IIS 6 Metabase Compatibility (Management Tools>IIS 6 Management Compatibility)

MESSAGE QUEUING SERVICES

(Features>Message Queuing> Message Queuing Services> Message Queuing Server/Directory Service Integration/ HTTP Support)

6. Select Features from the ‘Server Manger” window, and verify the services listed below are installed.

Message Queuing Server

(Message Queuing>Message Queuing Services)

Directory Service Integration

(Message Queuing>Message Queuing Services)

HTTP Support

(Message Queuing>Message Queuing Services)

7. Add the Queuing Services by selecting Add Features from the top right corner of the ‘Manager Window.’ 8. From Confirmation, enable Restart the destination server automatically required. 9. From Confirmation, select Install. 10. From Results, view Feature Installation, and Close.

INTERNET INFORMATION SERVICES (IIS)

(Roles>Web Server (IIS)>select Internet Information Services (IIS) Manager

11. Expand Roles on the ‘Server Manager’ window’. 12. Expand Web Server (IIS). 13. Select Internet Information Services (IIS) Manager. 14. Expand the server that MeetingPlanner will be installed on. 15. Expand Sites. 16. Select Default Web Sites. 17. Verify the URL Rewrite Module is installed in the ‘IIS Manager’ window.

NOTE: For information on installing the module, see link: http://www.iis.net/- downloads/microsoft/url-rewrite.

18. Verify the Default Web Site bindings. The ‘Default Web Site’ bindings automatically default as shown below. After installation, the values can be changed.

TCP Port: 80 IP Address: (All Unassigned) Host Header Value:

MICROSOFT .NET FRAMEWORK

19. Select Start > Run. 20. Enter ‘regedit’ and Ok. 21. Navigate to the NDP node in the ‘Registry Editor’: (HKEY_LOCAL_MACHINE >Software >Wow6432Node>Microsoft >NET Framework Setup> NDP). 22. Select 2.0.5.727. 23. Verify .NET 2.0 is installed.

IMPORTANT: If the “Install” key does not equal “1,” please install .NET 2.0.

24. Verify .NET 4.0 is installed.

(HKEY_LOCAL_MACHINE >Software >Wow6432Node>Microsoft >NET Framework Setup> NDP>v4.0)

25. Select Client.

IMPORTANT: If the “Install” key does not equal “1,” please install .NET 4.0.

SUPPORTING MICROSOFT REFERENCES:

http://msdn.microsoft.com/en-us/kb/kbarticle.aspx?id=318785 http://msdn.microsoft.com/en-us/library/hh925568.aspx

DATABASE SERVER PREREQUISITE SETUP SQL SERVER

1. Enable Mixed Authentication Mode.

a. Open ‘Microsoft SQL Server Management Studio’ and Connect.

b. Right click on the server name in the ‘Object Explorer’ window. c. Select Properties >Security. d. Select SQL Server and Windows Authentication Mode and OK.

CHAPTER 7: Application Server Installation

1. Double-click on the ‘MeetingPlanner.msi’ file to execute. If any issues occur, please run the msi using the commandline:

a. Start > (right-click) cmd.exe > Run as Administrator. b. Change directory to the folder containing the MeetingPlanner.msi file:

C:\> cd Users\Administrator\Desktop

c. Execute the msi using the following command:

C:\Users\Administrator\Desktop> msiexec /i MeetingPlanner.msi /L*V “mp.log”

NOTE: If the wizard does not launch, or any issues occur throughout the upcoming steps, please provide the mp.log file to the Emergingsoft support team for review.

2. The installation wizard should now be open. Select Next to proceed to the EULA. 3. Read the EULA. Once accepted, Select Next.

4. Select Custom to proceed to choose the components that are required. 5. Select the options to install.

Meeting Planner and sub-sections: (Always Install) Web Scheduler: (Always Install) FloorPlanner: Floor plan navigation software (Optional*) Room Wizard: Integration with Steelcase Room Wizard devices (Optional*) Mail Spooler: (Always Install) (Services) Active Directory: Integration with Active Directory (Typically Install) (Services) Exchange Sync: Integration with Exchange Resource Mailboxes (Optional) (Service Caller) Honeywell Services: Integration with Honeywell EBI (Optional)

*Additional charges apply

6. Highlight the “MeetingPlanner” option to change the installation directory, if necessary 7. Select Next. 8. Select Install. 9. Enable Launch Configuration Tool when setup exits and select Finish.

CHAPTER 8: Database Server Configuration

IDENTIFY DATABASE

After installing the Meeting Planner software, two .bak files will be placed on the application server in the \MeetingPlannerConfiguration\Database folder.

MeetingPlanner_Demo.bak: The demo database has preconfigured rooms, equipment, and other assets. This is typically the recommended database to use for trials, so that Meeting Planner will be up and running quickly.

*Typically: C:\Program Files (x86)\Emergingsoft

RESTORE DATABASE

1. Open Microsoft SQL Management Studio. 2. Connect to the server that will hold the Meeting Planner database. 3. Right-click on Database (Object Explorer, left pane) > Restore Database.

4. Set the name for the new database (“To database” field). 5. Select From device and click on the three dots to launch the folder browser. 6. Select Add, and the .bak you wish to restore. 7. Select OK. 8. Select Restore.

9. Select OK.

SETUP SQL LOGIN

1. Go to Security (Object Explorer, left pane) > (right-click) Logins > New Login…

2. Complete the General page.

Specify a Login Name Select “SQL Server Authentication” Specify an account password Uncheck “Enforce password expiration”

3. Go to the User Mapping page (left pane).

4. Enable the “Map” box next to Meeting Planner and allocate db owner permissions.

5. Select OK.

CHAPTER 9: Back-end Applic- ation Configuration and Service Configuration

BACK-END APPLICATION CONFIGURATION

Please open the Meeting Planner Configuration Tool on the server. Once open, proceed through the tabs in the order specified below.

SERVER INFO

MeetingPlanner Server: Server name for the Meeting Planner application server (FQDN not required). This will be used when creating the client installation package, so that the Outlook Add-in will know where to connect to the Meeting Planner web services.

DATABASE

Server: SQL server name (where Meeting Planner is hosted) Database: Meeting Planner database name Login: Meeting Planner SQL service account Password: Meeting Planner SQL service account password

SMTP Server: FQDN for the SMTP server that Meeting Planner will use to send emails Meeting Planner From Address: Any email sent from MeetingPlanner will be sent from this address (does not need to be a part of Exchange or AD) Email To: Specify an internal email address if you wish to send a test email.

BACK-END SERVICE CONFIGURATION MEETING PLANNER APPOINTMENT NOTIFIER SERVICE

1. Open Administrative Tools > Services on the application server. 2. Go to the “MeetingPlanner Appointment Notifier” service. 3. Right-click on the service and go to the Log On tab. 4. Enter the service account credentials for the service. This account should have been configured with Exchange Impersonation rights.

EXCHANGE IMPERSONATION RIGHTS

Exchange Impersonation enables an application to impersonate a given user account. These rights are different than delegate, Send As, and Full Access rights. Impersonation rights are accessible only through code and enable the application to perform operations by using the permissions that are associated

with the impersonated account, instead of the permissions that are associated with the application’s account.

REFERENCE:

http://msdn.microsoft.com/en-us/library/office/bb204095%28v=exchg.140%29.aspx

CHAPTER 10: Installing Meeting Planner

IMPORTANT: To install MeetingPlanner, the database backup file must be restored.

The MeetingPlanner Installer must have the following data from the pre- installation:

Database name (e.g., MeetingPlanner) MeetingPlanner login and password credentials EWS URL EWS Service Account SMTP address for each room utilized in MeetingPlanner

APPLICATION SERVER INSTALLATION

1. Download the MeetingPlanner.msi to the server from the support portal. 2. Double click on the MeetingPlanner.msi to execute. 3. Select Next to proceed to the EULA once the installation wizard opens. 4. Read the EULA and check to accept the terms in the license agreement. 5. Select Next.

6. Select Custom to proceed to choose the components that are required.

7. Select Next. 8. Select Install. 9. Enable Launch Configuration Tool when setup exits and select Finish.

CONNECT TO THE SQL SEVER DATABASE

1. Go to your sever desktop. 2. Select the Configuration Tool. 3. Select the Database tab. 4. Enter the SQL Server name (e.g., Localhost). 5. Enter the Database name: (e.g., MeetingPlanner). 6. Enter your login and password. 7. Copy and paste the license key provided. 8. Select Update. 9. Select Save.

10. Select Test Connection.

ACTIVE DIRECTORY IMPORT

The Active Directory Sync service acts to create and maintain Meet- ingPlanner profiles for users in Active Directory. This is an optional service (users can be created and maintained manually) that is available, free of charge, with any MeetingPlanner installation.

IMPORTANT: Prior to starting the service, the MeetingPlanner Installer must go to Application>Users&Groups>User General Settings and update

the Default Time Zone, as this will be the timezone set for all users imported through this service.

ACTIVE DIRECTORY CONFIGURATION

1. Open the MeetingPlanner Configuration Tool from the application server. 2. Navigate to: Start > All Programs > EmergingSoft > MeetingPlanner Con- figuration Tool > Active Directory Import. 3. Select Configure Settings.

CONFIGURE ACTIVE DIRECTORY SETTINGS

1. Enter the LDAP path (Distinguished Name) of the CN or OU you would like mon- itored by the service.

NOTE: If you are having trouble determining the path, consider making use of the Microsoft ADSI Edit tool.

2. Select Include Subfolders (if applicable). 3. Select Add.

NOTE: Multiple paths can be entered.

4. Set the Service Settings: Service will run daily at: The service runs once daily; this is where the run time is set. Default Group: All users are required to be part of a MeetingPlanner group. Once users are created, as members of the Normal Users group in this case, administrators will be able to add them to different groups to provide additional Meet- ingPlanner privileges if necessary. Default Building: Users can be automatically assigned a default building. Other options include 1) connecting a field in AD to map default buildings to user profiles

(if that is currently done in your AD), 2) having an administrator set default buildings for users, or 3) by the users themselves by visiting MeetingPlanner > Preferences.

5. Select Save.

MAP AD FIELDS

1. Select Map AD Fields.

2. View the AD Mapping page. Columns on the left represent MeetingPlanner profile attributes. Columns on the right represent Active Directory user properties. 3. Drag AD fields into the textboxes on the left to associate the AD fields with Meet- ingPlanner fields as described in the table below.

IMPORTANT: If the Active Directory properties do not populate in the columns on the right, please go back to the previous step and revise the LDAP path. This means that no user accounts were found.

FIELDS DESCRIPTION

Username Windows login name - typically 'samaccountname' (Mandatory)

Email Email address - typically 'mail' (Mandatory)

FIELDS DESCRIPTION

Display Name Display name in MP - typically 'displayname' (Optional)

First Name First name - typically 'givenname' (Optional)

Last Name Last name - typically 'sn' (Optional)

Time Zone Default timezone (three letter code, e.g. "CST") - typically not mapped

(Optional)

Building Name Default building, which would correspond to the Building EID field in

MeetingPlanner - typically not mapped (Optional)

4. Select OK.

RUN SERVICES CONTROL PANEL

1. Select Run Services Control Panel.

2. View Services window.

3. Restart the MeetingPlanner Active Directory Sync service. The service must be restarted if modification are made to field mapping or default settings of the AD Sync service.

CHAPTER 11: Verification

APPLICATION LOGGING

1. Navigate to the \LoggingConfiguration folder. 2. Locate and note the file paths for the following files:

LoggingConfigWeb.xml LoggingConfigWebService.xml

3. Navigate to the \MeetingPlannerWeb folder. 4. Open the “web.config” file in Notepad. 5. Update the “LogConfigFile” value (if necessary) to point to the location of the “Log- gingConfigWeb.xml” file.

…

\LoggingConfigWeb.xml”

…

6. Save and close. 7. Navigate to the \MeetingPlannerWS folder. 8. Open the “web.config” file in Notepad. 9. Update the “LogConfigFile” value (if necessary) to point to the location of the “Log- gingConfigWebService.xml” file. 10. Save and close.

ADMINISTRATOR PROFILE SETUP

1. Open a browser from a machine other than the server. 2. Go to http:///suite (the first time you open the MeetingPlanner Suite you must enter a user profile and attach administrative rights in order to access the application). 3. Select New User from the bottom right corner of the page and complete the basic user information to create a profile (using your Windows credentials).

Display Name: Desired display name (this is not checked against AD) First Name: First name (this is not checked against AD) Last Name: Last name (this is not checked against AD)

4. Add the user to the System Administrator group by clicking on the ‘X’ two times until the Usericon is viewed. 5. Select Save.

IMPORTANT: Once the user profile is created, go to http:///suite to access the MeetingPlanner application. Make modifications using the Menu icon and dropdown menu from the top right corner of the Web Sched- uler calendar. Go to Application>Users & Groups > Users>New User, if needed, to manually create any additional users.

MEETING PLANNER APPOINTMENT NOTIFIER (FRONT-END)

1. Open a browser from a machine other than the server. 2. Go to http:///suite (if you are prompted for credentials, please provide your Windows credentials 3. Select the Menu navigation icon and dropdown menu from the top-right corner of the Web Scheduler calendar.

4. Go to Application>Integrations>EWS. 5. Enter the EWS Url and other EWS settings as required. 6. Return to the application server and restart the MeetingPlanner Appointment Noti- fier service.

CHAPTER 12: Outlook Add-in

GENERATE .MSI

1. Open the MeetingPlanner Configuration Tool (application server). 2. Verify that the Server Info tab is completed correctly (should not be “localhost”). 3. Click “Make a Client Installation”. 4. Select the location for the file to be placed and click OK. 5. A dialog will appear indicating that the creation is complete.

AUTOMATED DEPLOYMENT

The “MeetingPlanner for Outlook.msi” file that is generated is a fully-compliant Microsoft msi file and can be pushed by any standard deployment software. Please see the following article for information regarding silent installation and other flags that can be used: http://msdn.microsoft.com/en-us/library/aa367988 (v=vs.85).aspx .

MANUAL INSTALLATION

1. Go to a client machine to begin the installation. 2. Close all Outlook windows. 3. Run the “MeetingPlanner for Outlook.msi” file. 4. Walk through the installation wizard.

5. Open Outlook. 6. Navigate to the Calendar page to see the Add-in displayed in the ribbon. No further configuration or setup is required for use.

CHAPTER 13: Configuration Guide

The Meeting Planner (MP) Configuration Guide includes UI setting information for both the Add-in and Web Scheduler applications. All settings are accessed via the Web Scheduler: http://yourserver/suite. Use the icon and dropdown menu from the top right corner of the Web Scheduler homepage calendar to access the settings and customize the MP environment to fit the needs of your organization.

Upon installation, MP defaults to the settings most commonly used. We recommend that you begin with the basic default settings and enable additional settings, if deemed necessary, as you become more familiar with the software.

Note: Administration users with access (security permission) will be able to change the MP settings and make configuration changes ONLY. End users will not have configuration setting permissions. Although, if given access, end users can make a few changes to their desktop ONLY using the preferences setting in the Add-in application. Please see the Add-in User Guide for instruction on preference settings.

APPLICATION CACHE DISCLAIMER

Some configuration changes in the Add-in require a user to “clear the cache” in order for setting changes to take immediate effect. Please see Clear Meeting Planner Cache. The Web Scheduler setting changes are immediate and require no caching.

CHAPTER 14: Hierarchy Over- view and Settings

HIERARCHY OVERVIEW

Typically, there are three levels that makeup the MP location hierarchy: Organ- izations can create a four level hierarchy by giving the building and campus different names.

3 LEVEL HIERARCHY:

1. State (level 1) 2. City (level 2) 3. Building/Campus (level 3 and 4) and Rooms

ADD-IN VIEW (3 LEVEL HIERARCHY)

WEB SCHEDULER CALENDAR VIEW (HIERARCHY)

From the Web Scheduler, the hierarchy is hidden (in that it is not visible from the calendar).

HIERARCHY

A Room and Equipment template (to include all levels of the hierarchy and fixed room equipment) is recommended for initial import. Thereafter, use the instructions provided below to make changes to the hierarchy.

Note: The hierarchy will not be visible from either the Add-in or Web Sched- uler applications until buildings, locations (levels 1-3 or 1-4), and rooms have been created.

EXAMPLE OF 3-LEVEL HIERARCHY

EXAMPLE OF 4-LEVEL HIERARCHY

BUILDINGS

(Hierarchy > Locations&Rooms > +Building > General)

BUILDING EDITOR

The first step to creating the hierarchy is to name the building (level 3 and/or 4 depending on if you are creating a 3 or 4 level hierarchy). The building level will house an identified group of rooms from which a user will search.

The ‘building’ level of the hierarchy does not have to be an actual building. If a floor, etc. makes more sense, name the level that instead.

1. Enter the Building Name. 2. Select the Country from the dropdown. 3. Enter the building Address, City, State, Zip. 4. Enter the building Description (optional). 5. Enter Floor Name (alpha/ie. main), Physical Level (numeric/ie. 1), and Add. 6. Select Save.

Note: The building name, description, and address are seen in the Add-in application when a user right clicks on a building from the reservation page and selects ‘View Details’ from the dropdown.

IMAGES

(Hierarchy > Locations&Rooms > +Building > Images)

1. Use the arrow and make a selection from the Image Type dropdown field, or

Browse... to upload an image. Images should be approximately 300 x 200 px.

Note: The building image is seen in the Add-in application when a user right clicks on a building from the reservation page and selects ‘View Details’ from the dropdown.

2. Select Add. View Image if you would like to preview the image just uploaded. 3. Select Save.

LOCATIONS

Once the building level is created, name the upper hierarchy location levels: State, City, and Building/Campus.

The levels have been named State (level 1), City (level 2) and Campus/Building (level 3 and 4) but do not have to be an actual State, City or Campus/Building. Name the levels however deemed appropriate for your organization.

STATE

(Hierarchy > Locations&Rooms > + Location > State)

BUILDING GROUP EDITOR

1. Select State (level 1) from the Hierarchy Level dropdown. 2. Enter the name (e.g. State) of the top level of the hierarchy in the Hierarchy Name

field.

3. Select Save.

CITY

(Hierarchy > Locations&Rooms > + Location > City)

1. Select City (level 2) from the Hierarchy Level dropdown. 2. Select the associated top level (level 1) from Parent (e.g., State created above)

field dropdown. 3. Enter the name of the second level of the he.grarchy (ie. City) in the Hierarchy

Name field dropdown. 4. Select Save.

CAMPUS

(Hierarchy > Locations&Rooms >+Location > Campus)

1. Select Campus from the Hierarchy Level dropdown. 2. Select the associated level 2 (ie. City created above) from Parent field dropdown. 3. Enter the building name (level 3 of the hierarchy) in the Hierarchy Name field if cre-

ating a 3 level hierarchy.

Make sure to enter the building name exactly the same as when you created the building.

Important: If creating a 4 level hierarchy, the campus must have a different name than the building.

SEARCH BUILDING

4. Enter the Building Name. The building name must be entered exactly the same as

it was created. 5. Enter the City and State associated with the building. The building City and State

must be entered exactly the same as it was created. 6. Select Search and highlight the associated building once it appears. 7. Select Add.

8. Select Save.

CHAPTER 15: Hierarchy - Create a New Room

(Hierarchy > Location & Rooms > + Rooms)

A Room and Equipment template, (to include all levels of the hierarchy and fixed room equipment) is recommended for initial import. Thereafter, use the instructions provided below to add or make changes to a room.

GENERAL

(Hierarchy > Location & Rooms > + Rooms > General)

ROOM EDITOR

1. Select General.join.me 2. Select the Building dropdown field and select the building that will house the new

room. 3. Use the Floor dropdown menu and select the building level at which the room will

be located. 4. Enter the Room Name.

5. Enter the lowest and highest number of attendees in the Capacity fields. This is a

required field since it can be used as a room search parameter. To allow all avail-

able rooms to return, enter “0“ as the lowest capacity and consider maximum capa-

city when using attendees field. A 0-0 capacity will make the room available

regardless of the number of attendees invited. If a room capacity is set at the lowest capacity of 5, a user must enter 5

attendees or greater in the attendees field in order for the room to return from a

search using the Web Scheduler application. If the highest capacity for a room

is set at 10, a user must enter 10 or less in the attendee field when utilizing the

room search feature. Capacity parameters can be ignored if the room is

reserved first and attendee counts thereafter.

6. Enter width, length, and identify the units from the Dimensions field. 7. Enter the minimum and maximum amount of time (in minutes) that a user can

reserve the room in the Duration field. 8. Enable Room Status feature to configure and display the current status of a room

to a user (e.g., Meeting in progress, Cleaning crew present). The status is changed and maintained by an administrator who oversees the

managed rooms.

9. Identify and select the applicable Videoconference availability.

10. Identify and select the type of room from the Room Usage dropdown field. Normal – normal rooms can be viewed and reserved by all users. Private – private rooms can be viewed and reserved by users who are owners

of the room.

Room owner groups are created in Applic- ation>Users&Groups>Groups. See Groups. Owner Groups are assigned to the room as well at Hier- archy>Locations&Rooms>+Rooms>Owners. See Owners.

Restricted- restricted rooms can be viewed and requested for use by all users.

Users, that are NOT restricted group owners, will have to receive approval to

confirm the reservation of a restricted room.

Room owner groups are created in Applic- ation>Users&Groups>Groups. See Groups. Owner Groups are assigned to the room as well in Hier- archy>Locations&Rooms>+Rooms>Owners. See Owners.

11. Enter and select the applicable BT Engage Site ID number. 12. Provide a bre.gf explanation of why a room is Out of Service. The Out of Service

feature allows an organization to temporarily take a room out of service (ie. Room

is being painted.)

13. Select the Out of Service Start and End Date from the calendars. 14. Enter the email address of the room setup support contact in the Email to be noti-

fied of room work requests field. If the room has setup options, the email contact

address of the person in charge of setting the room up, must be entered. MP will

automatically generate an email to the contact person alerting them to the setup

reservation. 15. Enter the email address of the videoconference support contact in the Email to be

notified of video conference work requests field. If the room has videoconference

capability, the email contact address of the person in charge of setting the room

up, must be entered. MP will automatically generate an email to the contact person

alerting them to the videoconference reservation.

Note: All information entered on the Room Editor page can be viewed from the ‘Resource Details’ window in the Web Scheduler and Add-in.

DESCRIPTION

(Hierarchy > Location & Rooms > + Rooms > Descriptions)

1. Select Descriptions. 2. Use the General Description text box to include information to be displayed in

‘Room Details’ in the Add-in and ‘Resource Details’ from the Web Scheduler.

3. Use the Special Description text box to include additional information to be dis-

played in ‘Room Details’ in the Web Scheduler and the final reservation notice

emailed to support crews and owners of delegate meetings. General and Special Descriptions can be viewed by selecting the room door

from the Add-in Reservation page or by selecting the information icon to the

right of the desired room on the Web Scheduler calendar.

Room description from the Add-in

Room description from the Web Scheduler

4. Use the Setup Description text box to include additional information to be dis-

played during the reservation setup process. The Setup Description is the ‘Room

Details’ page of Add-in application ONLY.

5. Select Save.

(Hierarchy>Location&Rooms>+Rooms>Image)

1. Select Image. 2. Add an image from the Image Type dropdown field or Browse to upload an image.

Room images can be added to each room. Users can view the images from the

‘Room Details’ page. Images should be sized at approximately 300 - 200 px. 3. Select Add. Select View Image if you would like to preview the image just

uploaded. 4. Select Save.

VOICE/DATA

(Hierarchy > Location & Rooms > + Rooms > Voice/Data)

Select Voice/Data.

ADD VOICE LINES

1. Select and highlight the desired dial-up from the Voice Type dropdown field. Voice

lines can be added to each room. Users can view voice line information from the

‘Room Details’ page. 2. Select and highlight desired Country. 3. Enter the Area Code. 4. Enter the Local Number.

5. Select Add. 6. Select Save.

ADD DATA LINES

1. Select and highlight the desired data line from the Data Type dropdown field. Data

lines can be added to each room. Users can view data line information from the

‘Room Details’ page. 2. Enter Data jack #. 3. Select Add. 4. Select Save.

FIXED EQUIPMENT

(Hierarchy > Location & Rooms > + Rooms > Equipment)

Equipment that is always in a room, is considered fixed equipment. Equipment types must be imported into MP before fixed equipment can be added to a room. See Equipment Types.

1. Select Equipment. 2. Select the fixed room Equipment Types.

3. Select Add. In room equipment can be viewed from the ‘Room Details’ page in the

Add-in application, and from ‘Resource Details’ and the ‘Reservation Manager’

window of the Web Scheduler. 4. Select Save.

SETUP

(Hierarchy > Location & Rooms > + Rooms > Setup)

1. Select Setup. 2. Enable the Force Room Setup field to require a user to select a setup when

reserving the room.

3. Enable Setup Options Available to view all room setup options from the room drop-

down field of the Web Scheduler ‘Reservation Manager’ window. 4. Select the applicable room setups from the Setup Options window. 5. Select Add. 6. Highlight the desired setup option and Set as Default. 7. If the new setup changes the room capacity, Change capacity and Update. 8. Enter the amount of setup buffer time (in minutes) required before the meeting. 9. Enter the amount of setup buffer time (in minutes) required after the meeting. 10. Select Save.

OWNERS

(Hierarchy > Location & Rooms > + Rooms > Owners)

All rooms default as normal user rooms. Associate rooms with user groups if they are restricted or private rooms. Owners associated with such rooms can reserve the rooms without approval.

Note: User Groups must be created before they can be assigned as room owners.

1. Select Owners. 2. Enter the User Group’s Name to assign to the room. 3. Select Search. 4. Highlight the group name and Add. 5. Select Save.

CUSTOM FIELDS

(Hierarchy > Location & Rooms > + Rooms > Custom Fields)

The order of custom fields can be modified from this setting. The Custom Field Code can be modified. See Code Tables: Custom Fields section. Custom field information can be made available in a report.

1. Select Custom Fields. 2. Edit next to the Custom Field Code to update.

Viewed in “Room Details’ in the Add-in application.

3. Enter the Custom Field Value.

The value should be numeric. It will be ve.gwed in sequential order. (ie. 1 is viewed first, 2 next, etc.)

4. Select Update and Save.

BILLING

(Hierarchy > Location & Rooms > + Rooms > Billing)

The billing field is typically used to track room usage costs. The information can be made available in a report. The field can be used to track items other than rooms.

1. Select Billing. 2. Select Insert. 3. Enter the Billing Code. 4. Enter the Cost per Hour. 5. Enter the Cost per Day. 6. Select Insert and Save.

EXCHANGE

(Hierarchy > Location & Rooms > + Rooms > Exchange)

The Exchange application is for organizations that have purchased the additional Meeting Planner Exchange Synch module.

1. Select Exchange. 2. Enable Room for Synchronization if additional Exchange Sync services were pur-

chased.

Please see Exchange Sync Guide.

3. Enter the SMTP Address.

CHAPTER 16: Hierarchy - Com- bination Rooms

(Hierarchy > Location&Rooms > + Combination)

Two or more rooms can be linked to create combination rooms in the MP Add-in application ONLY. All combined rooms must be created manually. Read through all of the combined room section before creating combination rooms.

Important: Setup, force room setup, buffers, and recurring reservation functionality is unique to combined rooms.

COMBINATION ROOM SETUP OPTIONS USING EXISTING SINGLE ROOM SETUP OPTIONS

Combination rooms inherit the setup options of the existing single rooms at the time the combination room is created.

However, if the same setup types have different capacities, the combination room will list types with capacities as separate setup options.

CREATING NEW SETUP OPTIONS FOR COMBINATION ROOMS

If the setup options of a combination room are unique to those of the single rooms, make temporary changes to the single room setups to create the desired combination room. Once combination rooms are created, all setup

options are frozen regardless of future modifications made to the setup options of single rooms.

Note: The single room setup options that are altered to create the desired combination room must be reset after the new combination room has been saved.

FORCE ROOM SETUP

To force the user to select a room setup for a combination room, all of the existing single rooms must have the option enabled.

Important: The Force Room Setup option is not a frozen combination room setting; if the single room setting is changed, it will also be changed in the combo room.

SETUP BUFFERS

Combination rooms inherit the setup buffer time of the existing single rooms at the time the combination room is created. When creating a combination room,

make sure the buffer times are the same for the existing single rooms being combined.

Important: The Setup Buffer is not a frozen combination room setting; if the single room setting is changed, it will also be changed in the combo room.

EQUIPMENT

Equipment is not associated with combination rooms (neither as deliverable or equipment that is fixed in a room). From the Add-in, best practices require that users book the combo room from the Room Search tab, and then move to the Equipment tab. When reserving equipment from the Equipment tab, combination rooms will not show up as valid rooms to deliver equipment to. Instead, you will need to select one of the rooms that makes up the combo room. Ultimately, MP needs to have a single room to deliver equipment to.

RECURRING RESERVATIONS

Combination rooms cannot be reserved for recurring reservations. Instead, reserve individual rooms to make up the combination room.

CREATING COMBINED ROOMS GENERAL

(Hierarchy > Location&Rooms > + Combination > General)

Important: The combination room functionality applies to MP Add-in ONLY.

1. Select General. 2. Enter the Room Combination Name. 3. Enter the Lowest and Highest Capacity Range.

Based on single rooms being combined.

4. Enter the minimum and maximum amount of time (in minutes) that a user can

reserve the combo room in the Duration Min. and Max. fields.

COMBINED ROOMS

(Hierarchy > Location & Rooms > + Combination > Combined Rooms)

1. Select Combined Rooms. 2. Select the Building dropdown field and scroll to the building that will house the

new combined room.

3. Highlight and Add the rooms to combine. 4. Select Save.

SETUP

(Hierarchy>Location&Rooms>+Combination> Setup)

1. Select Setup. 2. Verify Setup options.

Make sure the setup for the individual rooms are the same so that the setup can be shared as combined room.

BILLING

(Hierarchy > Location & Rooms > + Combination > Billing)

The billing field is typically used to track room usage costs. The information can be made available in a report.

The field can be used to track items other than rooms.

1. Select Billing. 2. Select Insert.

3. Enter the Billing Code. 4. Enter the Cost per Hour. 5. Enter the Cost per Day. 6. Select Insert and Save.

CHAPTER 17: Hierarchy - View or Modify

COMPLETE HIERARCHY VIEW OR MODIFY COMPLETE HIERARCHY

(Hierarchy>Locations&Rooms)

The Complete Hierarchy page allows an administrator to select all levels of the hierarchy to view, edit or delete.

1. Select the edit or the delete tool on the right side of the level/location of the hier-

archy to modify. 2. Select Save.

CHAPTER 18: Hierarchy - Equip- ment Storage

CREATE A NEW STORAGE LOCATION

(Hierarchy>Equipment Storage>New Location)

Equipment Location Editor

GENERAL

(Hierarchy>Equipment Storage>New Location>General)

1. Select General. 2. Select the Building dropdown field and scroll to the building that will house the

new storage location. 3. Select the Shared Group dropdown field, scroll and highlight any storage location

of which equipment can be shared.

Individual equipment storage locations should be created before shared locations are created.

4. Enter the storage Location Name.

5. Enter a General Description of the storage location.

The storage location General Description is viewed from the Add-in ONLY. There are no character count restrictions for the field.

6. Select Save.

CONTACT

(Hierarchy>Equipment Storage>New Location>Contact)

1. Select Contact. 2. Enter Contact Description.

The Contact Description is viewed from the Add-in Only. There are no character count restrictions for the field.

3. Enter Email address at which equipment notification should be sent.

Notification of a portable equipment reservation will automatically generate to the email address provided.

4. Select Save.

HOURS

(Hierarchy>Equipment Storage>New Location>Hours)

1. Select Hours. 2. Enter the storage location operating hours in the Hours Description field.

Storage location hours are viewed from the Add-in ONLY. There are no character count restrictions for the field.

3. Select Save.

DIRECTIONS

(Hierarchy>Equipment Storage>New Location>Directions)

1. Select Directions. 2. Enter the Direction Description to the storage location.

Storage location directions are viewed from the Add-in ONLY. There are no character count restrictions for the field.

3. Select Save.

CREATE A SHARED STORAGE LOCATION

(Hierarchy>Equipment Storage>New Shared Location)

Equipment storage locations can be combined so that equipment from multiple locations can be reserved.

1. Select Insert and name the Shared Equipment Location. 2. Select Insert. 3. Navigate back to Hierarchy>Equipment Storage>New Location.

Enter the field information.

4. Select the Building from the dropdown field to include in the new Shared Equip-

ment location. 5. Select the Shared Group that will access the equipment. 6. Enter the Location Name of the Shared Equipment. 7. Select Save. 8. Repeat steps 4-7 until all desired storage locations have been added to the new

Shared Equipment Location.

EQUIPMENT LOCATION

(Hierarchy>Equipment Storage)

VIEW OR MODIFY EQUIPMENT STORAGE LOCATION

The Equipment Storage location page is used to view, edit, and delete equipment storage location data.

1. Select the location to edit or select delete. 2. Save modifications.

CHAPTER 19: Resources - Room Setup Options

ROOM OPTIONS

Rooms that can be setup in multiple ways must be identified using the setup feature. The MP Room Setup functionality can be used as a search parameter using the Add-in application; users can search for specific room setup types. Using the Web Scheduler application, room setup options will be viewed from the dropdown box of the ‘Reservation Manager’ window. Setup type is not a search parameter in the Web Scheduler.

ROOM SETUPS

View, Edit, and Delete from Master Room Setup List

(Resources>Room Options>Room Setups)

1. Select the desired Room Setup Name to view, edit or delete. Room setup name,

description and image can be added or modified from this page. 2. Select Save.

CREATE NEW ROOM SETUPS

(Resources>Room Options>Room Setups>New Room Setup)

1. Select New Room Setup. 2. Enter the Room Setup Name. 3. Enter the Room Setup Description. The Room Setup Description will be viewed

from the Master Room Setup List and in the email sent to the setup support crew. 4. Enable Upload Image and select Browse… to include an image of the setup. 5. Select Save.

NOTE: The new setup is viewable from the Master Room Setup List.

ROOM SETUP GENERAL SETTINGS

(Resources>Room Options>Room Setup General Settings)

NOTE: The room setup general settings are universal and apply to all rooms with setup capabilities.

1. Enable Room Setup Cut-Offs to enforce a cutoff time for reservations with a setup.

Disable the feature if there are no next day/hours before a meeting setup cut-off requirements.

Select the Use Time of Day dropdown field and scroll to the cutoff time at which

a reservation must be created in order to reserve a next day reservation with

setup.

-OR-

Enter the number of Cut-off Hours Before a Meeting required to create a reser-

vation with setup.

2. Enable Show Setup is Required to force a user to make a setup type selection in

order to create a reservation. 3. Enable Allow Default Setup to select an automatic default setup for a room with

multiple setup options. The default setup is selected in room setup as well. See

Creating a New Room: Room Setup section. 4. Enable One Setup Per Day to prevent users from creating more than one setup

reservation per room, per day. The One Setup Per Day feature is for organizations

that cannot support more than one setup per room, per day.

5. Enable Hide Capacity on Setup Dialogs if the capacity of your rooms does not

change due to setup configuration. Typically, room capacity is based on the size of

the room and the number of chairs available rather than setup configuration. 6. Select Save.

CHAPTER 20: Resources - Equip- ment Options/Portable Equip- ment

Equipment types refer to generic categories of similar pieces of equipment. The equipment type is what a user will search for when creating a reservation. The industry type for an equipment search is Audio Visual (A/V). Upon reservation of A/V equipment, notifications are automatically generated to equipment support crew.

EQUIPMENT TYPES CREATE NEW EQUIPMENT TYPE

(Resources > Equipment Options > Equipment Types List)

1. Insert and enter the Equipment type name. The Equipment Type Name is the umbrella name for the generic category of similar pieces of equipment (e.g., Equip- ment type: Laptop. Equipment: Laptop#1, Laptop#2, Laptop#3.) The Equipment Type Name and Display Priority Sequence can also be edited and deleted from this page.

2. Enter the Equipment Type Display Priority Sequence in increments of 10. The priority sequence determines the order that the equipment types will appear in . The first equipment type on the list will be 10, the second 20, and so on. When equipment types are added at a later date, this sequence will allow new types to be inser- ted in the order desired without having to reconfigure the entire list. 3. Select Save.

VIEW OR MODIFY EQUIPMENT TYPE

The Equipment Type Editor Page allows an administrator to view, edit, or delete equipment types.

1. Select edit or delete next to the equipment type to modify. 2. Select Save.

EQUIPMENT GENERAL SETTINGS

(Resources > Equipment Options > Equipment General Settings)

1. Enable Equipment Edit Cut-Offs to enforce a cutoff time for reservations with equipment. Disable the feature if there are no next day/hours before a meeting

equipment cut-off requirements.

a. Select the Use Time of Day dropdown field and scroll to the cutoff time at which a reservation must be created in order to reserve a next day reservation with equipment.

-OR-

b. Enter the number of Cut-off Hours Before a Meeting required to create a reservation with equipment.

2. Enable Show Equipment Tab to make the equipment tab available to the end user. 3. Enable Show Equipment Options for Room Search. A user can view the entire list of equipment and use the feature as a search parameter. Thereafter, MP will indicate whether the equipment is fixed in the room, available for delivery or if it is not available. This feature is for the Add-in ONLY.

4. Enable Default Equipment Delivery for automatic delivery of all portable equipment reservations. If users have the option to check in/out portable equipment, disable the feature.

5. Enable Equipment Delivery Notes to allow a free-form text box for users to include additional notes and equipment instruction. The information added to the notes box is saved with the reservation and will be included in the email that is sent to the portable delivery support crew.

6. Enable Default to All and Disable Storage to allow user to reserve equipment from any storage location within the building. Equipment in storage locations on multiple floors within the same building will be available when the feature is utilized. 7. Enable Reserve Equipment By Type to allow user to search for equipment by type. Disable to view the entire list of equipment. 8. Enable Move “All” to Bottom of Industry List. (Applicable to Add-in application ONLY). From the equipment tab, the first dropdown on the equipment dropdown list is “All” to allow viewing of the entire list equipment. When “All” is moved to the bottom of the list, the search is narrowed according to Industry Type. 9. Enter the desired Equipment Tab Caption. (Add-in ONLY). The tab can be customized to fit the organization’s needs. 10. Enter the Equipment Setup Buffer Time to attach to both ends of a reservation. Equipment buffer times allow additional time before and after a reservation to make sure equipment is available when it is reserved for multiple meetings. 11. Customize the Equipment Not Found Message to meet the organization’s needs. Up to 250 characters allowed to formulate the message.

12. Customize the Policy for Reserving Equipment Without a Room message to inform users of how to create an equipment reservation without a room. Up to 1000 characters allowed to formulate the message. 13. Customize Message shown when Reservation misses the Equipment Set-up Cut- off time to inform the user of the time at which they need to create an equipment reservation before a meeting/for a next day meeting. Up to 250 characters allowed to formulate the message.

PORTABLE EQUIPMENT EQUIPMENT LIST

The Equipment List allows an administrator to view, edit, or delete portable equipment.

1. Select/enter the Building, Industry, Equipment Name, Storage Location, Equipment Type, and Equipment Serial # to search for a piece of equipment. 2. Select Search. MP will return an equipment list based on the search parameters entered.

ADD NEW PORTABLE EQUIPMENT TO STORAGE LOCATION

(Resources>Portable Equipment>New Equipment)

NOTE: Portable Equipment templates are recommended for initial portable equipment import.

EQUIPMENT EDITOR

GENERAL

(Resources>Portable Equipment>New Equipment>General)

1. Select General. 2. Select the Building from the dropdown that you wish to have access to the portable equipment. 3. Select the Storage Location associated with the building. 4. Select Audio/Visual Equipment from the Industry Type dropdown field. 5. Enter the Equipment Type. Equipment Type is the umbrella name for the generic category of similar pieces of equipment (e.g., Laptop). 6. Enter the Equipment Name. Each piece of portable equipment needs to have a unique name for tracking purposes (ie. Laptop#1, Laptop#2, Laptop#3). 7. Enter the Brand Name for tracking purposes. 8. Enter the Model Name for tracking purposes. 9. Enter the Serial Number for tracking purposes. 10. Enable Internal building reservations only if the equipment must physically stay at the organization. If equipment can be reserved and taken off-site, disable the feature.

11. Enable Check-out/check-in required if equipment is not deliverable. When the feature is enabled, a user will not be able to request delivery and no email notifications will be sent out. (Add-in Only.) 12. Select Save.

REMOVE OR MODIFY EQUIPMENT DATA

Select Clear to remove equipment data and start over.

Select View impacted Reservations to view any reservation that might be effected by the changes made if this equipment piece was modified.

TAKE EQUIPMENT OUT OF SERVICE

Equipment can be temporarily taken out of service.

1. Select equipment piece to be taken out of service from the Equipment Editor or Equipment List. 2. Enter Reason Equipment is taken out of service. 3. Enter Start Date equipment will be out of service. 4. Enter End Date equipment will be out of service. 5. Select Save.

DESCRIPTION

(Resources>Portable Equipment>New Equipment>Description)

1. Select Description. 2. Enter User Description. The user description is viewed from the Add-in ONLY. From the Add-in application, select the equipment tab, and ron ‘reserved equipment’ description. Up to 500 characters allowed to formulate the description.

3. Enter Admin Description. The admin description is viewed from the setting or in a report ONLY. Up to 500 characters allowed to formulate the admin description. 4. Select Save.

OWNERS

(Resources > Portable Equipment > New Equipment > Owners)

Pieces of equipment are assigned to owner groups for reporting purposes ONLY. Assigning equipment to owner groups will NOT affect functionality in MP; owned equipment will be accessible to users in the same manner as portable equipment that is not assigned to owners.

1. Select Owners. 2. Enter the User Group’s Name equipment will be assigned to and Search. 3. Highlight the user Group Name and Add as equipment owners. 4. Select Save.

CHAPTER 21: Resources – Cater- ers

CATERERS CATERING VENDORS

VENDOR LIST

(Resources > Caterers > Catering Vendors > Vendor List)

The catering vendor list page includes the list of internal and external catering vendors that are associated with an organization. From this page, caterers can be viewed, modified, and deleted.

CREATE INTERNAL CATERING VENDORS

(Resources>Caterers>New Caterer>General)

1. Select New Caterer. 2. Select General.

3. Select the Vendor Industry Type dropdown and select Internal Catering.

4. Enter the Vendor Name.

5. Enter the Vendor Homepage (URL) address (if applicable).

6. Select the time of day, from the Vendor reservation edit cut-off Time of Day field, at which catering edits must be submitted in order to complete a next day catering reservation. Disable if there is no cut-off time of day requirements.

—or—

Enter the number of Vendor Reservation edit Cut-off Hours Before a Meeting required in order to complete a same day catering reservation.

7. Enter the Vendor carryout menu page (URL) address (if applicable). This is typically a link to the internal caterer’s menu.

8. Enter the Sales Tax (%).

9. Select Save.

HOURS

(Resources > Caterers > New Caterer > Hours)

1. Select Hours. 2. Enter the Internal Caterer’s business hours. Up to 500 characters allowed; additional information can be included.

ADDRESSES

(Resources > Caterers > New Caterer > Addresses)

More than one address can be used.

1. Select Addresses. 2. Select the Address Type from the dropdown field. 3. Enter the Internal Caterer’s address and . 4. Select Save.

CONTACTS

(Resources>Caterers>New Caterer>Contacts)

Two contacts per internal vendor are allowed.

1. Select Contacts. 2. Select either primary or secondary from Contact Type dropdown field. 3. Enter all additional contact field information and Add. Ensure you include the catering contact email address. Notifications of internal catering orders will automatically be generated to the address entered. 4. Select Save.

SERVICED BUILDINGS

(Resources>Caterers>New Caterer>Serviced Buildings)

1. Select Serviced Buildings. 2. Highlight and Add the buildings at which the internal caterer will service. 3. Select Save.

CATERING MENU

(Resources>Caterers>New Caterer>Catering Menu)

Catering migration templates are recommended for initial menu item import. Thereafter, use the instructions provided below to add, edit, and delete catering menu items.

Food Categories can be added or deleted.

1. Select Catering Menu. 2. Select the Food Category from the dropdown.

3. Insert new catering menu items by selecting Insert New Record.

4. Enter ‘1’ if the item is available or ‘2’ if the item is not currently on the menu but will be available at a future date from the Active field. The active and inactive feature allows seasonal items to be viewed or hidden and saved for future use. 5. Enter the food Item Name. Up to 50 characters (including spaces) can be used in the field. 6. Enter the food item Description. Up to 200 characters (including spaces) can be used in the field. 7. Enter the Price of the food item. Up to 5 characters (including spaces) can be used in the field. 8. Enter the Tax Rate for the food item. 9. Select Insert and Save.

IMPORTANT: Menu items must be within the allowable character limits described in order to be stored in MP.

CREATE EXTERNAL CATERING VENDORS

(Resources>Caterers >New Caterer)

1. Select New Caterer. 2. Select General. 3. Select the Vendor Industry Type dropdown and select Catering. 4. Enter the External Vendor Name. 5. Enter the External Vendor Homepage (URL) address.

NOTE: Remaining fields from the general tab are not applicable for external catering.

HOURS, ADDRESSES, CONTACTS, AND CATERING MENU

(Resources>Caterers>NewCaterer>Hours/Addresses/Contacts/Catering Menu)

The fields from these pages can be used to store external vendor information and can be captured in a report but will not be viewable to the end user or provide any functionality when using MP. External catering orders must be arranged with the external vendor.

SERVICED BUILDINGS

(Resources>Caterers>New Caterer>Serviced Buildings)

1. Highlight and Add the buildings at which the external caterer will service. 2. Select Save.

CATERING GENERAL SETTINGS

(Resources>Caterers> Catering General Settings)

1. Enable Catering to make the catering tab available to the end user. 2. Enable Show all Rooms in Catering Work Orders for reporting purposes ONLY. The feature will NOT affect functionality in MP. 3. Enable Catering Instructions Required to force an end user to include catering instructions with the catering reservation. 4. Enable Additional Email Field on Catering Order Page to allow a second email contact field in MP. When the feature is enabled, an email catering order notification will be sent to both internal catering contact addresses provided. 5. Use Vendor Sequence formatting for Tracking Numbers to allow MP to automatically create sequential tracking numbers by caterer (e.g., Caterer A will have tracking numbers: A0001, A0002, etc.; Caterer B will have B0001, B0002, etc.).

IMPORTANT: The Enable Extra Catering Field is a legacy setting. Please disable.

6. Enable Prepopulate Catering Delivery Information to populate the catering instructions (in the email confirmation sent) when a user makes a catering order. The data populated will include all reservation information attached to the reservation (e.g., Rooms, equipment, etc.). 7. Customize the Catering Tab Caption (e.g., Catering and Services). 8. Customize the Catering Instructions Label.

IMPORTANT: The Label for First, Second and Third Extra Catering Fields are legacy fields. Please disable.

9. Enter the Catering Payment Policy for end users to view when creating a catering reservation in the Add-in application ONLY. Up to 250 character allowed. 10. Select Save.

CHAPTER 22: Resources – Video- conference

VIDEOCONFERENCE GENERAL SETTINGS

(Resources>Videoconferencing)

NOTE: Rooms with videoconferencing can be identified when using the Room and Equipment template.

1. Enable Video Conferencing if it is available at the organization. 2. Enable Videoconference Presenter Required to force the user to identify the videoconference presenter in order to create the reservation. 3. Enable Prompt User if Room is VC Capable in the Add-in ONLY. Rooms that support videoconferencing are identified with a videoconferencing icon from the room dropdown menu in the Web Scheduler application.

4. Enable One VC per Room per Day to limit VC use to one per applicable room per day. This setting is dependent on whether an organization can support more than one VC reservation per room per day. 5. Enable Show Additional VC Information to view additional information (e.g., phone numbers, billing codes, etc.). 6. Name the VC Call Receiver (e.g., Attendee). 7. Name the VC Call Presenter (e.g., Presenter). An email is automatically generated and sent to the Presenter. 8. Enter the Minimum # of Rooms Required for Video Conference. The minimum number must be 1 or greater. 9. Enter the Maximum # of Rooms for Video Conference Bridging. We recommend 4 or greater. The organization can identify the maximum number of rooms that can be reserved with a videoconference reservation. 10. Enter the description or instructions for bridging conference rooms in Video- conference Rooms for Bridging Description. Identifying the maximum number of videoconference rooms determines whether the room is considered bridging.

CHAPTER 23: Application - Users & Groups

USERS & GROUPS

(Application > Users & Groups)

All Users are typically imported into MP upon Active Directory installation.

All user and group specific settings (security permission) are identified in Groups: Security section.

USERS CREATING A NEW USER

(Application>Users & Groups > Users>New User)

1. Enter the user’s Login. The login is the user’s Windows logon name. It should not be domain qualified. It should be the same as the account name as it is listed in the Active Directory. 2. Enter the user’s Email address. The user’s email address will be used to notify a user of items such as work request confirmation, and user profile verification.

3. Enter the user’s Display/First/Last Name, and Phone Number in the associated fields. 4. Enter a Tag(s) to the user’s profile as a means to identify the user. A tag can be used as a search criteria in a report (e.g., finance dept). 5. Select the Building field and choose the location from which the individual will typically create reservations. The building will automatically default when creating a reservation. 6. Enter the Reservation Horizon Override if the number of days in advance a user can create a reservation is different than the global setting. 7. Enable Can Reserve On Behalf of Other Users to allow a user to create delegate reservations. 8. Click on the “X’ next to the user group(s) of which the user should associate. All users default as normal end users upon active directory installation. The icon will appear to indicate that the user is a member of the group. Individuals are assigned to user groups according to the security permissions granted.

NOTE: Security permissions are accumulative. A user will have access to all of the pages assigned to them in each of the groups they are associated with (even if the pages differ).

ICON USER GROUP

Not a Member of User Group

ICON USER GROUP

Member of User Group

Administrator of User Group

9. Select Save.

CREATING A PUBLIC/DEFAULT USER PROFILE

(Application > Users & Groups > Users > New User)

A public/default profile user must be set up to utilize the Public Mode feature in MP. In this configuration, users will be logged in under the public profile created.

CREATING A SUBMIT A REQUEST PROFILE

(Application>Users & Groups > Users>New User)

A Submit a Request profile user must be set up to utilize the Public Submit a Request feature in MP. In this configuration, users will be logged in under the Submit a Request profile created.

MODIFYING A USER’S PROFILE

(Application>Users & Groups > Users)

EDIT A USER’S PROFILE

1. Enter the first few letter of the user’s name and Search. Select the user’s name to pull up their user profile. All of the user’s fields can be updated. 2. Select Save.

DELETING A USER'S PROFILE

1. Enter the first few letter of the user’s name and Search. Select the user’s name to pull up their user profile. 2. Select Delete.

3. Select OK from pop up message to confirm that you want to delete the user profile from MP.

NOTE: If the user has existing reservations, MP will force you to reassign the meetings to another user.

GROUPS

Upon installation, all users are granted basic reservation rights by default when MP is installed. This means that all normal users have access to the Outlook Add-in but not the Web Scheduler. If there are users that need access to the Web Scheduler calendar, configuration/setup menu, reports, etc., additional user groups must be created to include application items (security permissions) to permit such access.

PRIVATE AND RESTRICTED GROUPS

Organizations that utilize Private and Restricted Rooms need to add room owners to the groups in order for the feature to carryout its function in MP.

Private room group owners are given exclusive access to the identified private room (s) and are the only users that can book the room(s). End users cannot request private room usage.

Restricted room group owners are able to reserve the identified restricted room(s) without prior approval. End users can request restricted room usage, however, an assigned administrator of the restricted room group will need to approve or deny the reservation request.

PUBLIC MODE USER GROUP

A Public Mode user group must be created to utilize the Public Mode feature in the Web Scheduler ONLY.

SUBMIT A REQUEST USER GROUP

A Submit a Request user group must be created to utilize the request form feature in the Web Scheduler ONLY.

CREATING A NEW USER GROUP

(Application > Users & Groups > Groups > New User Group)

INDIVIDUALS

1. Select Individual. 2. Enter the name of the new group in the Group Name field. 3. Enter the (full or first few characters of) Login ID/First/Last Name of the individual to include in the group. 4. Select Search and click to highlight the user’s name when it appears. 5. Select Add and Save.

6. Repeat steps 3 through 5 above until all desired users are added to the group. 7. Select Save.

ASSIGN AN ADMINISTRATOR OF THE RESTRICTED ROOM GROUP

An administrator must be assigned to the Restricted Room Group. They are the individual who will approve and deny end user restricted room requests.

1. Select individuals. 2. Select to highlight the individual from the ‘Current Individuals’ box. 3. Select Toogle Admin Role to assign the individual the Administrator role for the group. The Administrator of the Restricted Group will receive restricted room requests. It will be the Administrator’s responsibility to approve and deny requests. Once approved or denied, a notification will automatically be generated to the requester.

CLIENT GROUPS

IMPORTANT: Legacy tab in Meeting Planner and should be ignored.

ROOMS

The rooms tab will provide a list of the rooms that are owned by the group.

NOTE: Owners are assigned to rooms through the Room Editor.

EQUIPMENT

SECURITY

The application items (security permissions) added to a group will determine the access the users of the group will have in MP.

1. Select Security. 2. Select the Reservation main page dropdown field for the list of application items (security permissions). 3. Select to highlight, and Add the ‘Application Item’ (security permissions) to the identified group. 4. Repeat step 2 above until all necessary application items for the group have been added. 5. Select Save.

EDIT A USER GROUP

(Application > Users & Groups > Groups)

1. Select the group name to edit. 2. Make edits.

ADD/REMOVE AN INDIVIDUAL FROM THE GROUP:

1. Edit the Admin role.

2. Highlight the user in the “Current Individuals” window and select Toggle Admin Role to identify the user as the administrator of the group or to change them from Administrator back to a Normal user again. This can also be done through the ‘User Editor’ page and by selecting the associated icons.

ADD/REMOVE APPLICATION ITEMS FROM THE SECURITY TAB:

1. To Add/Remove application items, highlight the items and select Add or Remove. 2. Select Save.

DELETE A USER GROUP

(Application > Users & Groups > Groups)

1. Select Delete next to the User Group to remove from MP. 2. Select OK from pop up message to confirm that you want to delete the group profile from MP. 3. Select Save.

USER GENERAL SETTINGS

(Application>Users & Groups>User General Settings)

The user general settings apply to all users in both the Add-in and the Web Scheduler applications.

1. Enter the Default time Zone from the dropdown field. 2. Enter the Default Business Hours Start and End time from the dropdown fields. 3. Enter the Default Billing Code if applicable. The default billing code will automatically default unless the user enters a different code when creating a reservation.

CHAPTER 24: Application - Email Templates

(Application > Email Templates)

This section includes the HTML templates and keywords for all automated emails in Meeting Planner.

IMPORTANT: Remember to Save once all template information is entered.

1. Enter the SMTP Server address. The SMTP server has, most likely, already been set by the IT department during the product installation. 2. Enter the MeetingPlanner@(your server).com From Address field. The “from” address, will be the address any emails generated by MP will be from. The email address does not need to exist within your organization.

RESTRICTED ROOM REQUEST TEMPLATE

The template is used to create the email sent to all room owner administrators when a “normal” end user requests a restricted room reservation.

3. Identify and select, from the dropdown field either the Owner or Delegate to receive a copy of the restricted room request. The administrator of the restricted room will

also receive the room request. In order to carryout this feature in MP, owners are named administrators of the restricted group. See Assigning an Administrator of the Restricted Room Group. Once they receive restricted room requests, they are required to either approve or deny the restricted room reservation. At which time, the requester will be notified. 4. Enter the email subject, body, and operation messages.

RESTRICTED ROOM RESPONSE TEMPLATE

The template is used to create the email sent to the “normal” end user who requested the restricted room reservation.

5. Identify and select, from the dropdown field, either the Owner or Delegate user to receive the restricted room response.

6. Enter the email subject, body, and operation messages. Use the list of available keywords as needed.

ROOM SETUP WORK REQUEST TEMPLATE

The template is used to create the email sent to the designated room setup contact and either the Owner or Delegate when a room setup is reserved, updated, or deleted.

7. Identify and select, from the dropdown field, either the Owner or Delegate to receive a copy of the work request. The “To” email address is set for each room: see Hierarchy > Locations&Rooms >(select room) > Email to be notified of room work requests.

8. Enter the email subject, body, and operation messages. Use the list of available keywords as needed.

EQUIPMENT DELIVERY WORK REQUEST TEMPLATE

The template is used to create the email sent to the designated portable equipment delivery contact and either the Owner or Delegate when portable equipment is reserved, updated, or deleted.

9. Identify and select, from the dropdown field, either the Owner or Delegate to receive a copy of the equipment delivery work request. The “To” email address is set for each room: Equipment Storage > (select storage location) > Contact > Email. 10. Enter the email subject, body, and operation messages. Use the list of available keywords as needed.

CATERING WORK REQUEST TEMPLATE

The template is used to create the email sent to the designated catering contact and either the owner or delegate when an order is placed, updated, or deleted.

11. Identify and select, from the dropdown field, either the owner or delegate to receive a copy of the catering order. The “To” email address is set for each caterer at: Resources>Caterers >(select catering vendor)>contacts>email. 12. Enter the email subject, body, and operation messages. Use the list of available keywords as needed.

VIDEOCONFERENCE WORK REQUEST

The template is used to create the email sent to either the owner or delegate when videoconferencing is reserved, updated, or deleted.

13. Identify and select, from the dropdown field, either the owner or delegate to receive a copy of the videoconference reservation. The “To” email address for videoconferencing is set for each room at: see Hierarchy>Locations&Rooms>(select room)> Email to be notified of room video conference work requests. 14. Enter the email subject, body, and operation messages. Use the list of available keywords as needed.

REQUEST FORM TEMPLATE

The template is used when a user requests a room via the “request form.”

15. Enter the email contact address of the designated administrator responsible for general room requests. 16. Enter the email subject, body, and operation messages. Use the list of available keywords as needed.

CHAPTER 25: Reservation Attrib- utes

(Application > Reservation Attributes > Request Form Fields)

REQUEST FORM FIELDS

The request form will allow a user, with restricted MP access, to request a resource reservation. An administrator will be assigned to accept or deny such requests. It is up to the organization to inform the requestor of the status of their requested reservation.

A user profile and group to include the ‘create request’ application item (security permission) will need to be created. Users who utilize the request form will need to be associated with the group.

Customize and enable the request form fields to collect the necessary information from the requester.

BILLING CODES

1. Enable Show Billing Information to view field from the reservation page. 2. Enable Billing Information Required to force a user to enter a billing code in order to create a reservation. 3. Enable Validate Billing Information to verify billing codes. When utilizing the feature, MP will only allow reservations to be made when a preapproved billing code has been entered. Billing codes must be entered via a script or in #4 below in order for MP to carryout the billing validation function. 4. Add Valid Billing Codes. A list of billing codes must be provided, via a support ticket, to utilize this feature or they can manually be entered. (Billing codes can be provided using an excel worksheet, word doc, etc.) 5. Select Save.

ACTIVITY CODES

Activity Codes can be customized and used to collect additional meeting information. A list of activity codes must be provided, via a support ticket, to utilize this feature or they can manually be entered. Activity codes can be scripted by the EmergingSoft support team and returned for import. (Activity code lists can be provided using an excel worksheet, Word doc, etc.)

1. Enable Select Default Activity to identify the activity code MP will automatically default to. When default activity is enabled, MP will automatically populate the field with the first activity choice on the list (e.g., if Activity Code choices are: 1111, 2222, 3333, the default will be 1111 as it is the first option listed). 2. Enable Mandatory Code Selection to automatically populate a default code if the user does not make an activity code selection. 3. Name Activity Code 1 field and Enable the setting to view and utilize the field from the MP Reservation window. The Required field will automatically become enabled when Mandatory Code Selection is utilized.

4. Repeat steps 1 – 3 above to utilize additional Activity Code fields. 5. Select Save.

CLIENT MATTER

The client matter feature includes two related dropdown boxes. The selection made in the first dropdown will determine the options that are available in the second dropdown. A list of client matter data must be provided via the template and a support ticket, to utilize this feature or they can manually be entered.

1. Enable Use Partial C/M Client Search to allow partial search capabilities. Partial search allows a user to enter the first few characters of their search and MP will return the selection accordingly.

2. Enable the setting to view the field from the MP ‘Reservation Manager” window. Has been a

3. Enable Required to force MP to default the first set of data from the Client data list unless: a) the user makes a different selection, or b) a billing code is included in

the user’s profile.

4. Name the Client field (e.g., Dept).

5. Name the Matter field (e.g., Code).

6. Enter the Available Values and Add.

7. Select Save.

CUSTOM FIELDS

The custom field feature is used to capture additional reservation data.

1. Enable Used, to view and use the field from the ‘Manager Reservation’ window. 2. Enable Required to force a user to enter data in the field in order to complete the reservation. 3. Enter the Label field name. 4. Include a Default field name that MP will automatically default to if the user bypasses field entry. Default entry needs to be made regardless if the field is set to required in number 2 above.

5. Repeat steps 1-4 above to utilize the remaining custom fields available.

6. Select Save.

CHAPTER 26: Application Code Tables

(Application>Code Tables)

Activity Code, Food Item Types, Industry Types, Room Custom Fields, and Room Status Text, and Room Status Color can be modified in Code Tables. Code tables allow organizations to customize the dropdown selection available to users.

IMPORTANT: Utilize code tables to modify Activity Code, Food Item Types, Industry Types, Room Custom Fields, and Room Status Text, and Room Status Color ONLY.

ADD/EDIT/DELETE ACTIVITY CODES

(Application>Code Tables>Activity Codes)

1. Select Activity Code from the Code Table dropdown. 2. Select Insert New Record to add a new Item Description (Activity Code) to the Activity Code dropdown Menu.

3. Enter an Item Value. All Item Values must have a unique single or double code; duplicate item values cannot be used. Select Edit to modify the Item Value.

IMPORTANT: Changing the item value will disassociate all previous reservations associated with that item value.

4. Enter the Item Description. The item description will include the activity code dropdown options. 5. Select Edit or Delete to modify the item description. 6. The Item Comments field is typically used to color code meetings (e.g., #E1F502). 7. Use color picker and enter activity color in Item Comments field. Meetings will be color coded on Web Scheduler calendar ONLY.

NOTE: A maximum of 2 colors can be assigned to 2 activity code fields. Col- ors assigned to Activity Code 1 will color code the body of the reservation. Col- ors assigned to Activity Code 2 will color code the bar above the reservation.

8. Select Insert again to add and save the new Item Description (Activity Code).

NOTE: Item Descriptions (Activity Codes) are displayed from the dropdown activity field of the ‘Reservation Manager’ window in the order that they are listed in the table.

View of Code Table Activity Code Setting Page

View of Activity Code dropdown selection from Web Scheduler ‘Reservation Manager’ window

View of Color Coded Activity Codes from Web Scheduler calendar

ADD/EDIT/DELETE FOOD ITEM TYPES

(Application>Code Tables>Food Item Types)

9. Select Food Item Types from the Code Table dropdown. 10. Select Insert New Record to add a new Item Description (category) to the Internal Catering dropdown Menu. 11. Enter an Item Value. All Item Values must have a unique single or double code; duplicate item values cannot be used. Select Edit to modify the Item Value.

IMPORTANT: Changing the item value will disassociate all previous reservations associated with that item value.

12. Enter the Item Description. The item description will be a category that houses similar menu items (e.g., Beverages). Select Edit or Delete to modify the item description.

NOTE: Item Descriptions (Food Item Type categories) are displayed in order according to the item value entered. Food Item Descriptions with value item “A” will be displayed first, “B” second, etc. from the dropdown menu of the MeetingPlanner reservation page.

View of Code Table Food Item Types Setting Page

View of Food Item Types dropdown menu from Web Scheduler ‘Reservation Manager’ window

View of Food Item Types dropdown menu from Add-in ‘Reservation Manager’ window

13. Select Insert again to add and save new Item Description (category).

NOTE: Comments field is a Food Items Types legacy setting.

ADD/EDIT/DELETE INDUSTRY TYPES

(Application>Code Tables>Industry Types)

IMPORTANT: Industry Types are viewed in Add-in application ONLY.

Do not delete A/V equipment type. Industry type is used as a MP search parameter (typically for portable equipment). Automatic emails are generated from this field as well.

1. Select Industry Types from the Code Table dropdown. 2. Select Insert New Record to add a new Item Description (category) to the Industry Types dropdown Menu. 3. Select Edit or Delete to modify the item description. 4. Enter an Item Value. All Item Values must have a unique single or double code; duplicate item values cannot be used. Select Edit to modify the Item Value.

IMPORTANT: Changing the item value will disassociate all previous reservations associated with that item value.

5. Enter the Item Description. The item description will be a category that houses similar items. 6. Select Edit to modify the item description.

NOTE: Item Descriptions (categories) are displayed in order according to the item value entered. Item Descriptions with value item “A” will be displayed first, “B” second, etc. from the dropdown menu of the MP Reservation window.

7. Select Insert again to add and save new Item Description (category).

NOTE: Comments field is an Industry Type legacy setting.

View of Code Table Industry Types Setting Page

View of Industry Types dropdown from Add-in

ADD/EDIT ROOM CUSTOM FIELDS

(Application>Code Tables>Room Custom Fields)

IMPORTANT: Custom Fields are viewed in Add-in application ONLY.

1. Select Room Custom Fields from the Code Table dropdown. 2. Select Insert New Record to add a new Item Description (category) to the Room Custom Fields dropdown Menu. 3. Enter an Item Value. All Item Values must have a unique alpha and/or numeric code; duplicate item values cannot be used. Select Edit to modify the Item Value.

IMPORTANT: Changing the item value will disassociate all previous reservations associated with that item value.

4. Enter the Item Description. 5. Select Edit or Delete to modify the item description.

6. Select Insert again to add and save new Item Description (category).

NOTE: Room custom fields can be added to each room. See Room Custom Fields. Once the fields are added, they can be viewed from Room Details in the Add-in application.

View of Custom Fields in Add-in

ADD/EDIT ROOM STATUS

(Application>Code Tables>Room Status Color)

To utilize the Room Status feature, enable room status from each room.

ROOM STATUS TEXT

(Application>Code Tables>Room Status Text)

1. Select Room Status Text from the Code Table dropdown. 2. Select Insert to add a new Item to the Room Status dropdown Menu. 3. Enter an Item Value. All Item Values must have a unique alpha and/or numeric code; duplicate item values cannot be used. Select Edit to modify the Item Value.

IMPORTANT: Changing the item value will disassociate all previous reservations associated with that item value.

4. Enter the Item Description. 5. Select Insert to save.

ROOM STATUS COLOR

(Application>Code Tables>Room Status Color)

1. Select Room Status Color from the Code Table dropdown. 2. Select Insert and enter the same Item Value as entered in Room Status Text. The Text and Color are connected via a common Item Value. 3. Enter the desired hex color in the Item Description (e.g., #BOBBE7; hex color chosen from color picker). 4. Select Insert to save.

CHAPTER 27: Integrations

EWS

(Application>Integrations>EWS)

The setting allows the Web Scheduler to integrate with Exchange Web Ser- vices. In other words, this feature allows Web Scheduler reservations to synchronize to user’s Outlook calendars.

Outlook calendars synchronize to the Web Scheduler with or without the EWS feature.

1. Enter the EWS URL provided upon installation (e.g., https//exchange.acme.com/ews/exchange.asmx). 2. Enter the EWS Service Account provided upon installation. (Please see the IT support member from your organization that installed EWS for service account information.) 3. Enter the EWS Service Account Domain. 4. Enter the EWS Service Account Password. (Please see the IT support member from your organization that installed EWS for service account password.) 5. Enable Ignore SSL Errors. When the EmergingSoft service connects to EWS, a basic certificate review is completed. If there are issues with the certificate (preventing the service from running), but are acceptable to the organization, the

ignore SSL errors option should be enabled. If enabled, the EmergingSoft service will ignore the errors. 6. Enable Set Reservation Notes as Body Text in Appointment. This overwrites any previous text in the appointment. 7. Select Save.

COMMSCOPE, MEETINGPLACE, MEETMELINES, TANDBERG, LATITUDE, VYOPTA, BT ENGAGE

(Application>Integrations> Comm- scope/MeetingPlace/MeetMeLines/Tandberg/Latitude, Vyopta/BT Engage)

Enable and complete the field settings from the applicable Integration pages.

Please contact the integration product owner for additional information.

IMPORTANT: Remember to Save after completing each integration page.

CHAPTER 28: Core Con- figuration - Global Settings

GLOBAL SETTINGS

(Application>Core Configuration>Global Settings)

The settings that affect general business rules in both the Add-in and the Web Scheduler applications.

1. Select the desired Location Format from the dropdown fields. The location format determines the order in which the room will be reserved (e.g., if the room is reserved according to “Building, Room”—as recommended—the Location field in the Outlook, and ‘Reserved Rooms Resource’ window in the Add-in will be populated as shown below).

Outlook View

Add-in View

2. Select the Server Date/Time Format from the dropdown field. The date and time format imported during Active Directory Synchronization. 3. Enter the Help URL. This is typically an internal documentation page where users access guides or help videos. 4. Enter the Reporting URL from the SSRS installation. Once SQL reporting services are setup, the reporting URL is provided (e.g., http://TEGOKU:80/Reports). 5. Enter the Maximum Number of Days into the Future for a Reservation. The number entered will determine how many days in advance a reservation can be booked. MP allows a maximum of 999 days.

NOTE: The maximum number of days individual user’s create a reservation can be customized from the User Editor page.

CHAPTER 29: Core Con- figuration - Web Settings

WEB SETTINGS

(Application>Core Configuration>Web Settings)

The settings that affect general business rules and formatting options in the Web Scheduler ONLY.

1. Customize the name of the Primary Resource Type Singular (e.g., Room). The primary resource type identifies the name of the main resource reflected from the ‘Reservation Manager’ page and messages.

2. Enter the Primary Resource Type Plural (e.g., Rooms). The plural form of the primary resource type is reflected in pop up messages when applicable.

3. Select either 12 or 24 (military time) from the Hour format dropdown field. The hour format allows a user to toggle between either 12-hour or 24-hour formatting within the single day view of the calendar interface.

NOTE: The ‘Reservation Manager’ window will adhere to the computer’s/browser’s localization settings.

IMPORTANT: An IIS reset is necessary to view immediate Hour Format setting changes.

4. Select the Daily View Sort By from the dropdown. The feature organizes the rooms on the calendar by either building or building and floor. Building and floor is applicable ONLY if buildings have floors in MP.

5. Enter the Public/Default User Profile (if applicable to your organization). The default profile will be used creating a Public/Default User Creating a Public/De- fault User Group. 6. Enter the Refresh Interval in seconds to identify the interval at which Web Sched- uler will refresh the display. Enter 0 to disable the function. (Beta) The Web Scheduler can be setup to refresh on a regular interval. This will allow room statuses and reservations to be refreshed every X seconds. 7. Enable Public Meeting Mode to allow public view of the Web Scheduler calendar. By enabling Public Meeting Mode, a checkbox within the ‘Reservation Manager’

window will appear allowing users to make a reservation public. All public reservations are displayed on the public Web Scheduler site.

8. Enable Show Capacity in Daily View to view room capacity from the Web Sched- uler calendar.

9. Enable Show Notes. The notes box is a free form text box available so that a user can include additional information with their reservation. Information from the note box is saved with the reservation, accessible via reports, and email notifications.

10. Enable Require Subject. This will force the user to include the subject of the meeting in order to complete the reservation.

11. Enable ‘Invitees’ Functionality on Reservation Form to enable the attendees field in the ‘Reservation Manager’ window.

12. Enable User Availability Search to view a user’s availability from the Web Sched- uler calendar.

NOTE: (Beta) This setting allows users to search Exchange, via EWS, for user calendar information.

13. Select Save.

WEB THEME

(Application>Core Configuration>Web Theme)

Utilize the theme color fields to customize the color scheme of the calendar and types of reservations. (Select colors from a source such as colorpicker.) All colors must be entered in hex format (e.g., #990000).

1. Upload a Logo or Choose File for selection. (Utilize .png files only.) Logos will appear in the top, left corner of the main page / banner.

2. Customize the Page Header Color.

3. Customize the Calendar Color. The calendar color is the cell color of the calendar headers.

4. Customize the Calendar Text Color.

5. Customize the Cell Color (Business Hours).

6. Customize the Cell Color (Non-Business Hours). Business hours are determined by the current user’s business hours in MP. See User General Settings.

7. Customize the Event Color (default); the body of the reservation on the calendar. The event color is the default color. Although, the color can also be modified based on the selection a user makes for Activity Code #1.

8. Customize the Event Header Color (Default); the line that borders the top of the reservation on the calendar. The event header color is the default color. Although, the color can be modified based on the selection a user makes for Activity Code #2.

9. Customize the Event Text Color; the body of the reservation on the calendar. The text color for a displayed reservation.

10. Customize the Restricted Room Color. The default behavior will be changed if Room Statuses are enabled. In that case, this “cell” will contain the color of the

current status, and clicking on the “cell” will open a dropdown to change the status.

11. Select Save.

CHAPTER 30: Core Con- figuration - Universal Schedules (Room Groups)

(Application>Core Configuration>Universal Schedules)

Universal Schedules are identife.gd rooms that are grouped together and displayed from the calendar for users to reserve from. The purpose of Universal Schedules is so that groups of rooms can be handpicked to fit the needs of schedulers (ie. a universal schedule may be created to consist of rooms located in the west wing of a building. A second schedule may be created and consist of rooms located on the east wing). This is a way to simplify scheduling and narrow down room searches for users.

NOTE: Universal Schedules will be made available to all users accessing the Web Scheduler and Add in. Users will also be able to create their own “Room Groups” from their desktop (as described in the Web Scheduler User Guide). Room Groups created from a desktop are available to individual users ONLY.

CREATE UNIVERSAL SCHEDULES (ROOM GROUPS)

1. Select Add Schedule. 2. Title the Universal Schedule group in the Schedule Name field. 3. Select the desired Building from the dropdown field. Select either:

Desired rooms and Add, or Add All to select the entire list of rooms.

NOTE: The rooms selected appear in the panel on the right once they have been added to the new Universal Schedule group.

4. Select Save.

CHAPTER 31: Core Con- figuration - Forms Authentication

(Application>Core Configuration>Forms Authentication)

The Forms Authentication settings will only affect the Web Scheduler if Forms Authentication is being used (as setup in IIS) to allow users to login using their windows credentials without having to connect via VPN.

1. Enable Provide ‘Keep me signed in’ option to allow users to extend their authentication timeout. 2. Select the Authentication Back-end from the dropdown field. 3. Select Save.

CHAPTER 32: Core Con- figuration – Attachments

(Application>Core Configuration>Attachments)

1. Enable File Attachments to allow the addition of attachments. 2. Enable Equipment, Facility, and/or Catering Personnel to identify the personnel allowed to view the attachments. 3. Enable Reservation Owner Can Restrict Viewing to allow owner to restrict users from viewing attachment. 4. Identify the Storage Space Allowed on the server. 5. Identify the Maximum Attachment Size allowed. Identify the maximum size for an attachment. 6. Enter the Storage Directory file address at which the attachments will be stored (e.g., C:\Temp\Attachment). It is recommended that the temporary directory on the server is used for attachment storage.) 7. Select Save.

CHAPTER 33: Core Con- figuration - Outlook Add-in

OUTLOOK ADD-IN

(Application>Core Configuration>Outlook Add-in)

Settings in this section will affect the Outlook Add-in application of MP Only.

NOTE: To immediately view the setting changes to the Add-in, clear the MP Cache, close, and reopen the MP application.

1. Enable Show Availability Tab to allow the end user to view attendee and room free/busy time.

2. Enable Show Summary Tab to allow end user to view all resource reservations attached to a reservation.

3. Enable Show User Preferences to Users to allow end users to change their user preferences from the Add-in. User preference capabilities will allow end users to customize a limited amount of settings at their desktop only. The Reservation ID is used as a means to track a reservation.

4. Disable Reservation Date/Time Editing so that such changes are made in Outlook rather than from the Add-in application.

5. Enable Quick Reserve to allow the user to search between multiple rooms and create reservations from the ‘Availability’ window.

6. Enable Include Res ID in Appointment Body if desired.

7. Enable Show Subject on Room Group Schedule if desired.

8. Enable Delete Reservation Without User Prompt if desired. We recommend disabling this feature until users become familiar with MP.

9. Enable Allow Users to Modify Reservations with Restricted Resources if desired. If enabled, users can edit the approved restricted room reservation without having to get a second approval.

10. Enable Ignore Connection Failures. We recommend enabling this feature if you are moving around within the office and are getting connection failure messages. This feature does not function off-site.

11. Customize Meeting Planner Option Button Caption if desired.

12. Customize Summary Tab if desired.

13. Customize the Availability Tab Caption if desired.

14. Customize Cost Center Label if desired.

15. Customize Electroplating Reservation Button Caption if desired (e.g., Company Name).

16. Remind user of reservation within an identified number of (days). Enter "0" to disable this feature. 17. Select Save.

OUTLOOK ADD-IN: VISITORS

(Application>Core Configuration>Outlook Add-in: Visitors)

1. Enable Visitor Tab to capture additional information. The visitor tab can be renamed (#3 below) and the field can be used to collect additional data.

2. Enable Email Field Mandatory in Visitor Tab to force the user to include contact information in order to complete the reservation. The used and required field from Rooms: Custom Fields must be enabled. No default should be entered or custom label in order for the functionality of this feature to carryout in the Add-in.

3. Customize the Visitor Tab Caption if desired.

4. Select Save.

OUTLOOK ADD-IN: TELECONFERENCING

(Application>Core Configuration>Outlook Add-in: Teleconferencing)

1. Enable Teleconferencing if applicable. 2. Enable Show Conference Code and leader PIN in Email Subject if desired. 3. Customize the Teleconference Tab Caption. 4. Select Save.

CLEAR MEETING PLANNER CACHE

Clear Meeting Planner Cache to view immediate changes when an Add-in application setting has been changed.

1. Select User Preferences from the top right corner of your Outlook calendar homepage.

2. Enable Clear Meeting Planner Cache.

3. Select Save & Close.

4. Close and reopen Outlook to see immediate setting changes.

CHAPTER 34: Meeting Planner User Guide

MeetingPlanner simplifies room and resource scheduling with its interactive interface. It is used in conjunction with Microsoft Outlook/Exchange as a stand- alone application and with MeetingPlanner Web Scheduler. It allows users to reserve rooms, catering, equipment, setup, videoconferencing and more. Noti- fications for reservation requests are automatically generated to facility support crews, and meetings synch to Microsoft Outlook and all other MeetingPlanner applications (ie. Web Scheduler, FloorPlanner, Digital Signs and Software).

CHAPTER 35: Quick Reserve/Features

Use “Quick Reserve” to reserve catering or equipment without a room. The feature is a short-cut to the ‘MeetingPlanner for Outlook’ room and resource reservation window as well.

OTHER FEATURES

The Pending Request feature allows designated room owners to deny or accept rooms requested by end users Enter room name and search from the ‘MeetingPlanner for Outlook’ reservation window to quickly find a room Manage to add resources to a reservation or for a summary of all resources attached to a reservation Down button to select the reservation to modify when multiple rooms and/or resources are reserved X to delete an entire reservation (to include the room and all resources)

Load Recent to populate the search parameter data entered from the last reservation created Reset to clear the search parameter data entered Search from the ‘Manage’ window of an existing reservation to view and reserve additional available rooms Cancel to release a resource reservation at any time. (Subject, date, and time will remain populated.) Color Coding

Once a reservation is created, the color of the reservation window will change depending on the resource reserved:

Room reservations are green Equipment reservation are purple Catering reservation are orange

CHAPTER 36: Create A Meeting

CREATE MEETING IN MICROSOFT OUTLOOK

Create a meeting from the Outlook Calendar to include:

Meeting date/time

Drag and drop meeting dates and times in Outlook to modify a reservation. MeetingPlanner will automatically update.

Subject Attendees

Use Scheduling Assistant in Outlook to view attendee availability.

A recurring pattern Notes

Note: Leave the Location field blank; once a room is reserved using Meet- ingPlanner, the field will automatically populate with the location information.

ACCESS AND VIEW

Open MeetingPlanner by launching the New Reservation tool from the Outlook Calendar.

ROOM SEARCH PARAMETERS

MeetingPlanner allows users to search for rooms according to Hierarchy, Num- ber of Attendees, In-Room Equipment (fixed equipment), and Work Requests (room setup, ie: videoconferencing).

Note: At a glance, the green bar (in each room window) is a visual indicator of the amount of attributes available in response to the data entered in the search parameters.

SELECT HIERARCHY LOCATION FROM ‘SEARCH’ WINDOW

1. Enable the desired hierarchy location from the ‘Search’ window.

Click on the arrows, next to each location, to narrow the search and view the hierarchy tree.

ENTER THE NUMBER OF ATTENDEES

2. Enter the Number of Attendees to include in the room search if the number

exceeds the attendees invited from Outlook.

MeetingPlanner will default the number of attendees invited from Outlook +1 to include the reservation owner. A different number of attendees can be entered from the MeetingPlanner application. Any room capacity conflicts will be indicated in red text in the ‘Room’ window but will not prevent a user from reserving the room.

SELECT IN-ROOM EQUIPMENT

3. Use the scroll bar and next to the desired in-room equipment to include in the

room search.

In-room equipment that is not available is indicated in red text in the ‘Room’ window. Such equipment can be requested as portable equipment using the equipment tab in the identified room.

SELECT WORK REQUEST

1. Use the scroll bar and next to the desired setup (ie. conference, u-shape, video-

conference) to include in the room search.

Setup that is not available is indicated in red text. Alternate setup options (if available) can be requested using the setup or VC tab in the ‘Room’ window.

Reservation Window

Note: If multiple setups are selected from the ‘Work Request’ window, MeetingPlanner may return rooms with multiple setup options. Once

reserved, MeetingPlanner will automatically default the setup according to its order in the setup list.

Example of ‘Work Requests’ list and search

If both conference and square are selected as a search parameter and are available in the room, MeetingPlanner will assign the conference room setup to the reservation because it is ordered before square in the list of options

VIEW AVAILABLE ROOMS

Once all search parameter data is entered, use the scroll bar on the right side of the ‘Reservation’ window to view the available rooms.

View room description by clicking on any of the room names. Reservations can be made from the ‘Room Description’ window as well.

ROOM DESCRIPTION

SETUP AND VC TABS

Setup and Videoconferencing can also be added to the reservation using the associated tabs from the ‘Room’ window. The tabs must be used prior to reserving the room in order to make such arrangements.

ADD SETUP USING TAB

1. Select the Setup tab and view the available setup types.

The setup tab only appears if setup is available in the chosen room. Setup must be chosen before reserving the room.

2. Highlight to select the desired setup type.

Note: Organizations may identify setup reservation cut-off hours before a meeting. Users will not be able to reserve meetings with setup within the set cut-off time.

3. Enter any additional instructions for setup support crews in the Notes box.

4. Select OK.

Note: Once setup is selected from the Setup tab in the ‘Room’ window, the room will automatically be reserved as well.

Note: MeetingPlanner automatically generates a notification to support setup crews and the reservation owner indicating the meeting room, time, date, and setup request.

Note: Typically, organizations attach buffer times to both ends of a meeting with setup. Reservation buffer times will be viewed from the ‘Request a Setup’ window, ‘Room Reservation’ window, and in other MeetingPlanner applications.

REQUEST A SETUP WINDOW ROOM RESERVATION WINDOW

1. Select VC tab. The videoconference tab is viewable from the ‘Room’ window

when a room includes videoconference capabilities.

2. Select the rooms to include in the videoconference reservation and Reserve. 3. Highlight to select the room to include in the videoconferencing reservation and

select OK.

4. Include additional Instructions if desired.

5. Select Save & Close.

Note: Once Videoconferencing is selected from the VC tab in the ‘Room’ window, the room will automatically be reserved as well.

Note: MeetingPlanner automatically generates a notification to support setup crews and the reservation owner indicating the meeting room, time, date, and videoconferencing request.

COMPLETE RESERVATION

Once the room to reserve is identified:

1. Verify the meeting Subjectand date/time fields in the ‘Reservation’ window and

Reserve. Once reserved, the room status color will change to green.

2. Select Save & Close from both MeetingPlanner and Outlook applications.

If attendees are invited, Send the notification email through Outlook.

Important: Facility support work requests are automatically generated through MeetingPlanner.

Note: Meetings cannot be made in the past unless the user has access (security permissions).

Note: Meetings created in MeetingPlanner automatically synchronize to Outlook/Exchange and all other MeetingPlanner applications.

DELEGATE RESERVATIONS

Delegate reservations can be created by users with access to other users Outlook Calendar.

CHAPTER 37: Meeting Conflicts

Users are unable to create reservations that conflict; MeetingPlanner will return alternate available rooms at the desired time/date when a conflict occurs.

Important: If a conflict occurs and a user selects cancel instead of an alternate room from the ‘Resolve Conflict’ window, the meeting time and date will be saved without a room.

CHAPTER 38: Add Resources

ADD CATERING

1. Select Manage. 2. Select add caterer. 3. Select next to: Show all, Internal, or External to display desired catering vendor.

View menu and additional catering information by selecting the vendor’s name.

INTERNAL

4. Select Pickup or Delivery. 5. Use the scroll bar from the ‘Catering Order’ window to view all of the food cat-

egories and menu items. Select next to food categories to collapse and hide. 6. Click and drag the cursor over the “0” next to the desired catering item(s) and enter

the quantity of menu items needed. Include additional instructions to catering sup-

port crew when internal caterer is selected.

7. Select OK. 8. Select the delivery destination from the ‘Choose a Destination for Delivery’ win-

dow. Select OK to choose default delivery room or create a new reservation to use

for delivery. If more than one room is reserved, highlight and select the room at

which the order should be delivered. 9. Select Save & Close.

Note: Once catering is selected from the Catering tab, the room will automatically be reserved as well.

Note: Organizations may identify catering reservation cut-off hours before a meeting. Users will not be able to reserve catering within the set cut-off time.

Note: Delivery time automatically defaults to the meeting start time.

Note: Meeting Planner generates a notification to catering support crews and the reservation owner indicating the meeting room, delivery time, date, and catering order.

INTERNAL CATERING ORDER TRACKING NUMBER

Once an internal catering order has been created, a unique tracking order number is assigned. Tracking numbers may be useful to identify a particular order

and for reporting purposes.

To view the catering tracking number:

1. Select Manage. 2. Select the catering order. 3. View the tracking number.

EXTERNAL

User launches into external catering website.

Note: External catering must be arranged by contacting the external vendor.

ADD EQUIPMENT

1. Select Manage. 2. Select add equipment. 3. Use the scroll bar on the right side of the ‘Reservation’ window for the full list of

available portable equipment. View equipment description by clicking on the port-

able equipment name. 4. Select Reserve (to check-in/out equipment) or Delivery next to the desired port-

able equipment. 5. Include additional Notes (if desired) to facility support crew when Delivery option

is selected. 6. Select Save & Close.

Note: Organizations may identify portable equipment reservation cut-off hours before a meeting. Users will not be able to reserve meetings with portable equipment within the set cut-off time.

Note: Meeting Planner automatically generates a notification to equipment support crews and the reservation owner indicating the meeting room, time, date, and portable equipment reservation order.

Note: Typically, organizations attach buffer times to both ends of a meeting that includes portable equipment reservation. Reservation buffer times will be viewed in the equipment description of Meeting Planner and other MP applications.

ADD ROOM

1. Select Manage. 2. Select add room . 3. Enter search parameter criteria. 4. Use the scroll bar on the right side of the ‘Reservation’ window and Reserve the

desired room to add to the reservation. Add room setup, equipment, catering, etc.,

reservation to attach to the added room. 5. Select Save & Close.

CHAPTER 39: Edit Meeting and Resources

EDIT MEETING

1. Select the meeting to edit from the Outlook Calendar. 2. Launch the Meeting Planner tool to open the existing meeting.

Note: If more than one room or resource is attached to the reservation, use the arrow next to the resource to edit and open the reservation.

3. Edit any of the following Save & Close: Subject Day, month, date, year, and/or time of meeting and Commit Date to save

changes.

Highlight and select day, month, date, year, and time. Use first set of arrows to make edits. Second arrow can also be used to open the calendar and make modifications.

Catering

Equipment Delivery Setup Instructions

Note: Meetings from the past cannot be edited in Meeting Planner unless the user has access (security permissions).

Note: Meeting Planner automatically generates an email notification with updated date, time, and locations information to attendees. The user has the option to Send the notification or Close (not send notification). Support facility crews and the reservation owner will receive emails notifications when meetings are modified as well.

Note: Edits made to meetings automatically synchronize to Outlook/Ex- change and all MP applications.

EDIT RESOURCES

EDIT CATERING

1. Select the reservation associated with the catering order to edit from the Outlook

Calendar. 2. Launch the Meeting Planner tool to open the existing meeting with catering. 3. Select the vendor name from the ‘Caterer’ window to edit. 4. Select Edit Order and add or remove from the catering order. 5. Select and highlight the delivery room destination

—or—

‘Create a New Reservation’ at which to deliver the catering order and Reserve.

6. Select Save & Close.

Note: Catering delivery orders can be reassigned to a new room if the current room reservation is canceled or modified ONLY.

Note: Meeting Planner generates a notification to the reservation owner and catering crew indicating all modifications made to the catering order.

EDIT EQUIPMENT DELIVERY LOCATION

Note: Meeting Planner automatically generates a notification to the reservation owner and equipment support crews indicating the new portable delivery location.

1. Select the reservation associated with the portable equipment reservation to edit

from the Outlook Calendar. 2. Launch the Meeting Planner tool to open the existing meeting with portable equip-

ment. 3. Select the desired portable equipment reservation to change the delivery location. 4. Select Edit Delivery. 5. Select the new delivery location and OK.

EDIT SETUP AND VIDEOCONFERENCING

1. Select the reservation with setup or videoconferencing to edit from the Outlook Cal-

endar. 2. Launch the Meeting Planner tool to open the existing meeting with setup or video-

conference. 3. Select the applicable room name (with setup/videoconfernecing attached) from the

‘Room’ window to edit.

4. Select Edit Setup or Edit Videoconferencing. 5. Edit Setup Instructions or Edit Videoconferencing.

To edit videoconferencing, add another room to include in the videoconference, or delete and replace an existing room.

Note: If the room in which the original videoconference reservation was created is deleted, the videoconference reservation will be lost.

6. Select OK and Save & Close.

Note: Meeting Planner generates a notification to the reservation owner and facility support crew indicating all modifications made to the setup.

CHAPTER 40: Create a Recur- ring Meeting

The recurrence pattern of a meeting cannot be changed once the reservation has been created. If the recurrence pattern needs to be changed, delete the entire reservation and create a new recurring meeting series.

The recurrence pattern of a meeting is created in Microsoft Outlook. The recurring pattern will be viewed in the ‘MeetingPlanner for Outlook’ reservation window. All resources are reserved with the recurring series through Meeting Planner.

1. Create a recurring meeting in Outlook. 2. Launch the Meeting Planner tool. 3. Enter search parameter criteria and Reserve room. 4. Reserve additional resource reservations to attach to the entire recurring meeting as desired. 5. Select Save & Close.

ADD ROOM TO SINGLE OCCURRENCE OF RECURRING MEETING SERIES

1. Select the desired recurring meeting from the Outlook Calendar. 2. Enable just this one and OK.

3. Launch the Meeting Planner tool to open the single occurrence. 4. Select Add room. 5. Enter search parameter criteria and Reserve room. 6. Reserve additional resource reservations to attach to the meeting as desired. 7. Select Save & Close.

ADD ROOM TO ENTIRE RECURRING SERIES

1. Select any one of the occurrence dates from the series. 2. Enable the entire series and OK.

3. Launch the Meeting Planner tool to open the entire series. 4. Select Add room. 5. Enter search parameter criteria and Reserve room.

6. Reserve additional resource reservations to attach to the series as desired. 7. Select Save & Close.

CHAPTER 41: Delete Meet- ing/Resources

DELETE MEETING (AND ALL RESOURCE RESERVATIONS ATTACHED)

1. Select the meeting to delete from the Outlook Calendar. 2. Launch the Meeting Planner tool to open the existing meeting. 3. Select the Delete button from ‘Manage’ window to delete the entire reservation (to include the room and all resources).

IMPORTANT: Although all resources are deleted from Meeting Planner application, the meeting time and date will remain reserved on the Outlook Calendar. Manually delete the time/date reservation from Outlook.

NOTE: Meetings deleted in Meeting Planner and the Outlook Calendar are automatically deleted in all MP applications.

DELETE RESOURCES

DELETE INDIVIDUAL RESERVED RESOURCES (E.G., ROOM, CATERING, OR EQUIPMENT)

1. Select the meeting, from the Outlook Calendar, that is attached to the resource to delete. 2. Launch the Meeting Planner tool to open the existing meeting. 3. Select the resource to delete and open and view the reservation.

4. Select the Delete button from the top right corner of the window to delete the resource.

5. Select the Checkmark to confirm the deletion. Select Delete button to save the resource reservation and return back to the ‘Manage’ window.

NOTE: Resource reservations that are assigned to a room must be reassigned if the room reservation is released.

NOTE: Reservations deleted in Meeting Planner are automatically deleted in all MP applications.

CHAPTER 42: Edit and Delete Recurring Meeting

EDIT RECURRING MEETING

Once the recurring meeting room is reserved, edits can be made to individual meeting dates or the entire recurring series.

1. Select the recurring meeting, from the Outlook Calendar to edit. 2. Launch the Meeting Planner tool to open the meetings. 3. Select Just this one button or the entire series of the recurring reservation and OK.

4. Select, open, and view the date(s) from the series to edit. Select Expand All to view all meetings in the series.

5. Add or remove caterer, equipment, and/or room.

NOTE: Edits made to recurring meetings in Meeting Planner are automatically updated in all MP applications.

NOTE: Edits made to the single occurrence of a meeting (e.g., a time change) will be viewed in the single meeting reservation window ONLY.

DELETE SINGLE OCCURRENCE OF RECURRING MEETING

1. Select the single occurrence of a recurring meeting to delete from the Outlook Cal- endar,

—or—

select any one of the recurring dates in the series.

2. Launch the Meeting Planner tool to open the meeting. 3. Select the Delete button from the room window to delete the reservation. 4. Select the Checkmark to confirm the deletion.

IMPORTANT: Although the room reservation is deleted from the Meeting Planner application, the meeting time and date will remain reserved on the Outlook Calendar. Manually delete the time/date reservation from Outlook.

NOTE: Single occurrence meetings deleted in Meeting Planner are automatically deleted in all MP applications.

DELETE ENTIRE RECURRING MEETING SERIES

1. Select the entire series of a recurring meeting to delete from the Outlook Calendar. 2. Launch the Meeting Planner tool to open the meeting. 3. Select the Delete button from the reservation window to delete the entire reservation. 4. Select the Checkmark to confirm the deletion.

NOTE: Meetings deleted in Meeting Planner are automatically deleted in all MP applications.

IMPORTANT: Although the entire series of a recurring reservation is deleted from the Meeting Planner application, the meeting time and date will remain reserved on the Outlook Calendar. Manually delete the time/date of the recurring reservation from Outlook.

CHAPTER 43: Quick Reference

INTRODUCTION

Meeting Planner simplifies room and resource scheduling with its interactive interface. It is used in conjunction with Microsoft Outlook/Exchange as a stand- alone application and with Meeting Planner Web Scheduler. It allows users to reserve rooms, catering, equipment, setup, videoconferencing and more. Noti- fications for reservation requests are automatically generated to facility support crews, and meetings synch to Microsoft Outlook and all other Meeting Planner applications (i.e., Web Scheduler, Floor Planner, Room Signs and Software).

CREATE MEETING IN MICROSOFT OUTLOOK

Create a meeting from the Outlook Calendar to include:

Meeting date/time Subject Attendees A recurring pattern Notes

ACCESS AND VIEW

Open Meeting Planner by launching the New Reservation tool from the Outlook calendar.

QUICK RESERVE

Use “Quick Reserve” to reserve an individual resource (catering, equipment). The feature is a short-cut to the ‘Room’ reservation window as well.

ROOM SEARCH PARAMETERS

Meeting Planner allows users to search for rooms according to Hierarchy, Num- ber of Attendees, In-Room Equipment (fixed equipment), and Work Requests (room setup).

SELECT HIERARCHY LOCATION FROM SEARCH WINDOW

1. Enable check the desired hierarchy location from the ‘Search’ window. Click on the arrows, next to each location, to narrow the search and view the hierarchy tree.

ENTER THE NUMBER OF ATTENDEES

2. Enter the Number of Attendees to include in the room search if the number exceeds the attendees invited from Outlook.

NOTE: Meeting Planner will default the number of attendees invited from Outlook +1 to include the reservation owner. A different number of attendees can be entered from the Meeting Planner application. Any room capacity conflicts will be indicated in red text in the ‘Room’ window.

SELECT IN-ROOM EQUIPMENT

3. Use the scroll bar and check next to the desired in-room equipment to include in the room search. In-room equipment that is not available is indicated in red text in the ‘Room’ window. Such equipment (if available) can be requested as portable equipment using the equipment tab in the identified room.

SELECT WORK REQUEST

4. Use the scroll bar and check next to the desired setup (ie. conference, u-shape, videoconference) to include in the room search. If setup is not available, it is indicated in red text in the ‘Room’ window. Alternate setup options or rooms with videoconferencing capabilities can be requested using the setup and VC tabs from the ‘Room’ window.

MAKE ROOM SELECTION

Once all search parameter data is entered, use the scroll bar on the right side of the ‘Reservation’ window to view the available rooms.

View room description by clicking on any of the room names. Reservations can be made from the ‘Room Description’ window as well.

NOTE: At a glance, the green bar (in each room window) is a visual indicator of the amount of attributes available in response to the search parameters entered.

SETUP AND VC TABS

COMPLETE A RESERVATION

Once the room to reserve is identified:

1. Verify the meeting Subject and date/time fields in the ‘MeetingPlanner for Outlook’ window and Reserve. Once reserved, the room status color will change to green. 2. Select Save & Close from both Meeting Planner and Outlook applications. 3. If attendees are invited, Send the notification from Outlook.

ADD RESOURCES

Once a room is reserved, add catering, portable equipment, and additional rooms as desired.

ADD CATERING

1. Select Manage. 2. Select Add caterer. 3. Select button next to: Show all, Internal, or External to display desired catering vendor. View menu and additional catering information by selecting the vendor’s name. 4. Select Pickup or Delivery. 5. Use the scroll bar from the ‘Catering Order’ window to view all of the food categories and menu items. 6. Click and drag the cursor over the “0” next to the desired catering item(s) and enter the quantity of menu items needed. Include additional Instructions to catering support crew when internal caterer is selected. 7. Select OK. 8. Select the delivery destination from the ‘Choose a Destination for Delivery’ window. Select OK to choose the default delivery room or create a new room reservation to use for delivery. 9. Save & Close.

ADD EQUIPMENT

1. Select Manage. 2. Select Add equipment. 3. Use the scroll bar on the right side of the ‘Portable Equipment’ window for a full list of available portable equipment. View equipment description by clicking on the portable equipment name.

4. Select Reserve (to check-in/out equipment) or Delivery next to the desired portable equipment. Include additional Instructions (if desired) to facility support crew when Delivery option is selected. 5. Select Save & Close.

ADD ROOM

1. Select Manage. 2. Select Add room. 3. Use the scroll bar on the right side of the ‘Room’ window and Reserve the desired room to add to the reservation. 4. Select Save & Close.

CREATE RECURRING MEETINGS

The recurrence pattern of a meeting is created in Microsoft Outlook. All resources are reserved with the recurring series through Meeting Planner.

IMPORTANT: The recurrence pattern of a meeting cannot be changed once the reservation has been created.

EDIT MEETING

1. Select the existing meeting to edit from the Outlook Calendar and launch the Meet- ing Planner tool.

NOTE: If more than one room or resource is attached to the reservation, use the arrows to identify the (applicable) resource.

2. Edit any of the following Save & Close:

Subject, day, month, date, year, and/or time of meeting and Commit Date to save changes Catering using Edit Order and OK to save changes Equipment Delivery location and Instructions using Edit Delivery and OK to save changes Setup Instructions using Edit Setup and OK to save changes

DELETE MEETING AND/OR RESOURCES

1. Select the meeting to delete from the Outlook Calendar and launch the Meeting Planner tool. 2. Select the X to delete the reservation from the ‘Manage’ window. If more than one resource is attached to the reservation, select to identify the applicable resource, X to delete, check to Confirm Deletion.

CHAPTER 44: Top Meeting Plan- ner Issues (and How to Fix Them)

1. Changing room booked in Web Scheduler removes Outlook appointment instead of updating to new room location a. Users should be booking the new room first, and only then deleting the original room. 2. Customer reports blank white screen when booking in the Web Scheduler a. Get the Web.log file from the app server, in C:/Temp/MeetingPlannerLogs

3. Email notifications are not sending. (If they report that the keywords are not ren- dering correctly, despite having confirmed that the keyword is accurate according to the available keywords for the template in question, then… we know. Times are also off for some of them.) 4. What systems do you work on? a. YES i. 32-bit Outlook 2010 ii. 32-bit Outlook 2013 iii. Exchange 2013 iv. Exchange 2010 v. Office 365 (Hosted Exchange) vi. Chrome b. NO i. 64-bit Outlook (any year) ii. Exchange 2007

iii. Outlook Web App (incl. accessing Outlook 365 email via the Web Inter- face) iv. Internet Explorer (Web Scheduler doesn’t work at all in IE8) v. Firefox

CHAPTER 45: Introduction to Web Scheduler

MeetingPlanner Web Scheduler simplifies room and resource scheduling with its interactive interface. It allows users to reserve rooms, equipment, catering, videoconferencing and setup, and automatically generates notifications for such requests. Web Scheduler can be used as a stand-alone application or in conjunction with Outlook/Exchange and other MeetingPlanner applications.

CHAPTER 46: Installing Web Scheduler

COMPATIBLE WITH...

All modern browsers (IE11 or above, Chrome, Safari, mobile browsers, etc.) MeetingPlanner v5.5.1.45 or above

PREREQUISITES

Windows Server 2008/R2 and newer IIS6 or newer Message Queuing Services (MSMQ) .NET 4.0

IIS6 VS IIS7 DEVELOPER NOTE:

A custom HTTP module and HTTP handler are packaged along with the web application that offer compression or dynamic resources, combinative dynamic resource sources, and explicit caching control of all dynamic resources, all res- ulting in increased performance. The module and handler will be functional in all versions of IIS. All other optimizations found in the application only be functional within IIS7 (or above) deployments..

UPGRADE

For those who already have the Web Scheduler installed and are looking to upgrade, simply uninstall the program (Start > Control Panel > Add/Remove Programs) and follow the installation instructions below. At this time, we are not producing .msp patch files for the Web Scheduler.

INSTALLATION QUICK REFERENCE

1. From the application, run the .msi file. 2. Walk through the installation wizard. 3. Once the installation is complete, please open the ...\ Emergingsoft \ Scheduler \ Web.config 4. Save and Close. 5. If you are running the Web Scheduler with IIS6, and you are already running Meet- ingPlanner, you will need to move the Scheduler application from the Default Web Site to an alternate web site. This is because both applications use different .NET frameworks and, in IIS6, these cannot be hosted in the same web site.

CHAPTER 47: Configure ASP.NET State for Load Bal- anced Environments

INTRODUCTION

Larger organizations may be looking to host the Web Scheduler on multiple servers in order to distribute network traffic and enhance performance. The general setup in these cases would consist of a piece of hardware (or software in some cases) that acts as the load balancer. This tool will provide a unified front for multiple servers, allowing users to connect through itself and be routed to one of the web servers. The web servers will all have the Web Scheduler installed on them, but will need to save each user's session information on the same server, the "State Server". This allows the user's session information to always be available as the load balancer routes the user to a different server.

Below, you will find the steps needed to properly configure the Web Scheduler in this setup.

NOTE: Web Scheduler v1.8.2.0 or above is required.

CONFIGURATION STATE SERVER SETUP (INBOUND PORTS REQUIRED: 80 & 42424)

Below are the configuration steps for the server that will be designated to hold all of the session state information for all users

GENERATE A NEW MACHINE KEY

1. Perform a web search for "machine key generator" 2. Click on one of the first few links (ie http://aspnetresources.com/tools/machineKey) 3. Generate a new machine key (this will be used shortly)

UPDATE THE WEB SCHEDULER WEB WEB.CONFIG

1. Open C:\Program Files\Emergingsoft\Scheduler\web.config. 2. Add a element within as seen below. 3. Save and close (example below).

...

MODIFY THE REGISTRY

1. Open regedit. 2. Navigate to the following key: HKLM\System\Current Control Set\Services\aspnet_ state\Parameters\AllowRemoteConnection. 3. Set this value to 1. 4. Close regedit.

START THE ASP.NET STATE SERVICE

1. Open Start > Administrative Tools > Services 2. Right-click the ASP.NET State Service (if the service doesn't exist you will need to run the 'aspnet_regiis.exe -i' command) 3. Select "Automatic" startup type 4. Click Apply 5. Start the service 6. Click OK

WEB SERVER(S) SETUP (OUTBOUND PORTS REQUIRED: 80 & 42424)

Below are the configuration steps for all of the web servers that will run Meet- ingPlanner, but will not hold session state information

UPDATE THE WEB SCHEDULER WEB WEB.CONFIG

1. Open C:\Program Files\Emergingsoft\Scheduler\web.config 2. Add a element within as seen below (note the stateConnectionString) 3. Save and close (example below)

...

VALIDATE THE CONFIGURATION

In order to test this functionality, you will want to access the Web Scheduler at each of the web servers, from your local desktop. Make sure that you bypass

your load balancing system and access the Web Scheduler directly on each server (http://mystateserver.emergingsoft.com/scheduler, http://my- webserver1.emergingsoft.com/scheduler...).

CHAPTER 48: Configure Redir- ect From Old URL

INTRODUCTION

v5.5.5.13 was the final MeetingPlanner version where the Web Scheduler was accessible via the /scheduler URL. In all subsequent versions, the web components were combined under the /suite application. If users are used to going to the old Web Scheduler URL, setting up a redirect can be done to prevent them from needing to update their bookmarks.

NOTE: While the following steps layout how to redirect the user from /scheduler to /suite, the same steps can be followed if you are looking to transition users out of the old MP Web toolset (/meetingplanner).

HOW TO:

1. Create a "Scheduler" folder in the C:\Program Files (x86)\Emergingsoft folder on the application server. 2. Open IIS. 3. Expand Sites. 4. Right-click on the Default Web Site > Add Virtual Directory.

5. Click OK. 6. Select the newly-created Scheduler virtual directory in IIS. 7. In the Features pane, double-click on HTTP Redirect. 8. Create an HTTP Redirect rule to redirect users to the /suite application.

NOTE: Replace "demo.emergingsoft.com" with your server information.

9. Click Apply, and you're done! Now, when users try to browse to http://server- /scheduler, they will be redirected to the new URL.

CHAPTER 49: Uninstalling a Self-Packaged Version (v1.6.0.0 - v1.8.2.0)

INTRODUCTION

Web Scheduler v1.8.2.0 and previous were packaged within their own msi, with additional services requiring a manual installation of each. As of Meet- ingPlanner Family build v5.5.3.8, the Web Scheduler and its services have been packaged together with MeetingPlanner. Due to the change in installation process, you will need to uninstall your current version using the steps below and then move forward with the new installation.

PROCEDURE WEB SCHEDULER

1. Open the Control Panel > Add/Remove Programs. 2. Select "MeetingPlanner Web Scheduler." 3. Click "Uninstall."

If you are installing a newer version on this server, please proceed through the following steps:

4. Go to the C:\Program Files (x86)\Emergingsoft\Scheduler directory. 5. Open the web.config and note the "MeetingPlanner Url." (This will be needed for the installation process) 6. Delete the web.config. While this file is typically retained between versions, there is an important update that you will need when installing a newer version, so you will want to delete the existing file. Once your new installation is complete, simply update the "MeetingPlanner Url" setting.

APPOINTMENT NOTIFIER SERVICE

If you will not be installing a newer version of the Web Scheduler, please skip to step 3.

1. Open the Services panel. 2. Note the "Log On" account for the "Emergingsoft Appointment Notifier" service. This will need to be reset after the installation of the newer version of the Web Scheduler. 3. Open the cmd.exe as an Administrator. 4. Use the "cd" command to navigate to the .NET 4.0 directory.

CHAPTER 50: Exchange Web Services

INTRODUCTION

This section covers MeetingPlanner’s use of EWS and impersonation. For additional, up-to-date information, please see the references below that include rel- evant Microsoft knowledge articles for each topic.

EXCHANGE WEB SERVICES (EWS)

There are two ways for third-parties to interact with Exchange: MAPI and Exchange Web Services (EWS). This document will cover the latter, which is the primary avenue for MeetingPlanner to interact with Exchange from the application server.

While developers are given the ability to interact directly with EWS, Meet- ingPlanner uses Microsoft’s own EWS Managed API, which is Microsoft’s recommended interface for interacting with EWS.

IMPERSONATION

Exchange provides two methods to provide permissions within Exchange, allowing one account to interact with multiple mailboxes: Delegate and Imper- sonation. Generally speaking, delegate permissions are provided to users, giving them access to a few other users’ mailboxes, while impersonation is provided to a service account in order to provide access to a large number of users’ mailboxes. With the exception of select functions used in Meet- ingPlanner digital signage, all EWS interaction requires impersonation permissions.

Impersonation ultimately provides “Send as” permissions, which means that the account is able to interact with Exchange as though they are the other user account. For example, a service account would be able to “impersonate” Joe User’s account in order to interact with his calendar. An invitation could be sent to other users, and those users would see the invitation as though it came directly from Joe User. This is in direct contrast to delegate permissions, which, in the same scenario, would result in the invited users receiving an invitation from the service account with a note that the account was acting on behalf of Joe User.

It is also important to note that impersonation is something that can only be enacted through code. If a profile was made for the service account in Outlook,

no permissions would be able to be enacted as impersonation has no effect in Outlook. This adds another layer of safety, and supports Microsoft’s design intentions of providing impersonation for exclusive use by service accounts.

Impersonation is provided by granting the ApplicationImpersonation role to the service account. These permissions can be limited to a management scope, if desired. For MeetingPlanner, the service account will need permissions to all users that may interact with MeetingPlanner.

ACCESSING EWS

As was mentioned earlier, MeetingPlanner utilizes the Microsoft Managed API library. The library is responsible for sending information down the wire and receiving the response. This allows all information to be sent securely, via Microsoft’s own best practices.

Based on the standard setup, which requires an https EWS url, all com- munications occur via an SSL. MeetingPlanner will also validate the SSL certificate prior to creating a connection. (As may be required in certain test environments, there is an option to disable this SSL check: Suite > Menu > Integrations > EWS > Ignore SSL Errors).

MEETINGPLANNER APPLICATIONS REQUIRING EWS

The applications that make use of an EWS connection are displayed below, along with the specific functions that require the connection.

EWS is required to display user availability in the Web Scheduler. The current user is impersonated and attendee availability will be displayed based on that user’s level of permissions to the other users’ calendars. This is an optional function, which means that the Web Scheduler will continue to work without an EWS connection (this function simply wouldn’t work).

EWS is required for the Appointment Notifier service to run successfully. This service is responsible for relaying actions taken in the Web Scheduler to the user’s Exchange calendar.

EWS is required for MeetingPlanner digital signage, if Exchange is the desired backend connection. For full functionality, delegate “Read” access to all resource mailboxes is also required.

REFERENCES

https://msdn.microsoft.com/en-us/lib...xchg.150).aspx https://msdn.microsoft.com/en-us/lib...xchg.150).aspx. https://msdn.microsoft.com/en-us/lib...xchg.150).aspx https://msdn.microsoft.com/en-us/lib...chg.80%29.aspx

CHAPTER 51: Using Web Sched- uler

CHAPTER 52: Access and View MeetingPlanner Web Scheduler

1. Open the Web Scheduler with the URL provided by the Systems Administrator (e.g., http://yourserver/suite). 2. Select the calendar icon to open the Web Scheduler application.

3. Select from three calendar views: 1 (day), 5 (week), or 28 (month).

NOTE: Reservations can be edited but cannot be created from the monthly view.

CHAPTER 53: Features

TODAY

Use the Today feature to force the Web Scheduler to return to the current date on the calendar.

SELECT AND VIEW ROOM GROUP

1. Select the desired Room Group to schedule meetings from using the dropdown field. Web Scheduler automatically defaults to the user’s preset building.

NOTE: Room Groups can be created, edited, or deleted if a user has access (security permissions).

2. Verify the rooms in the Room Group.

VIEW ROOM DESCRIPTION

1. View the room ‘Resource Details’ by left clicking the mouse on the information icon to the right of the desired room. (1, daily view only.) 2. Verify ‘Resource Details’ and Close.

SPOTLIGHT

Use the Spotlight feature to highlight a type (ie. All, My Reservations, Room Setup, Catering, Equipment, or Videoconference) of reservation on the Web Scheduler calendar.

USER AVAILABILITY

The User Availability feature identifies a user’s free/busy time on the Web Scheduler calendar. The User Availability feature may or may not be enabled.

1. Enter the user’s name in the Search field. 2. Select next to the user’s name once it appears. The name of the user will appear above the Search field. All meetings that the user is the owner of or is attending will be viewed on the Web Scheduler calendar. 3. To remove a user from the ‘User Availability’ window, select the next to the user’s name.

IMPORTANT: All users listed under the ‘User Availability’ window are automatically invited to meetings created thereafter.

ICONS

IMAGE DESCRIPTION

Icon 3 arrows on the 5 (weekly) view of the Web Scheduler calendar, indicate

that there are additional reservations earlier or later that day. Use the scroll bar

on the right side of the screen to view all existing meetings.

Takes the user back to homepage. From the homepage, users can select a new

MeetingPlanner application to access (e.g., Web Scheduler, Room Sign).

Calendar icon takes the user back to the Web Scheduler calendar.

IMAGE DESCRIPTION

Navigation icon allows the user to submit a request, create a reservation, and to

access MeetingPlanner configuration settings. Options available from the nav-

igation icon will depend on user access (security permissions).

Icon allows the user to view room resource details (1, daily view only).

Indicates videoconferencing is reserved with the reservation (1 and 5 day view

only).

Indicates catering is reserved with the reservation (1 and 5 day view only).

Indicates the meeting is recurring.

Indicates equipment is reserved with the reservation (1 and 5 day view only).

CHAPTER 54: Create a Meeting

NOTES: Meetings cannot be made in the past unless a user has access (security permissions). All fields labeled with an ‘*’ asterisk are required.

1. Click and drag the cursor in the box corresponding to the desired meeting time and room on the Web Scheduler calendar,

—or—

Select the navigation icon from the top right corner of the Web Scheduler calendar and Quick Actions > Create Reservation from the dropdown menu.

2. The meeting Owner field automatically defaults the name of the user creating the meeting.

3. Select Invitees dropdown field to invite attendees.

4. Verify the desired date, time, and room. Click on Date field and use calendar to change date. Use +/- next to start and end times to edit meeting Time. Click on room or please select… dropdown field to view additional available rooms. View ‘Room Details’ under room selected.

NOTE: When editing meeting start time using +/- feature, meeting end time will automatically increase or decrease by 30 minute increments. When using the navigation icon, make sure to enter the desired meeting time; otherwise, the reservation automatically defaults to the nearest next hour from the current time and the date previously selected.

5. Select the desired timezone from the View Alternate Timezone dropdown.

6. Name the meeting in the Subject field.

7. Enter and/or track the number of invited attendees in the # of Attendees field. Use # of Attendees field as a search parameter; the Web Scheduler will use this number to search for an available room that will accommodate the number of attendees invited. The # Attendee field can also be used to simply track the number of attendees.

NOTE: Manually update the # of Attendees field as attendees are added.

NOTE: The Web Scheduler automatically generates invitations/notifications from the reservation Owner to the Invitees.

8. Select desired option from the Client Matter dropdown field. The client matter options are preset by the organization. The Client Matter field may or may not be

enabled. If enabled and required*, the first set of data on the Client Matter list will automatically default unless the user makes a different selection.

9. Select desired option from the Activity Code dropdown field. Activity codes are preset by the organization. The Activity Code field may or may not be enabled. If the Activity Code is enabled and required, the first set of data on the Activity Code list will automatically default unless the user makes a different selection.

10. Enter the desired department code in the Billing Code field. Department codes are determined by the organization. The Billing Code field may or may not be enabled. If enabled and required*, the user must enter a valid code. A user may have a billing code assigned to them in their user profile. In this instance, the user’s billing code will automatically default.

11. Enter Custom field information. Custom field labels are determined by the organization. The Custom fields may or may not be enabled. If enabled and required*, the user will have to enter custom field information to complete the reservation.

12. Enter any additional meeting information in the Notes box. The Notes box may or may not be enabled.

13. Enable public to allow the meeting to be viewed by non-users (optional). The Public option may or may not be enabled.

14. Select Reserve and Close.

NOTE: A unique reservation identification number is assigned to each reservation and is located at the bottom of the ‘Reservation Manager’ window.

NOTE: Web Scheduler does not allow users to double book meeting rooms or resources. The ‘Reservation Manager’ window only returns available rooms and resources.

NOTE: Meetings created in Web Scheduler automatically synchronize to Outlook/Exchange and other MeetingPlanner applications (e.g., FloorPlanner, Room Sign, etc).

ASSIGN DELEGATE

Users who have delegate access (security permission) can reserve on behalf of another user.

1. Select the Owner field to assign a delegate. 2. Name and Search for the new delegate under Select User for Delegate Reser- vation field.

3. Select + next to the name and email address of the desired delegate.

4. Select Reserve and/or Close.

NOTE: Once a delegate reservation is reserved and closed, the ‘Reservation Manager’ window will prompt the user to Send or Close (not send) an email notification to the Delegate of the reservation. By default, the email will contain a reservation summary; the contents can be updated.

INVITE ATTENDEES

1. Select Invitees dropdown field. 2. Name and for the attendees to invite in the Add Invitees field. 3. Select + next to the name(s) and email address(es) of the attendee(s) to invite.

NOTE: If the invitee does not have a MeetingPlanner User Profile, the email address can be added (ie, [email protected]).

ADD ROOM

1. Select the desired meeting from the Web Scheduler calendar and reserve an additional room. 2. Select Add Room. 3. Click room dropdown field and select next to the desired room to add to the reservation. 4. Add room setup, equipment, catering, to the reservation to attach to the added

room. 5. Select Reserve and Close.

ADD ROOM SETUP

1. Select the Setup dropdown field and view the available setup types. The setup field only appears if setup is available in the selected room.

2. Select next to the desired setup type.

NOTE: Organizations may identify setup reservation cut-off hours before a meeting. Users will not be able to reserve meetings with setup within the set cut-off time (unless “No Preference” setup is chosen).

NOTE: Web Scheduler automatically generates a notification to support the setup crew indicating the meeting room, time, date, and setup request.

3. Enter any additional instructions for the setup support crew in the Instructions box.

4. Select Reserve or Update.

NOTE: Typically, organizations attach buffer times to both ends of a meeting with setup. Reservation buffer times will be viewed from the Web Scheduler

calendar. If “No Preference” setup is chosen, no buffer times will be attached and the reservationist will reserve the room as it was previously setup.

ADD EQUIPMENT

Included in ‘Room Details,’ from the ‘Reservation Manager’ window, is the list of installed equipment in the selected room. If you would like to reserve additional portable equipment:

1. Select Equipment field for list of available portable equipment. Use the scroll bar to view all portable equipment that is available at the time/date of the reservation. 2. Select the desired portable equipment to add to the room.

NOTE: Organizations may identify portable equipment reservation cut-off hours before a meeting. Users will not be able to reserve meetings with portable equipment within the set cut-off time.

3. Enter any additional instructions for the equipment support crew in the Instruc- tions box.

4. Select Reserve or Update. Once portable equipment is reserved with a room, an equipment icon will be attached to the meeting and viewed from the Web Sched- uler calendar (1 and 5 day view ONLY).

NOTE: Web Scheduler automatically generates a notification to the equipment support crew indicating the meeting room, time, date, and portable equipment reservation. Emails are not sent to equipment support crews when rooms that house fixed equipment are reserved since this equipment is ALWAYS in the room; no support is needed.

NOTE: Typically, organizations attach buffer times to both ends of a meeting that includes a portable equipment reservation. Reservation buffer times will be viewed from the Web Scheduler calendar.

ADD CATERING INTERNAL

1. Select Catering dropdown field. 2. Select next to the desired Internal catering vendor/location. Orders from different vendors must be added separately to a reservation. See Add Catering Vendor. 3. Select (All) field and next to the desired catering category. Use the scroll bar to view all catering categories (e.g., beverage, snack, entrée, etc.). 4. Click and drag the cursor over the “0” next to the desired catering item(s) and enter the quantity of items needed from the ‘Order’ window.

NOTE: Menu items from multiple categories can be submitted in a single catering order.

NOTE: Organizations may identify catering reservation cut-off hours before a meeting. Users will not be able to reserve catering within the set cut-off time.

5. Enter any additional instructions for catering support crew in the Instructions box.

6. Verify the delivery time and update as necessary. Delivery time automatically defaults to the meeting start time. Delivery times that are set 2 hours or more prior to the meeting start time will NOT be associated with the meeting. Catering reservations that are NOT associated with a meeting room will be available through a report ONLY.

7. Select Reserve or Update. Once catering is reserved with a room, a catering icon will be attached to the meeting and viewed from the Web Scheduler homepage (1 and 5 day view ONLY) .

NOTE: Web Scheduler generates a notification to the catering support crew indicating the meeting room, requested delivery time, date, and catering order.

EXTERNAL

1. Select Catering dropdown field. 2. Select next to the desired External catering vendor/location. Orders from different vendors must be added separately to a reservation. 3. Select Click here to place order from ‘Order’ window. User will launch into external catering website.

NOTE: External catering must be arranged by contacting the external vendor.

ADD CATERING VENDOR

An additional catering vendor and order can be added to an existing meeting.

1. Select Edit from the existing ‘Catering Orders’ window. 2. Select Add Order. 3. Select next to the desired Internal/External catering vendor/location and create catering order.

ADD VIDEOCONFERENCING

1. Select Videoconference field. The videoconference field is viewable from the ‘Reservation Manager’ window when rooms with videoconference capabilities are selected ONLY. 2. Select next to the desired role from the dropdown field.

3. Enter any additional instructions in the Notes box. 4. Select Reserve or Update.

NOTE: Web Scheduler automatically generates a notification to the presenter and the videoconference support contact with the video conference reservation information.

CHAPTER 55: Create Recurring Meetings

1. Create a meeting, but DO NOT Reserve until all field information—to attach to the entire recurring series—is entered. Once Reserve is selected, changes/additions can be made to single occurrences ONLY. (Exception: rooms can be added to entire series. Setup, equipment, and catering can be reserved with the added room.)

2. Select Single Occurrence field and next to the desired recurring pattern.

3. Click and highlight over the corresponding fields and enter or check next to the applicable recurring details.

4. Enter all field information, (ie. resources), to attach to the entire recurring series.

5. Select Reserve and Close. Once a recurring reservation is made, a recurring icon will be attached to each meeting in the series and viewed from the Web Scheduler calendar (1 and 5 day view ONLY).

RECURRING MEETING WITH CONFLICT

If there is a conflict with the recurring meeting, a message with the conflicting date(s), and room number will appear at the bottom of the ‘Reservation Man- ager’ window. In addition, the ‘Unreserved Dates’ window is viewed. All dates of recurring meetings—except dates with conflicts—will be scheduled. Meetings

with conflicts must be rescheduled as a new meeting using an alternate date, time, and/or room.

If select Recurs Daily, enter the frequency and number of occurrences to set the recurring meeting. If select Recurs Weekly, select next to the desired days, and enter the number of occurrences to set the recurring pattern. If select Recurs Monthly, enter the desired frequency, day, and number of occurrences to set the recurring patten.

Web Scheduler will automatically set the monthly recurring default to the day ori- ginally selected.

ADD ROOM TO SINGLE OCCURRENCE OF RECURRING SERIES

1. Select the desired recurring meeting from the Web Scheduler calendar to add a room,

—or—

select View Series from any one of the occurrence dates from the series.

2. Add room setup, equipment, catering, videoconferencing, and notes to reserve with added room (optional).

3. Select Edit from the desired single occurrence reservation. 4. Select Add Room. 5. Use the Please Select field and select next tot he desired room to add to the single occurrence of the recurring series. 6. Select Update and Close.

ADD ROOM TO ENTIRE RECURRING SERIES

1. Select any one of the recurring dates in the series from the Web Scheduler calendar to add a room to the entire recurring series. 2. Select View Series. 3. Select Add to Series. 4. Use the Please Select field and select next to the desired room to add to the entire recurring series. Add room setup, equipment, catering, videoconferencing, and notes to reserve with added room (optional).

5. Select Update and Close.

CHAPTER 56: Room Groups

CREATE ROOM GROUPS

NOTE: To create a room group, users must have access (security permission).

1. Select under ‘Room Group’ from the Web Scheduler calendar page.

2. Name the room group in the Schedule Name field.

3. Select the desired Building from the dropdown field. Room numbers will appear in the box on the left of the ‘Create Group’ window.

Select either:

Desired rooms and Add, or Add All to select the entire list of rooms.

NOTE: The rooms selected appear on the right side of the ‘Create Group’ window once they have been added to the new room group.

4. Select Save.

NOTE: Once the new room group is created and saved, the page will load. Once loaded, the new room group will be visible under the ‘Room Group’ dropdown for the user to select.

EDIT ROOM GROUP

1. Select the group to edit from the ‘Room Group’ dropdown box. 2. Select the edit tool.

Edit options:

Schedule Name Building Add rooms or Add All Remove rooms or Remove All

3. Select Save.

4. Select the schedule group just edited under ‘Room Group’ to view or utilize.

DELETE SCHEDULE GROUP

1. Select the Schedule Group to delete from the dropdown box under ‘Room Group’ dropdown box. 2. Select delete.

3. Select Yes in the ‘Please Confirm Deletion’ window to delete.

CHAPTER 57: Edit Meeting

EDIT MEETING

NOTE: Both the Owner and Delegate can edit a meeting. Meetings from the past cannot be edited unless the user has access (security permissions).

1. Select the meeting to edit from the Web Scheduler calendar.

2. Select Edit Time to change date and/or time of meeting. Click on Date field and select desired date from the calendar. Use +/- next to start and end times to edit meeting time. Meeting end time will automatically increase or decrease accordingly by 30 minute increments.

—or—

Drag the meeting start and/or end time from the Web Scheduler calendar. (1, daily view only.)

NOTE: If editing the date/time of an existing room poses a conflict, the Web Scheduler will not reserve but instead will call out conflicts in red text. In addition, the meeting will revert back to the original date/time.

3. Edit any of the following fields to make changes:

Owner/Delegate

NOTE: ‘Reservation Manager’ automatically generates an email notification with updates. The user has the option to Send the notification or Close (not send notification).

WARNING: Anytime a delegate owner is assigned to a recurring meeting (even if the delegate is assigned to a single meeting in the series), the Web Scheduler automatically makes the delegate the owner of ALL of the meetings in the series.

Invitees Subject # of Attendees Client Matter Activity Codes Billing Codes Custom Fields Notes Public

Reserved Rooms, Edit Setup Setup Instruction

The Web Scheduler automatically generates an email notification to the support setup crew with setup updates.

Equipment

The Web Scheduler automatically generates an email notification to the portable equipment support crew with equipment updates.

Equipment Instructions Catering

Catering orders and additional catering vendors can be added by editting an existing reservation. Edit orders as necessary and see Add Catering Vendor.

Catering Instructions

The Web Scheduler automatically generates an email notification to the catering support crew with catering updates.

Catering Delivery Time/Room.

The catering delivery room can only be changed if more than one room is attached to the reservation.

Videoconference

NOTE: Edits made to meetings in Web Scheduler automatically synchronize to Outlook/Exchange and other MeetingPlanner applications.

4. Select Update and Close.

ASSIGN CATERING ORDER TO A DIFFERENT ROOM

Once an additional room has been added to a reservation, the user can reassign the catering delivery room if desired.

1. Select Edit next to the room with the existing catering order. 2. Select the Catering field. 3. Select Edit from Catering Orders field. 4. Scroll to the bottom of the ‘Reservation Manager’ window. 5. Select the dropdown arrow and next to the desired room to reassign the catering order. The catering order will be assigned and delivered to the new room.

NOTE: Web Scheduler generates a notification to the catering support crew indicating the new delivery room, requested delivery time, date, and catering order.

6. Select Update.

CHAPTER 58: Delete Meeting

1. Select the meeting to delete from the Web Scheduler calendar. 2. Select Delete from the bottom left corner of the ‘Reservation Manager’ window. 3. Select Confirm Deletion.

NOTE: Meetings deleted in Web Scheduler are automatically deleted in Outlook/ Exchange and other MeetingPlanner applications.

CHAPTER 59: Edit Recurring Meeting

1. Select the single occurrence of a recurring meeting to edit from the Web Sched- uler homepage,

—or—

Select any one of the recurring dates in the series.

2. Select Edit.

—or—

Select View Series and choose the desired occurrence to Edit.

3. Edit desired single occurrence meeting. Single occurrence meetings are edited as regular meetings.

NOTE: Edits made to recurring meetings in Web Scheduler are automatically updated in Outlook/ Exchange and other MeetingPlanner applications.

CHAPTER 60: Delete Single Occurrence of Recurring Meeting

1. Select the single occurrence of a recurring meeting to delete from the Web Sched- uler calendar.

—or—

Select any one of the recurring dates in the series.

2. Select Delete from the single occurrence from the room window.

—or—

Select View Series and choose the occurrence from the entire series to Delete from the ‘Reserved Rooms’ window.

NOTE: Single occurrence meetings deleted in Web Scheduler are automatically deleted in Outlook/ Exchange and other MeetingPlanner applications.

CHAPTER 61: Submit Request

Users who have Web Scheduler access (security permissions) can make a meeting request using the navigation icon and Quick Actions>Submit a Request feature.

1. Select the feature from the top right corner of the Web Scheduler calendar, Action- s>Submit Request to make a reservation request. 2. Select the Start/End date and Time fields to set meeting details. 3. Use the Room dropdown menu to highlight and select the desired room. 4. Use the dropdown box to highlight and select the desired room setup (if available). 5. Enter additional information in customized, multi-line, and activity code fields. Addi- tional fields may or may not be enabled. Fields below are examples of custom fields.

Name Email Department Attendee Count AV Requests Catering Requests Meeting Notes

6. Select Send. Web Scheduler automatically generates a notification to the administrator responsible for approving or denying reservation requests. The approver

must inform the requester of approval/denial as well.

NOTE: Once a meeting request is approved, it will be viewable on the Web Scheduler calendar.

CHAPTER 62: Use Outlook/Ex- change in Conjunction with Web Scheduler

Use standard Outlook procedures to:

Create a meeting Edit a meeting Delete a meeting Invite attendees Attach notes

NOTE: All meetings and updates created in Web Scheduler will update in Outlook/Exchange and other MeetingPlanner applications.

CHAPTER 63: Web Scheduler Quick Reference

ACCESS AND VIEW MEETINGPLANNER WEB SCHEDULER

1. Open the Web Scheduler URL provided by the Systems Administrator (e.g., http://y- ourserver/suite).

2. Select the calendar icon to open the Web Scheduler application.

3. Select from three calendar views:

1 (day) 5 (week) 28 (month)

TODAY

Use the Today feature to force the Web Scheduler to return to the current date.

SELECT AND VIEW ROOM GROUP

1. Select the desired Room Group to schedule from using the dropdown field. 2. View the room ‘Resource Details’ from the calendar by left clicking the mouse on the information icon to the right of the desired room number (1-daily view only).

SPOTLIGHT

Use the Spotlight feature to highlight a type (ie. All, My Reservations, Room Setup, Catering, Equipment, or Videoconference) of reservation on the Web Scheduler calendar.

USER AVAILABILITY

The User Availability feature identifies a user’s free/busy time on the Web Scheduler calendar.

1. Enter the user’s name in the Search field. 2. Select next to the user’s name once it appears. All meetings that the user is the owner of or is attending, will be highlighted on the Web Scheduler calendar.

IMPORTANT: All users listed under the ‘User Availability’ window are automatically invited to meetings created thereafter.

CREATE MEETING

1. Click and drag the cursor in the box corresponding to the desired meeting time and room on the Web Scheduler calendar,

—or—

Select the navigation icon from the top right corner of the Web Scheduler calendar and Quick Actions>Create Reservation from the dropdown menu.

2. Verify the desired Date&Time of the meeting in the ‘Reservation Manager’ window.

3. Select the desired timezone from the View Alternate Timezone dropdown.

4. Name the meeting in the Subject field.

5. Enter # of Attendees to search for rooms with accommodating capacities. See more detail in Invite Attendee section below.

6. Verify room or select from the list of available rooms from the Please select… dropdown field and Reserve.

7. Select desired client matter, billing, and/or activity code (if enabled) from the dropdown field and Update or Reserve.

8. Enable public (optional) to allow the meeting to be viewed by non-users.

9. Update, or Reserve and Close. A unique reservation identification number is assigned to each Reservation and is located at the bottom of the ‘Reservation Man- ager’ window.

INVITE ATTENDEES

1. Select Invitees dropdown field. 2. Name and Search for the attendees to invite in the Add Invitees field. 3. Select next to the name(s) and email address(es) of the attendee(s) to invite. 4. Enter attendee count, as a room search parameter, and/or track the number of invited attendees in the # of Attendees field. If attendee count exceeds the room capacity, reserve the room before entering attendee count. To do this Save and Close the room reservation. Open if back up, Edit and enter the Attendee count. 5. Update and Close. Manual updates must be made to update this field as additional attendees are invited.

ASSIGN DELEGATE

1. Select the Owner field to assign a delegate. 2. Name and Search for the new delegate under Select User for Delegate Reser- vation field. 3. Select next to the name and email address of the desired delegate. 4. Reserve or Update, and Close.

ADD ROOM

1. Select the desired meeting from the Web Scheduler calendar. 2. Select Add Room. 3. Click Please Select... dropdown field and select next to the desired room to add to the reservation. Add room setup, equipment, catering, etc. reservation to attach to added room. 4. Reserve and Close.

ADD ROOM SETUP

1. Select the Setup dropdown field from the ‘Reservation Manger’ window (when setup is available) and view the setup types. The setup field only appears if setup is available for the chosen room.

2. Select next to the desired setup type and Reserve or Update.

ADD EQUIPMENT

1. Select Equipment field for the list of available portable equipment. 2. Select next to the desired portable equipment, and Reserve or Update.

ADD CATERING

1. Select Catering dropdown field. 2. Select next to the desired catering vendor/location.

NOTE: The External catering website is launched by selecting: Click here to place order from ‘Order’ window. Catering arrangements must be made by contacting external vendor.

3. Select (All) field and next to the desired catering category (ie. beverage, snack, entrée).

4. Click and drag the cursor over the “0” next to the desired catering item(s) and enter the quantity of items needed from the ‘Order’ window.

5. Verify or update Delivery Time. Delivery Time can not exceed 2 hours prior to a meeting: the order will be disassociate from the reservation.

6. Select Reserve or Update.

CREATE RECURRING MEETINGS

1. Select Single Occurrence field and next to the desired recurring pattern. 2. Click and highlight over the corresponding fields and enter or next to the applicable recurring details. 3. Enter all field information (ie. resources)—to attach to the entire recurring series. 4. Select Reserve and Close.

EDIT MEETING

1. Select the meeting to edit from the Web Scheduler calendar. 2. Select Edit Time to change date and/or time of meeting.

3. Edit any of the following fields, Update and Close:

Owner/Delegate Invitees Subject # of Attendees Client Matter, Billing, and Activity Code Reserved Rooms, Edit Setup Equipment Catering, Edit Catering Delivery Time/Room

NOTE: Delivery Time can not exceed 2 hours prior to a meeting: the order will be disassociate from the reservation. The catering delivery room can only be changed if more than one room is attached to the reservation.

4. Select Reserve or Update.

DELETE MEETING

1. Select the meeting to delete from the Web Scheduler calendar. 2. Select Delete from the bottom left side of the ‘Reservation Manager’ window. 3. Select Confirm Deletion.

USE OUTLOOK/EXCHANGE IN CONJUNCTION WITH WEB SCHEDULER

Use standard Outlook procedures to:

Create, Edit, and/or Delete a meeting Invite attendees and attach notes Assign and/or Add a room

NOTE: All meetings and updates created in Web Scheduler synchronize to Outlook and all other MeetingPlanner applications.

CHAPTER 64: Meeting Planner Floor Planner

Meeting Planner Floor Planner allows users to quickly reserve and view available meeting rooms from a mobile phone or digital display. It synchronizes and can be used in conjunction with Outlook/Exchange and all Meeting Planner software.

This section provides information on Installing, Configuring and Using Meeting Planner Floor Planner.

CHAPTER 65: Prerequisites

INTERNET BROWSERS (CLIENT-SIDE)

BROWSER SUPPORT

Internet Explorer IE 11 or Above

Chrome Chrome 5 or Above

Firefox Firefox 3 or Above

Safari Safari 4 or Above

APPLICATION SERVER

PREREQUISITE DETAILS

Operating System Windows Server 2008/R2, 2012

Internet Information Services IIS6 or above (Recommended: IIS7 or above)

PREREQUISITE DETAILS

PHP v5.3*

Microsoft .NET Framework v4.0.30319 or above

MeetingPlanner v5.5.1.45 or above

MPTouch V4.8.0.81

*Download for IIS PHP v5.3 can be found at http://php.iis.net/

DATABASE SERVER

MeetingPlanner must be installed and configuration must be complete.

CHAPTER 66: Installation

PHP

1. Go to http://php.iis.net to download and install PHP 5.3. By default, the PHP will install to program files (x86). 2. Use the Installation Guide to set up IIS7 (and above) to work with PHP at: http://www.php.net/manual/en/install.windows.iis7.php. Do not utilize the command prompt instructions from the Installation Guide: perform the operation from the iis gui. 3. Open the php.ini from the php folder. 4. Enter the time zone in the two date.timezone text fields. Make sure to delete the ‘;’ before the entry.

FLOORPLANNER SETUP WIZARD

1. From the application server, run the Meetingplanner msi. 2. Walk through the installation wizard.

NOTES: The FloorPlanner should be installed in the Meeting Planner suite site. Access FloorPlanner at: http://yourserver/suite/floorplanner.

ADD LICENSE KEY TO DATABASE

1. Open the configuration tool on the server to access the MeetingPlanner Database. 2. Select Database.

3. Copy and paste the license key file, provided by EMS Software, in the corresponding field. 4. Select Update Database. 5. Save.

CHAPTER 67: Troubleshooting

UNABLE TO VIEW ICONS

NEXT STEPS: Check permissions to mpfloorplanlog.txt. Regular users may require full access depending on iis settings.

ROOMS VIEWED AS RESERVED (WHEN THEY ARE AVAILABLE)

NEXT STEPS: Verify room identification numbers are correct in xml file. Identification numbers should mirror room identification numbers in Meet- ingPlanner. To determine room identification numbers, please go to: Admin- istration>Reports and run a room report.

UNABLE TO VIEW FLOOR PLAN IN IE

NEXT STEPS: Verify compatibility mode is enabled. Verify server URL is correct in FloorPlanner settings. The fully qualified domain may be needed.

UNABLE TO VIEW ENTER PRINTER OR ROOM DETAILS POPUP WINDOW

NEXT STEPS: Verify the browser allows popups from the FloorPlanner website.

CHAPTER 68: FloorPlanner Administrator Page

(http//yourserver/suite/FloorPlanner/floor-plan-editor.php)

Once the custom floor plan is installed, rooms and features can be added to the floor plan.

NOTE: The floor plan view can be adjusted using the (+/-) feature.

ADD ROOMS TO THE FLOOR PLAN IDENTIFY NEW ROOM LOCATION

1. Select the floor, at which the room will be added, from the dropdown field. 2. Position the crosshair in the center of the desired space to identify the new room location. Click and drag the map to position the crosshair.

3. Select the Add New Room id at Map Center. The ‘Enter Printer or Room Details’ popup window appears.

NOTE: If the ‘Enter Printer or Room Details’ popup window does not open, make sure your browser allows popups.

ENTER PRINTER OR ROOM DETAILS

1. Name the room, select the room Model, and enter the room Identification number. These fields are required. The room model appears in a dropdown list as either a conference room or hot desk. The room name and number will appear in the FloorPlanner.

NOTES: The identification number entered should mirror room identification numbers in MeetingPlanner. The room identification number links the FloorPlanner and MeetingPlanner reservation data. To determine room identification numbers, please go to: Admin- istration>Reports and run a room report. Floor, X, and Y fields populate automatically.

2. Enter additional field information, (optional). 3. Verify the room information entered and Submit. The new room number will appear in FloorPlanner.

ADD FEATURES TO THE FLOOR PLAN

1. Select the floor at which to add a feature. 2. Use the Select a Room id to Edit dropdown box to highlight and select desired room to add a feature. Room id, floor, x, and y fields will automatically populate. Cross hair will automatically position to the room selected.

NOTE: You can also position the crosshair in the center of the desired space at which to add the new feature. Click and drag the map to position the crosshair.

3. Use the AED dropdown box to highlight and select the desired feature. 4. Select Add a new feature. An icon (e.g., Image to represent eyewash, bathroom, etc.), will be viewed from the flooplan to indicate the added feature.

5. Select Save Changes.

CHAPTER 69: Modify Rooms

EDIT A ROOM

1. Select the applicable floor to edit a room. 2. Use the Select a Room id to Edit dropdown box to highlight and select the desired room to edit. Room id, floor, x, and y fields automatically populate. The cross hair will automatically position to the room selected. 3. Edit any of the following fields to make changes:

Phone Jack 1-4 House Pairs 1-4 Network Location

4. Select Save Changes.

DELETE A ROOM

1. Select the desired floor to delete a room. 2. Use the Select a Room id to Edit dropdown box to highlight and select the desired room to delete. Room id, floor, x, and y fields automatically populate. The cross hair will automatically position to the room selected. 3. Select Delete Room id and Save Changes.

CHAPTER 70: Settings

(http//yourserver/suite/FloorPlanner/settings.php)

Access the Floor Planner Settings page to customize the Floor Plan environment.

UPLOAD IMAGES

1. Select Choose File to upload a Logo Image. (Utilize .Png files ONLY that are 250 x 50 px or less.) 2. Select the Choose File icon to upload a custom Open Image. (Utilize .Png files ONLY that are 20 x 25 px or less.) The image will be displayed when the room is available at the selected time/date. 3. Select the Choose File icon to upload a custom Reserved Image. (Utilize .Png files ONLY that are 20 x 25 px or less.) The image will be displayed when the room is reserved or in use at the selected time/date. 4. Select the Choose File icon to upload a custom Hot Desk Open Image. (Utilize .Png files ONLY that are 20 x 25 px or less.) The image will be displayed when the hot desk is available at the selected time/date. 5. Select Choose File to upload a custom Hot Desk Reserved Image. (Utilize .Png files ONLY that are 20 x 25 px or less.) The image will be displayed when the hot desk is reserved or in use at the selected time/date.

MAP OPTIONS

1. Select the FloorPlanner header color from the Color Hex Value field. Select color hex and enter the value number (e.g., http://www.w3schools.com/tags/ref_col- orpicker.asp). 2. If enabled, the mouse scroll wheel allows a user to zoom in and out in FloorPlan- ner. If disabled, the user utilizes the zoom in/out feature. 3. Enable or disable the Scroll Wheel Zoom option.

URLS

1. Enter the MeetingPlanner Web Services URL in the MPWS URL field. Use the server network URL and MeetingPlanner (e.g., http://yourserver/meetingplanner_ ws/meetingplanner.asmx?wsdl). 2. Enter the MeetingPlanner Touch/Digital Room Sign URL in the MPTouch/Digital Room Sign URL field. Use the server network URL and Meet- ingPlannerTouch/Digital Room Sign (e.g., http://yourserver/mptouchor http://y- ourserver\suite\sign\roomview.aspx?id= ).

EXCHANGE WEB SERVICES

Enable or Disable the Exchange Web Services option. The setting allows the Floor Planner to integrate with Exchange Web Services.

FORMS AUTHENTICATION

Enable forms authentication if applicable.

SAVE FLOORPLANNER SETTINGS

Select Save settings.

CHAPTER 71: Access and View FloorPlanner

1. Open the FloorPlanner using the URL provided by the Systems Administrator (e.g.,http://yourserver/floorplanner). 2. Select Change Floor and dropdown to the desired floor. The Change Floor dropdown list allows you to select which floorplan you would like to view. Selecting a new floor clears the screen and displays the selected floor. 3. Adjust the view size using the (+/-) feature. Double click to zoom in on a particular area.

NOTE: FloorPlanner defaults to Change Floor. From this default, there are no Room Status Icons available even if a floor plan is shown. Rooms cannot be reserved from this default.

ROOM SELECTION

1. Select available room. Icons are used to indicate status as described in the table below.

ICON DESCRIPTION

Available Rooms

Rooms In Session (therefore, NOT available)

CHAPTER 72: Create Reser- vation

USING FORMS AUTHENTICATION

1. Enter your Windows log in credentials.

2. Use calendar to change date of reservation. 3. Use arrows to edit time of reservation.

4. Select Reserve.

USING MEETINGPLANNERTOUCH

1. Select an Available room. Once a room is selected, the user is automatically taken to the MeetingPlannerTouch (MPTouch) screen. 2. Select No Reservations from the Vacant Schedule window.

3. Select Available from Select a Free Time Slot window. FloorPlanner defaults and displays room availability for current day.

4. Select a description of the type of meeting from Select a Title window.

5. Enter Username from Confirm Reservation window. MP credentials (e.g., Ted.Smith). 6. Enter Password from Confirm Reservation window.

MP Credentials

7. Select Return or Save. 8. Verify the following fields from the Confirm Reservation window:

Description—edit by selecting Descriptionfield. Enter desired description. Start—edit by selecting Start field. Use +/- to adjust start time. Set start time. If user accepts default start time, FloorPlanner automatically reserves meeting room within the next 5 minute increment from the current time. End—edit by selecting End field. Use +/- to adjust end time. Set end time. Duration—edit by selecting Duration field.

9. Select Save. The room is reserved in MP unless there is no activity or Save is not selected within the allotted time. If MPTouch “times-out” the reservation is not created. 10. Select X to exit out of the reservation.

NOTE: All meetings and updates created in FloorPlanner synchronize with MeetingPlanner software.

CHAPTER 73: FloorPlanner Quick Reference

MeetingPlanner FloorPlanner allows users to quickly reserve and view available meeting rooms from a mobile phone or digital display. It synchronizes and can be used in conjunction with Outlook/Exchange and all MeetingPlanner software.

ACCESS AND VIEW MEETINGPLANNER FLOORPLANNER

1. Open the FloorPlanner using the URL provided by the Systems Administrator (e.g.,http://yourserver/floorplanner). 2. Select Change Floorand dropdown to desired floor. 3. Adjust the view size using the +/- feature. Double click to zoom in on a particular area.

ROOM SELECTION

1. Select available room. Icons are used to indicate status as described in the table below.

ICON DESCRIPTION

Available Rooms

Rooms In Session (therefore, NOT available)

CREATE RESERVATION USING FORMS AUTHENTICATION:

1. Enter your Windows login credentials.

2. Use calendar to change date of reservation. 3. Use arrows to edit time of reservation.

4. Select Reserve.

USING MEETINGPLANNERTOUCH

NOTE: All meetings and updates created in FloorPlanner synchronize with MeetingPlanner software.

CHAPTER 74: Installing Room Signs

To install Room Signs using Meeting Planner, please refer to the Meeting Plan- ner Installation Guide. This Guide will provide necessary information for installing Meeting Planner including:

A Network Architecture Diagram Hardware & Software Requirements, including a Hardware Requirements Checklist Server 2012 and Server 2008 R2 Prerequisites Setup Application Server Installation Database Server Configuration Back-end Application Configuration and Service Configuration Steps for Installing Meeting Planner Verification Information Outlook Add-in Installation

CHAPTER 75: Pre-Installation SQL Server

DATABASE SERVER PREREQUISITES AND REQUIREMENTS

DATABASE SERVER

IMPORTANT: The application and database servers can be, but do not have to be, the same.

PREREQUISITE DETAILS

SQL Server 2008 R2 and newer

PREREQUISITE DETAILS

Management Studio

Mixed Authentication Mode Enabled

Requirements SQL instance

SQL login

Restore Database

SQL SERVER

1. Open ‘Microsoft SQL Server Management Studio’ and Connect. 2. Enable Mixed Authentication Mode.

3. Right click on the server name in the ‘Object Explorer’ window. 4. Select Properties >Security. 5. Select SQL Server and Windows Authentication Mode and click OK.

RESTORE DATABASE

1. Open Microsoft SQL Management Studio. 2. Connect to the server that will hold the MeetingPlanner database. 3. Right-click on Database (Object Explorer, left pane) > Restore Database. 4. Set the name for the new database (“To database” field). 5. Select From device and click on the three dots to launch the folder browser. 6. Select Add, and the .bak you wish to restore. Link to MP backup database file TBD. 7. Select OK. 8. Select Restore.

9. Select OK.

REQUIRED INSTALLATION DATA

Provide the MeetingPlanner Installer the following:

Database name (e.g., MeetingPlanner) MeetingPlanner login and password credentials

IMPORTANT: The installation data is required to install MeetingPlanner.

CHAPTER 76: Installing Room Signs

To install Room Signs using Meeting Planner, please refer to the Meeting Plan- ner Installation Guide. This Guide will provide necessary information for installing Meeting Planner including:

CHAPTER 77: Complete the Room Sign with Exchange Back- end Connection

ACCESS ROOM SIGNS APPLICATION

1. Access the Room Signs application at: http:///suite. 2. View the Users & Groups page (as in the image below) that will return, the first time the Room Sign application is opened. To gain further access to the application, an administrator profile must be setup.

SETUP ADMINISTRATOR PROFILE

(Application>Users&Groups)

Setup an administrator profile to gain access to the necessary settings to complete the Room Sign with Exchange Connection.

1. Select New User from the bottom right corner of the Users&Group page and complete the basic user information to create a profile (using your Windows credentials). 2. Enter windows Login. 3. Enter Email address. 4. Enter Display Name. 5. Enter First Name. First name is not checked against AD. 6. Enter Last Name. Last name is not checked against AD.

NOTE: Ignore the additional user profile fields as they are not necessary.

7. Click on the ‘X’ next to System administrator two times until the icon is viewed. 8. Select Save.

VIEW ROOM SIGN HOMEPAGE

http:///suite>Room Signs

SETUP ROOM SIGN INTEGRATION WITH EXCHANGE WEB SERVICES

The settings below allow Room Signs and Software to integrate with Exchange Web Services.

EWS

(Application>Integrations>EWS)

1. To integrate EWS, the MeetingPlanner Installer must have the following data from the pre-installation. (Sever Setup and Configure Service Account):

EWS URL EWS Service Account EWS Service Account Domain and Password.

2. Go to Application>Integrations>EWS from the Menu navigation icon and dropdown menu). 3. Enter the EWS URL provided upon installation (e.g., https//exchange.acme.com/ews/exchange.asmx). 4. Enter the EWS Service Account provided upon installation. Please see the IT support member from your organization that installed EWS for service account information. 5. Enter the EWS Service Account Domain. 6. Enter the EWS Service Account Password. Please see the IT support member from your organization that installed EWS for service account password.

CONNECT TO EXCHANGE

(Application>Sign Configuration)

1. Go to Application>Sign Configuration from the Menu navigation icon and dropdown menu. 2. Select Exchange from the Back-end Connection field dropdown. 3. Select Save.

LOCATIONS & ROOM

(Hierarchy>Locations&Rooms>Edit room)

NOTE: Typically, organizations modify the Room Sign environment that defaults upon install. Although, a room migration template is available for large environments. Please open a support portal ticket to request a template and script for data import if necessary.

GENERAL

(Hierarchy>Locations&Rooms> Edit room>General)

1. Select General. 2. Select the Edit icon next to the room to modify. 3. Go to Room Name field and customize the room name. 4. Select Save.

EXCHANGE

1. To integrate Exchange, the MeetingPlanner Installer must have the SMTP address for each room. 2. Select Exchange. 3. Enable Room for Synchronization.

4. Enter the SMTP Address. The address will allow the rooms to be pulled into the user’s Outlook Calendar. Please see IT support member from your organization that installed EWS for each room’s unique SMTP address. 5. Select Save.

CHAPTER 78: Room Signs Con- figuration

The configuration of MeetingPlanner Room Signs and Software synchronizes with the settings of all MeetingPlanner applications.

The MeetingPlanner Room Sign and Software Configuration Guide includes UI setting information for Room Sign Software. All settings are accessed via Room Sign or the Web Scheduler (e.g., http://yourserver/suite).

Use the icon and dropdown menu from the top right corner of the Room Sign or Web Scheduler homepage to access the settings and customize the Room Sign interface to fit the needs of your organization.

NOTE: Administration users with access (security permission) will be able to access Room Sign settings and make configuration changes ONLY.

APPLICATION CACHE DISCLAIMER

The Room Sign setting changes are immediate and require no caching.

CHAPTER 79: Customize Room Sign Environment - Administrator

The designated Administrator can modify the MeetingPlanner Room Sign environment. To access the Room Sign application and make setting modifications the following is needed:

A user profile with Administrator rights. The Room Signs URL (e.g., http:///suite>Room Signs).

ACCESS ROOM SIGN SETTINGS

Use the Menu navigation icon and dropdown menu from the top right corner of the Room Sign homepage to access the settings and customize the MP Room Sign environment to fit the needs of your organization.

CUSTOMIZE BUILDING NAME

(Hierarchy>Locations&Rooms>Edit iconbuilding>General)

NOTE: A building and room migration template is available for large environments. Please open a support portal ticket to request a template and script for import if necessary.

1. Select the Edit icon next to the building to modify. 2. Make modifications to fields. Building Name, Floor Name (alpha/ie. main), Phys- ical Level. 3. Select Save.

ADD ROOM DETAILS

NOTE: Typically organizations modify the Room Sign environment that defaults upon installation. Although, a building and room migration template is

available for large environments. Please open a support portal ticket to request a template and script for import if necessary.

GENERAL

(Hierarchy>Locations&Rooms> Edit>General)

1. Select the Edit icon next to the room to modify. 2. Select the Building dropdown field and select the building that houses the room. (Required) 3. Use the Floor dropdown menu and select the building level at which the room will be located. 4. The Room Name to correlate with your organization should be entered. See Loca- tions & Rooms. (Required) 5. Enter the lowest and highest number of attendees in the Capacity fields. (Optional) Capacity information is displayed from the reservation page. 6. Select Save.

DESCRIPTION

(Hierarchy>Locations&Rooms>Edit room>Descriptions)

1. Select Descriptions. 2. Use the General Description text box to include information to be displayed from the reservation page. (Optional) 3. Select Save.

ADD A BUILDING OR A ROOM

Additional buildings and rooms can be added to the Room Sign environment.

NOTE: Typically organizations manually enter additional buildings and rooms to the Room Sign environment when necessary. Although, a building and room migration template is available for large environments. Please open a support portal ticket to request a template and script for import if necessary.

1. Go to Hierarchy>Locations&Rooms>+Building/+Room. 2. Select New Building/New Room.

GENERAL

1. Select General. 2. Enter building name, room name, and capacity.

DESCRIPTION (ROOM ONLY)

1. Enter Description. 2. Use the General Description text box to include information to be displayed from the reservation page. (Optional)

EXCHANGE (ROOM ONLY)

(Hierarchy>Locations&Rooms>Exchange)

1. Select Exchange. 2. Enable Room for Synchronization. 3. Enter the SMTP Address. 4. Select Save.

IMPORTANT: Make sure to enable room for synchronization and enter SMTP Address for each room added.

ROOM SIGN INTERFACE CONFIGURATION

(Application>Sign Configuration)

Configure the Room Sign and Software settings below when connecting to Room Signs via Exchange.

GLOBAL SETTINGS

1. Select Exchange from the Backend Connection field dropdown. 2. Select the desired form of user Authentication from the dropdown field. 3. Enter the desired Default Subject. The default subject will populate when a user reserves a room. The end user can edit the subject when creating a reservation. 4. Enter the desired Help Message. This message will appear when a user selects the requests help icon.

IMPORTANT: The Help Message and Request Icon will ONLY appear in rooms in which a help email address has been entered in the Custom Field Value field.

THEME

LOGO

5. Select Choose File to upload a ‘Logo’ image. Use PNG file.

AVAILABLE ROOM

6. Select the Available Room field and choose a color to display when a room is available. 7. Choose File to upload an ‘Available Room’ image. Image display overrides color selection. In other words, if both color and image are selected, ONLY the image

will display. 8. Clear Image to remove the ‘Available Room’ image.

IN PROGRESS MEETING

9. Select the In Progress Meeting field and choose a color to display when a room is being used. 10. Choose File to upload an ‘In Progress Meeting’ image. Image display overrides color selection. In other words, if both color and image are selected, ONLY the image will display. 11. Clear Image to remove the ‘In Progress Meeting’ image.

FUTURE MEETINGS (USER HAS NOT CHECKED-IN)

12. Select the Future Meetings field and choose a color to display a reservation in the future. 13. Choose File to upload a ‘Future Meeting’ image. Image display overrides color selection. In other words, if both color and image are selected, ONLY the image will display. 14. Clear Image to remove the ‘Future Meeting’ image.

RESERVATION EDITOR

15. Select the Reservation Editor field and choose a color to display from the reservation editor page.

16. Choose File to upload a ‘Reservation Editor’ image. Image display overrides color selection. In other words, if both color and image are selected, ONLY the image will display. 17. Clear Image to remove the ‘Reservation Editor’ image.

CHECK IN/OUT

18. Enable Check In/Out field to allow a user to check in or out of a meeting using MeetingPlanner Room Signs and Software. 19. Enter the minutes allowed before the meeting in which a user is able to check in. 20. Enter the minutes allowed after the meeting has ended in which a user is able to check out. 21. Select Save.

OVERRIDE GLOBAL SETTINGS IN IDENTIFIED ROOMS

Rooms that require settings other than the global settings entered above can be changed from the ‘Custom Field’ page of the identified room.

CUSTOM FIELDS

(Hierarchy>Locations&Rooms>Edit room>Custom Fields)

Settings that can be customized, by room, include:

Check-in After Window (enter field value in minutes) Check-in Before Window (enter field value in minutes) Check-in Enabled (enter 1 true or 2 false) Default Subject (enter subject [e.g., Staff Meeting] in field value) Free Color (enter HEX color) Help Email Address in Custom Field Value (enter helpdesk email [e.g., john.- [email protected]] in field value) Help Message (the message entered in field value will appear from the Room Sign reservation window once the the Request Help icon is selected) Future Color (enter HEX color) In Progress Meeting Color (enter HEX color)

To modify the custom field settings room by room:

1. Select Custom Fields. 2. Select Edit/Delete next to the setting to be modified. 3. Enter the new Custom Field Value. 4. Select Update and Save.

CHAPTER 80: Room Signs Quick Reference

MeetingPlanner Room Signage and Software allows users to quickly reserve and view room availability. It synchronizes and can be used in conjunction with Outlook/Exchange and all MeetingPlanner software.

ROOM SIGN AND SOFTWARE APPLICATION

1. Open the MeetingPlanner Room Sign Application using the URL provided by the Systems Administrator (e.g., http://yourserver/Suite).

CREATE RESERVATION

If the room is immediately available, the digital screen is green in color (default color). The hours and minutes prior to the next meeting in the room are also displayed.

If the room is occupied, the screen is red (default color). The hours and minutes remaining until the room is vacant are displayed.

1. Select Available or Find a Room from the touchscreen. 2. Enter the Username and Authenticate. 3. Use the +/- to set the Start and End time of the meeting.

4. Enter the Subjectof the meeting. 5. Select Save.

NOTE: Additional resources can be added to a reservation using either the Web Scheduler or Add-in MeetingPlanner application. (All resource cut-off times will apply.)

CHECK IN

Once the room is reserved, check in to confirm the reservation.

1. Select the meeting created from the window on the right side of the screen. 2. Authenticate by using either:

Username, or Reservation id.

The reservation id number is provided once the reservation is created.

MODIFY A ROOM RESERVATION

Check out of a meeting room that ends early or delete a reservation to make the room available to other users.

1. Select the meeting from the window on the right side of the screen. 2. Use the +/- to edit the Start and End time of the meeting or Delete to cancel it.

NOTE: All meetings and updates created using Room Sign Software synchronize with other MeetingPlanner Software applications.

CHAPTER 81: Exchange Sync, Appointment Fields Accessed in Push

ADD

Start and End Date Subject—From Meeting Planner Reservation. Creates default one if left blank Body—Will write "Meeting Planner Reservation ID nnn" label only SentOnBehalfOf (often displayed as Organizer)—Meeting Planner sends in the User Name of the Reservation Owner. If not valid, field is left to default value, the mailbox account itself. User Properties, Res_ID and Room_Res_ID

UPDATE

Start and or End Date User Properties, Res_ID and Room_Res_ID—Only if not yet in the Appointment

CHAPTER 82: Manually Con- figure Outlook to Connect with Proxy

First make sure you meet the minimum software requirements and followed all the instructions from Microsoft. Most of the time, if you followed Microsoft's instructions (http://help.outlook.com/en-us/140/m- s.exch.ecp.useoutlookanywhere.aspx) for configuring your domain for Office 365, your users should be able to connect to Exchange Online without any issues. If you do have issues with Outlook refusing to autodiscover the settings it needs to connect to Exchange Online, follow the directions below.

DETERMINE YOUR MAILBOX SERVER NAME AND PROXY SERVER URL

a. Sign in to the Office 365 (if applicable) portal. b. Click Outlook to open Microsoft Outlook Web App. c. In the upper-right corner of the page, click the Help icon (the question mark), and then click About. d. On the About page, locate and then note the Host address.

CREATE AN MAILBOX PROFILE

a. Click Start, click Control Panel, and then click Mail. b. Click Show Profiles and then click Add. c. Type a name for the profile, and then click OK.

MANUALLY CONFIGURE SERVER SETTINGS

a. Click on the check box and then click Next. b. Select Microsoft Exchange, and then click Next.

MICROSOFT EXCHANGE SETTINGS

a. In the Server box, type the host address that you noted in step 1d. Note: This name should be the first 10 characters of the host address together with "mailbox.outlook.com" If the host address is "ch1prd0610.outlook.com/owa," use "ch1prd0610.mailbox.outlook.com". b. Make sure that the Use Cached Exchange Mode option is selected. c. In the User Name box, type your user name (e.g., [email protected]). d. Click More Settings.

MICROSOFT EXCHANGE CONNECTION SETTINGS

Check "Automatically detect connection state" and then click Apply.

MICROSOFT EXCHANGE PROXY SETTINGS

a. Click the Connection tab. b. Make sure that the Connect to Microsoft Exchange using HTTP check box is selected, and then click Exchange Proxy Settings. c. In the Use this URL to connect to my proxy server for Exchange box, type the host address that you noted in step 1d. Note: Enter the host address without the "/owa". d. Make sure that the Only connect to proxy servers that have this principal name in their certificate check box is selected, and then type msstd:outlook.com. e. Click to select the On fast networks, connect using HTTP first, then connect using TCP/IP check box, and then click to select the On slow networks, connect using HTTP first, then connect using TCP/IP check box. f. Under Proxy authentication settings, select Basic Authentication. g. Click OK two times. h. Click Check Names. When the server name and the user name are displayed with an underline, click Next. i. Click Finish.

CHAPTER 83: Service Account Requirements & Uses

REQUIRED PERMISSIONS EXCHANGE

The account will require a mailbox on the Exchange server and permissions for the resources and user accounts that the Exchange Sync service will be acting upon.

There are two different privileges that can be granted to the service account for each mailbox that needs to be managed by Exchange Sync:

1. Calendar Permission: Granting "Editor" level delegate permissions will be sufficient to allowing the Exchange Sync service to create and modify meetings only; the service will not be able to delete meetings from the calendar. In a standard Exchange 2010 environment, this would be accomplished by running the following command in the Exchange Management Shell. a. Add-MailboxFolderPermission—Identity UserOrRoom:\Calendar -User ServiceAcct -AccessRights ReadItems,EditAllItems,DeleteAllItems 2. Deleted Items Permission: Granting "Contributor" permissions to the 'Deleted Items' folder will allow the Exchange Sync service to create, modify, and delete meetings; without these permissions, the service will only be able to create and

modify meetings on the calendar. In a standard Exchange 2010 environment, this would be accomplished by running the following command in the Exchange Man- agement Shell. a. Add-MailboxFolderPermission—Identity UserOrRoom:"\Deleted Items" -User ServiceAcct -AccessRights CreateItems

NOTE: "Moves" and "deletes" do not automatically send out notifications to invited users; these will need to be done manually by the user.

APPLICATION SERVER

The account will also require Local Administrator access on the application server, and "Log on as a batch job" permissions:

Local Administrator (Start > Administrative Tools > Computer Management) Log on as a batch job (Start > Administrative Tools > Local Security Settings)

ADDITIONAL REQUIREMENTS

The account will need to access the Exchange server from the application server, so there cannot be a Group Policy, Firewall, or Proxy that will prevent this from happening.

ACCOUNT USES

MeetingPlanner Exchange Sync service Log On account (Start > Administrative Tools > Services). Will be entered in the MeetingPlanner Configuration Tool on the application server ("Exchange Sync" tab). Will be entered into the MeetingPlanner Web > Setup > General Settings > Room page as well. This will be the account used to create tasks, which will be used to send meeting conflict notifications.

SECURITY

Once entered into MeetingPlanner, the service account name and password will be encrypted and stored in two configuration files located on the Meet- ingPlanner application server.

CHAPTER 84: User (v5.5.0.20- current)

PRE-INSTALLATION PREPARATIONS

There needs to be an account in Exchange that we will refer to as the Service Account

We recommend a separate Exchange account that is not used for any other purpose, but Exchange Sync will support using an existing account. This account will need to have an Exchange mailbox, and exist in AD. This account will need Exchange "Full Access" permissions to all the Room Resources and User Calendars being synced. Inadequate permissions will often result in “Can’t access resource” type errors in the Exchange Sync processes, and many others. These will typically occur when attempting to read data from Exchange. The Service Account should be in the Administrators group on the Meeting Planner Server.

During the Administration and Set Up of Exchange Sync, the person performing these functions will need to know the windows Log On credentials of the Service Account. To test the Pull process, and to view Push process results, you will need access to the Exchange Resources being tested, either through Outlook or other UI.

Meeting Planner Web and Client should be up and running before starting Exchange Sync set-up. It is recommended that you create a Meeting Planner User that will be used only for Exchange Sync purposes. This does not need to be linked to a actual User in the domain and is not used on the Exchange end at all. It's main purpose is to show in the Reservation Log, that the Sync Service made the change, not a person using Meeting Planner. MAPI CDO needs to be installed on MP Server. Typically, this will not be installed. If your Exchange Server version is above 2010, you may need to install the Oulook MAPI library instead. This is part of the Office Set-Up install. Down- load: http://www.microsoft.com/en-us/download/details.aspx?id=1004 The .NET 4.0 Framework is required on the MP Server. http://www.- microsoft.com/en-us/download/details.aspx?id=17851 If there are issues connecting to the Exchange Server, try the MFC MAPI tool. It can be found at http://mfcmapi.codeplex.com/.

INSTALLATION INSTRUCTIONS

It is recommended that someone from EmergingSoft assist in the initial installation and set-up.

Run the Install. Choose Custom, and select Exchange Sync in the module selection screen. Go into the Services Window. Check that the Exchange Sync Service is in the list. If it has started already, stop it for now.

The Log On for the Pull Service needs to be changed to the Service Account. Sometimes, if you view the service’s Properties - Logon, it may appear that the correct credentials are in there. You should re-enter them anyway. If this is set to Network Service or to a weak account, the error you see will include the code WSAECONNRESET. Complete the Meeting Planner Config Tool steps (see Meeting Planner Con- figuration Tool Entries below. Complete / Check the Exchange Sync related entries in Meeting Planner Web. (see Meeting Planner Web Entries below) Start the Exchange Sync Service. If it will not start at all, it is likely that the 4.0 .NET Framework is not installed on the Meeting Planner server.

MEETING PLANNER CONFIGURATION TOOL ENTRIES

Open the Meeting Planner Configuration Tool. The database connection information used by the Web Site and Web Service (Database tab) is also used by the Exchange Sync windows service. If this is not yet filled in, it needs to be completed at this time. Go to the Exchange Sync tab for the remainder of the entries. Exchange Store Address - This is the machine name of the Exchange Server being synced to. Often of the form mail.DomainName.com. This and the next field represent one of two ways that the Credentials can be passed to Exchange. It needs to be set to the specific Exchange node.

Exchange User Name - This is the account name of the Service Account. If all four fields are filled in, this is the field / log-in method that will be used. It is usually domain-specified ex. Domain Name\Service Account Name Profile Name - This is the name of the profile that will be used to access Exchange Server (Service Account). This and the password below can be used instead of Exchange User Name. In Office 365, and other environments, this is the only option. The profile needs to be created under the service account. If using a Proxy, the proxy address needs to be added to the profile. Profile Password - The password for the Profile above. This parameter is only used by the PST provider if the PST store is protected with a password. This is NOT a Windows account password. Pull Service Process Interval - This is the amount of time, in number of minutes, between the end of one Exchange Sync Service process cycle and the start of the next. Should be set to at least 1. Days Back to Pull - This is the number of days back you want the Pull service to search for appointments. It will look at the Modification Date. If you enter 14, for example, you will receive every changed appointment from the last two weeks. For the initial load, you may want to set this to a higher number, to get appointments that were scheduled far in advance, and then set it back to 7-14. If this is set to a higher number after the initial sync, you will need to "Force Fresh Pull of Exchange Data", the button found in Meeting Planner Web - Setup - Rooms - or the Meeting Planner Web - Setup - Users and Groups - .

Debug Level - This is a number, 0 - 2, that determines how many entries are created in the Event Viewer. 2 is very verbose, and should generally just be used when troubleshooting issues. 1 is the default, and provides enough information to monitor if it is running smoothly. 0 is quite limited, and should only be used when the system has been stable for a while, or if there are people looking at the Event Viewer that tend to be alarmed by the quantity, or nature, of the informational entries. Limited Search Mode - If this flag is checked, when Exchange Sync searches for Appointments to Push, it will only use a type of search. Otherwise, if that first search fails, it has secondary ones it can use. The secondary searches are generally only needed for specific situations, but they do make the system more robust. It is best to first try running with this flag unchecked, and only try the other mode if recommended by an EmergingSoft Support Specialist.

EXCHANGE SYNC SET-UP ENTRIES FROM MEETING PLANNER WEB

These entries will usually only need to be done during set-up.

Setup – General Settings – bottom of Room tab

Enable Exchange Sync Pull Functionality - Checking this will enable all Pull (from Exchange to Meeting Planner) operations.

Meeting Planner Exchange Sync User Name – A valid Meeting Planner Login Name, as seen on the General Settings - Users & Groups - User List. This will be the User used for the Reservation Log and new Pull Reservations. It should also be a member of at least one group. It’s considered best practice to use a separate User, one assigned to a single Group, but this is not enforced, and any valid User Name can be used. Enable Exchange Sync Push Functionality - Checking this will enable all Push (from Meeting Planner to Exchange) operations. Maximum # of Pushes that will be processed per batch - This is the number of Pushes that the Sync Service will attempt per cycle. There can be times where doing too many at once will cause intermittent Exchange connection errors. Redu- cing this number will reduce the chances of those types of errors. Increasing the number will allow the Pushes to be done in a more timely manner. After initial setup, this setting will generally not need to be changed Email Notice Task Account User Name - This is the Account Name used by the process that sends the Email Notifications. This does not need to be the service account, but just an account that has permissions to send emails. Email Notice Task Account Password - This is the password for the windows credentials described above. The password will not be displayed. If there is a value saved you will see the message "Password Saved" to the right of the entry text box.

For each Room: Setup – Rooms – Navigate to each Room to be Synchronized:

Go to the Exchange Tab / Frame Check “Enable Room for Synchronization” Flag to enable room for Push and or Pull processes Enter default SMTP address in “SMTP Address”. If there are problems with this value, it should be reported in the Event Viewer - Log - Application when the Exchange Sync Service is running. Use the “Cancel” and “Save” buttons at the bottom of the page as you would any Room Set-Up data.

For Each User Calendar: Set-Up - Users and Groups to be Synchronized:

Navigate to the User who owns the Calendar being Synchronized Use the “Synch User’s Mailbox” Flag to enable or disable the link to the Exchange Account Calendar.

RUNNING EXCHANGE SYNC SERVICE AND CHECKING THE RESULTS

The Event Viewer on the server where the Pull Service is running will have entries made in its Application Log section. You can filter the log on ExchangeSync to see only the ones related to Exchange Sync Pulls or Pushes.

The amount of detail is controlled by the "DebugLevel" set in the Sync Service config file. 0 is the least verbose, 3 the most.

When the service is first started, you will see “Exchange Sync started. The Sync process is configured to run every 15 minutes.” (where configuration file setting Exchange Sync Interval Minute is set to 15) The first process message is “Starting Sync Process”. The Room Pull, User Pull, and Pushes are processed on separate threads. The Event Viewer entries may be intertwined. The Room Pull threads will have Event IDs starting with 100, the User Pull threads start with 200, and the events for Push will always be 3. The Pull processes will go through Mailboxes configured to sync to Pull, looking for recent changes from the mailbox. Before it starts, the message will be of the form: Looking for changes in 1. First Mailbox Name 2. Second Mailbox Name .... If it finds appointments to be processed by Meeting Planner for that mailbox, you will see a message such as: Starting processing of 1 Appointments from First Mail- box Depending on the Debug Level, and if any processing errors occurred, there could be errors, warnings, or information messages displayed. When it has completed the Meeting Planner side of the processing, a message will be displayed such as: The Following Meetings were processed: [Update 'Sub- ject of first one' Sun 07 Apr 2013 10:00 GMT] [... The Push requests will be processed at t same interval as the Pulls. The number of requests it processes in one batch is controlled by the General Setting, "Max- imum # of Pushes that will be processed per batch".

Depending on the Debug Level each attempt will be shown, or only successful ones. In either case, it will write an entry such as, "Attempting Create Push to Mail- box 'room3', Start Date: Mon, 23 Jan 2012 11:00:00 GMT.” The error details can be “friendly”, example - Room 231 reserved for 2012 Jan 12 11:30:00 GMT” or quite cryptic. The cryptic ones are generally connection or other Exchange issues, while the friendly ones are MP business rules that were broken, most commonly, the MP Room is already reserved for the time the Pull is trying to add. The Exchange Sync Service will not stop itself when errors occur. Since the data was never processed, it will not be lost. During the next cycle of the Service, the changes will still be there, plus any that have occurred since then.

The Reservation Log in Meeting Planner will show all the data-affecting steps performed by the Pull process. This will show Adds, Update, Delete, and Conflict information. A sample is shown below.

TRIGGERING AND CHECKING PUSH RESULTS

The UI trigger for the Push Functionality is anything that will Add, Change, or Delete a Room Reservation using the Meeting Planner Web Services.

The change should have triggered the creation of a Push Request that will be picked up by the Exchange Sync Service (see section E). Changes done this way will be at the to pof the list, in front of the internal Push requests created by the

Pull process. Subject arriving Blank or Changed

In Outlook / Exchange, the Subject that ends up in the Invited Resource's Appointment can be different than the Organizer (Inviter) Appointment's Sub- ject. It gets changed based on rules in Exchange Resource Booking Attendant. In the Pull Service, when a MP Reservation is created from a Resource, it is the Resource's Subject that is being used for the MP Res Subject.

The Reservation Log can be checked against the Exchange Appointment.

The Reservation Log logs all such changes done to Room Reservations. To spot- check if the Push worked, you would check the Reservations involved in recent activity, filtered by a Room set up for Synchronization. Connect to that Exchange mailbox and see if you see the changes to the Appoint- ment.

TROUBLESHOOTING CONNECTION ISSUES WITH EXCHANGE

Ensure that the Exchange Store Address field in the MP Config Tool is an address that MAPI can resolve. This may not be the same address that is used by Outlook OWA.

The identity of the domain Windows user used by the Exchange Sync Pull Ser- vice (LogOn tab) must be able to access all the mailboxes that you need to process. On the MP Server, make sure that the user was added to the local users and has sufficient local rights. Check that the mail address entered in the Meeting Planner Configuration Tool will resolve in a browser opened on the Meeting Planner server. For any Error on the CheckChanges call of the Pull, Go into that Room or User in MP Admin and click on the "Force Fresh Pull of Exchange Data" button. If IPv6 is enabled on Windows 2008, that can cause problems connecting to the Exchange Server.

Could there be a firewall blocking access? To test connection, try creating a new Outlook profile on the MP Server, while logged into the domain as the Service Account.

CHAPTER 85: API Reservation Fee (XML "Drop") Introduction

BACKGROUND

The Reservation Feed is a simple commandline utility that can be setup in the Task Scheduler to run at a specified interval. Each time the utility is run, it will convert data from a view in the MeetingPlanner database into an xml file that can be saved to disk or uploaded to an FTP site.

The feed is typically used for custom digital signage, where the reservation times, subject, room, and organizer information need to be displayed. However, the database view can be customized to include any / all required information, and can be filtered to show reservations for "today," "this week," etc.

Notable features:

DateTimes will be converted to a specified timezone (or can be left in UTC). The output DateTime format can be specified. Output information can be customized based on what is captured in the DB view.

SAMPLE OUTPUT

2013-03-05 04:15

2013-03-05 05:15

Test Meeting with Setup

Room 101

Main

2013-02-06 01:00

2013-02-06 01:30

TestRoom

Main

2013-02-06 11:30

2013-02-07 12:00

A123

Main

2013-02-06 11:15

2013-02-07 12:15

Room 101

Main

CHAPTER 86: API Reservation Fee (XML "Drop") Installation & Configuration

PREREQUISITES

MeetingPlanner .NET 4.0

INSTALLATION

1. Download and extract the following zip file here. 2. These files can be placed in their own folder within the ...\Emergingsoft folder on the application server. 3. Create a new View in the MeetingPlanner database, called "PublicReservations," containing the information you will want in the feed. (Example can be found here) 4. Create a new task in the Task Scheduler

GENERAL

Name the task and set the account to run under.

TRIGGERS

Set the run interval for the process.

ACTIONS

Select the application that should be run. If you simply want to save the .xml file to disk, select the "ReservationFeed.exe" that is part of the zip file you previously downloaded. If you require an FTP upload, please select the "Gen- erateAndUploadFeed.bat" file, which is also included in the zip (configuration options are laid out below).

CONDITIONS & SETTINGS

These can be left with default settings. Feel free to change any of these options as desired.

XML CONFIGURATION

All configuration options can be set within the ReservationFeedCmd.exe.config file. Please see below for descriptions of each configuration option:

DSN: This can be copied from your ...\MeetingPlannerWeb\web.config FilePath: Where the xml file should be saved to disk (include a "\" at the end of the path). Note: file will be saved as "MeetingPlanner.xml. TimeZoneCode: Three letter abbreviation for the timezone that the reservation times should be converted to (ie "EST" for Eastern Time). Columns in the DB view that are titled "Start" or "End" will be converted using this timezone code. DateTimeFormat: The format for the datetimes that are returned. Format values should be found from the .NET site: http://msdn.microsoft.com/en-us/library/8kb3ddd4.aspx

FTP CONFIGURATION (IF NEEDED)

The FTP configuration is all setup within the "GenerateAndUploadFeed.bat" file. You will see the following items in the file (edit with Notepad):

FTPUserName_Replace: Replace with the FTP username setup for the .xml drop FTPPassword_Replace: Replace with the FTP password setup for the .xml drop /FTP/File_Path_Replace: Replace with the file path to where the .xml file should be uploaded to ("/" is the root directory) FTPServerIP_Replace: Replace with the IP address of the FTP server

CHAPTER 87: Crestron Fusion Digital Signage

This guide provides an overview of product features and related technologies. In addition, it contains recommendations on best practices, tutorials for getting started, and troubleshooting information for common situations.

CHAPTER 88: Installation and Configuration Guide

SETUP NEW MEETINGPLANNER CUSTOM FIELD

1. Go to MP Web > Setup > Code Tables > Room Custom Fields (dropdown) > Insert New Record. 2. Set the item Value to "ZZ1" (or similar) and the Item Description to "Crestron Room ID."

SET CRESTRON ROOMS TO 'ROOMVIEW' MODE

1. From the Crestron Fusion Setup page, edit the room(s) you wish to link to Meet- ingPlanner. 2. Go to "Scheduling Details" and select "RoomView."

ALTERNATIVE: Run the following SQL command against the Crestron database to enable this mode for all rooms.

3. UPDATE CRV_Rooms SET GroupwareProviderType = 'Internal' WHERE Type = 'Room'

GET CRESTRON ROOMID'S

1. Run the following SQL command against the Crestron database. SELECT r.RoomID, r.RoomName FROM CRV_Rooms r WHERE r.Type = 'Room' 2. Note the RoomID for the room(s) that you would like to integrate with Meet- ingPlanner.

LINK THE CRESTRON ROOMIDS TO THE APPROPRIATE MEETINGPLANNER ROOMS

1. Go to MP Web > Setup > Rooms > [select building] > [select room to link] > Custom Fields. 2. Enter the Crestron Room ID into the custom field that was created in Step 2.

ALTERNATIVE: Convert a csv file containing Crestron RoomID's and Meet- ingPlanner Room Names to a SQL script, to be run against the Meet- ingPlanner database.

i. Complete the template, making sure that there are no extra "columns" or "rows." ii. Run the linked PowerShell script with the csv template as the only parameter. > CrestronRoomImport.ps1 CrestronRoomImport.csv > Meet- ingPlannerImport.sql

DOWNLOAD THE SYNCHRONIZATION APPLICATION

1. Download the latest program files. 2. Extract the files into a new folder in the ...\EmergingSoft folder on the application server. The rest of this guide will assume the files were extracted into the ... \ Emer- gingSoft \ Crestron Sync folder.

CONFIGURE THE APPLICATION / DATABASE CONNECTIONS

NOTE: This step is to be done when Meeting Planner is not in use.

1. Open the ...\ EmergingSoft \ MeetingPlanner_WS \ web.config file. 2. Copy the value of the "DSN" 3. Paste the copied value into the ... \ EmergingSoft \ Crestron Sync \ Meet- ingPlannerCrestronIntegrationService.exe.config file as the "MeetingPlannerDSN" value, replacing the existing value. 4. Open the MeetingPlanner Configuration Tool to the Database tab. 5. Update the tab to include all information related to the Crestron Fusion database (Server, Database, SQL Login, Password). 6. Save. 7. Open the ...\ EmergingSoft \ MeetingPlanner_WS \ web.config file. 8. Copy the value of the "DSN"

9. Paste the copied value into the ... \ EmergingSoft \ Crestron Sync \ Meet- ingPlannerCrestronIntegrationService.exe.config file as the "CrestronFusionDSN" value, replacing the existing value. 10. Open the MeetingPlanner Configuration Tool to the Database tab. 11. Reset the information to reflect MeetingPlanner database information. 12. Save.

FINALIZE APPLICATION CONFIGURATION

1. Open the the ... \ EmergingSoft \ Crestron Sync \ Meet- ingPlannerCrestronIntegrationService.exe.config file. 2. Make sure the "CrestronRoomIdCode" value is set to match the custom field code that was created in Step 1b (above). 3. Set the "TraceLevel" to "Error" (if it isn't already). 4. Set the "LogPath" to the folder that you would like application logs to be written to. A typical path may be "C:\Temp\MeetingPlannerLogs\"

NOTE: Ensure the path ends with a " \ " character.

5. Save and close.

8) ESTABLISH THE APPLICATION AS A SERVICE

a. Run the following command to setup the application as a service:

> sc create MeetingPlannerToCrestronIntegration binpath= "C:\Program Files (x86)\EmergingSoft\Crestron Syn- c\MeetingPlannerCrestronIntegrationService.exe"

* Update the file path as necessary

** Make sure there is a space between 'binpath=' and the file path

b. Update the service's Log On account and auto start options as desired.

NOTE: Emergingsoft recommends running the service under the local system account. If another account is used, please make sure the account has full access to the log path, as well as to the application files.

c. Start the service.

OPTIONAL: "MIGRATE" EXISTING RESERVATIONS

The service is designed to run based off of a "transaction log" in Meet- ingPlanner, and will synchronize any action that happens in MeetingPlanner from the point the service is started, forward. If there are already reservations in MeetingPlanner that should be synchronized, Emergingsoft has put together a script (linked below) to set all existing reservations to by sync'd.

Please update the WHERE clause (line 35) as necessary. Keep in mind, the migration will take additional time, and this should be planned for.

CHAPTER 89: Installation

QUICK REFERENCE

1. From the application server, execute the Meeting Planner msi. 2. Walk through the installation wizard, choosing a custom type install. 3. Find the Room Wizard Integration Module and select it to be installed.After the installation completes, find the web.config file. It defaults to "C:\Program Files\Emergingsoft\RoomWizardConnector\" 4. Inside the Web.config file ensure that the DSN setting is the same as the DSN setting in your MeetingPlannerWeb’s Web.Config. If it is not, please copy the Meet- ingPlanner DSN and paste it over the existing RoomWizard DSN. This will make sure the database connection is properly established. 5. Open a browser and go to each room wizard’s configuration page. This will be "http://ip.address.of.roomwizard/" 6. Click on the link that takes you to its setup page and enter the password. Then click on the Synchronization. 7. You will be greeted with a screen that will ask you how you want the RoomWizard to synchronize. There will be two options. The default option is to use the default database on the RoomWizard. Choose the second option which connects to an external connector. 8. In the address field, use "http://address.of.meetingplanner.server/RoomWizardConnector/Connector.aspx". You will also see username and password fields. Try using a username and password of a

user that would have sufficient permission to connect to the “Connector.aspx” page. You will need to save at this point. 9. Near the bottom of the screen you should see Room ID field. Insert the Meet- ingPlanner room ID that the RoomWizard represents here. So, if each room wizard represents a different room, they will all have different ID’s. You’ll need to do a “select * from room” against the MeetingPlanner database to get the room id’s and corresponding room names. 10. You will need to save again after putting in the room ID. 11. You’ll know if it is working if the synchronization page says that it was able to find our connector, and it displays some information regarding it. If it fails to connect, try restarting the RoomWizard first, and then going back to the synchronization page. 12. If it still fails, then the RoomWizard is probably having trouble reaching the configured page (Connector.aspx). You’ll need to make sure that server permissions and directory permissions to allow for the user you configured in the username/password section. You can also try deleting both of these fields and trying it without the username/password specified. 13. The RoomWizard will often take a few minutes to sync up completely with the server.

NOTE: You can set the room name from the Room "tab" on the top toolbar of the RoomWizard web interface

CHAPTER 90: Caution Screen and Warning Triangle

SYMPTOM

The Room Wizard device is displaying a caution screen on start or reboot. Throughout the day a yellow warning triangle appears on the screen.

CAUSES

The Room Wizard device was reading the output xml from the Meeting Planner connector incorrectly.

SOLUTION

Fixed in firmware update 4.4.0.6 for the Room Wizard device.

If your firmware version is lower than 4.4.0.6 contact your SteelCase or Room Wizard support contact to receive instructions on how to update your firmware.

CHAPTER 91: Resource Isolation: Splitting Application Pools

BACKGROUND

The RoomWizard Connector is setup as a web application, side-by-side with the MeetingPlanner and MeetingPlanner_WS applications. All of these applications, by default, share an application pool. If issues are encountered or a bet- ter allocation of resources on the application server is required or desired, the RoomWizard Connector can be split into its own application pool. This will allow the MeetingPlanner users and RoomWizard Connector to maintain separate connection pools and memory allocations.

IMPLEMENTATION

1. Open IIS. 2. Create a new application pool. this new application pool will be the RoomWizard App Pool and should mirror the MeetingPlanner App Pool setup. 3. Once the RoomWizard App Pool is created, select the Default Web Site > RoomW- izard application.

4. Click "Advanced Settings" and update the Application Pool from Meet- ingPlannerAppPool to the RoomWizard pool that was just created. 5. After completion, it may also be beneficial to reset IIS.

CHAPTER 92: Active Directory Diagnostic

BACKGROUND

Emergingsoft has an Active Directory Synchronization service that comes as part of MeetingPlanner. The service retrieves user accounts from configured Active Directory LDAP paths and creates / maintains MeetingPlanner user profiles for found users. LDAP paths for the service are typically retrieved from Microsoft's ADSI Edit tool, which provides a graphical view into Active Directory and provides the Distinguished Name formatting for all paths that are required.

In the event that there are more complex issues preventing a connection to a configured LDAP path, additional diagnostics tools may be required. As a pre- liminary step, Emergingsoft has put this tool together to help with troubleshooting.

INSTALLATION

1. Download the zip file to the server. 2. Make sure that the zip is "Unblocked" once it is on the server. 3. Extract the files.

4. Double-click the "Emergingsoft.MeetingPlanner.ActiveDirectoryDiagnostics.exe" to run the application.

FUNCTIONALITY & USE

1. Launching the tool will bring up the diagnostics interface. 2. Input the LDAP path in question. 3. Update the LDAP filter, if needed. It will pre-populate with the default Emer- gingsoft filter. 4. Click "Diagnose" to run.

Result (Legacy) & Result: These fields display the results from two different connection methods to connect to the LDAP path and retrieve users. The above screenshot shows a successful attempt - if any errors are encountered, they will be output in these textboxes and should be provided to Emergingsoft (a screenshot of the output, plus the results copy and pasted out of the window and into a ticket).

Current User: This displays the Distinguished Name for the current user.

Domain Controller(s): This displays any domain controllers that can be found. The discovered DCs are then pinged and checked for "Primary" status, both of which our output in this textbox.

EXCHANGE WEB SERVICES (EWS) DIAGNOSTICS BACKGROUND

Emergingsoft has multiple products that integrate with Exchange, many of which utilize Exchange Web Services. This diagnostics tool can help identify URL, service account password, and permissions issues. As a first troubleshooting step, Emergingsoft has put this tool together to help with troubleshooting.

INSTALLATION

1. Download the zip file to any machine on your network. 2. Make sure that the zip is "Unblocked" once it is on the server. 3. Extract the files. 4. Double-click the "Emergingsoft.MeetingPlanner.ExchangeDiagnosticsTool.exe" to run the application.

FUNCTIONALITY & USE

1. Launching the tool will bring up the diagnostics interface. 2. Input the appropriate settings as they are in MeetingPlanner. 3. Click "Run." (Note: The tool may take several minutes to return a result, please be patient)

Credential Validation: The first section of the diagnosis will contain credential validation. This is to establish that the service account has access, as well as which form of the credentials are required by the Exchange server.

Contact Email Address(es) Check: This confirms that the service account has an active mailbox in Exchange (a requirement for Emergingsoft's EWS integration).

Impersonation Check: This confirms if the service account can impersonate the provided email address. If no "Impersonation Email" is provided, this diagnostics section will not return.

Room Permissions: Delegate Check: This provides the users that have explicit delegate privileges. Any accounts with "Full Access," will not be listed here.

IIS WARMUP APPLICATION (V1.0.0.1) BACKGROUND

Many ASP.NET products have a long compilation time, which leads to a long loading time for the first user to access the website after an application pool is recycled. Emergingsoft's products are no exception, and also do quite a bit of application caching at this time. While this ultimately leads to a faster website, it can be a burden on that initial user.

In order to alleviate the issue, Emergingsoft has put together an IIS warmup application that can be run to simulate the first user. Once setup, the first user of the day will no longer experience this initial delay.

INSTALLATION & CONFIGURATION

1. Download the zip file provided. First confirm that the Zip is not blocked by Win- dows. This can be done by right-clicking on the file, going to Properties and clicking "Unblock." If the "Unblock" button is not present, then the archive is already unblocked. 2. Extract the files into a new folder on the application server (typically: ...\Emer- gingsoft\IisWarmup). 3. Open the configuration file and update the URLs. (Note: If you wish to add any additional websites to the application, please feel free to do so). 4. Save and close. 5. Open the Administrative Tools > Task Scheduler. 6. Create a new task. Necessary task configurations are listed below:

General > "Run as...": This account will need to be an domain account with a MeetingPlanner user profile. General > "Run whether user is logged on or not": Enable Triggers > Daily at 1:00am: By default the Web Scheduler will recycle everyday at midnight. If this changes, you will want to modify the trigger or add additional entries. This should be run after every recycle. Actions > Start a program: This should point to the .exe file that was part of the downloaded package.

UPDATES & NOTES v1.0.0.0

Initial release. v1.0.0.1

Application will ignore SSL certificate errors.

RESOURCE MAILBOX MIGRATION: EXCHANGE WEB SERVICES BACKGROUND

Organizations that are currently using Exchange Resource Mailboxes to hold reservation information, and are looking to migrate their reservations into Meet- ingPlanner and sunset their Resource Mailboxes can use this tool to aid in the reservation export process. The utility uses Exchange Web Services to access each resource mailbox and create a csv file containing all reservation information. This allows manual intervention, if necessary, to update any subjects, owners or other information and will provide data in a specific format that can be easily processed by Emergingsoft and turned into a sql script that will import appropriately into MeetingPlanner.

NOTE: If you are using or evaluating Emergingsoft's Exchange Sync service, be mindful that the room configuration steps below will affect Exchange Sync. It may be necessary to stop the service during the setup, configuration, and processing steps with this tool.

SETUP & CONFIGURATION

PREREQUISITES

APPLICATIONS

Exchange 2010 or newer MeetingPlanner Web Scheduler Application Notifier Service (part of the Web Scheduler installation)

SERVICE ACCOUNT

The migration tool will require a service account setup that has Read access to the Resource Mailboxes that will be migrated.

Add-MailboxFolderPermission -Identity ResourecMailbox:\Calendar -User ServiceAcct -AccessRights ReadItems

INSTALLATION / SETUP

2. Extract the files into a new folder within the Emergingsoft installation folder present on the application server for MeetingPlanner and the Web Scheduler (typically: C:\ Program Files (x86)\Emergingsoft\Exchange Migration). 3. Modify the Properties > Security on the new folder so that the EWS service account has Full Control over the folder. 4. In the .config file, you will find two appSettings, which should be updated to meet your organization's needs:

CsvRoomsListFilePath: If you are using the CSV method for identifying rooms to be migrated (recommended), this is where you will provide the file path to the csv file. There is more information in the next section for how to setup the file. EnableFuzzyLogic: If "fuzzy logic" should be used to match recurring reservation occurrences. Sometimes there are different Exchange Ids associated with these reservation instances and doing a match based on the subject and organizer can help resolve any issues. I would suggest disabling this option to start and enabling it later, if tests demonstrate a need. DaysBack: The number of days in the past for which the tool should retrieve reservations. This is based on the start date of each appointment (or the start date of the first occurrence in a recurring series).

DaysForward: The number of days in the future for which the tool should retrieve reservations. This is based on the start date of each appointment (or the start date of the first occurrence in a recurring series).

MEETINGPLANNER CONFIGURATION

1. In a browser, open the Web Scheduler (http://server/scheduler). 2. Go to the Configuration page (gear icon), and update the Ews Integration section as necessary. 3. Save all changes.

IDENTIFYING ROOMS TO MIGRATE

Please only choose one of the following methods.

Method 1: CSV File (recommended)

1. Run the following SQL query to assist with the csv creation: SELECT room_id, room_name FROM room 2. Create a blank csv file with the following columns:

SMTP Address: The Exchange SMTP address for the room Room Name: The room name in MeetingPlanner Room Id: The room id in MeetingPlanner

3. Complete the columns for all rooms that should be migrated. 4. Update the export tool's configuration file with the path to the file (see above).

Method 2: MeetingPlanner

1. Open MeetingPlanner Web (http://server/meetinglanner). 2. Go to Setup > General Settings > Room. 3. Enable Exchange Sync. 4. For each room that will be migrated, do the following*:

a. Go to Setup > Rooms > [select building] > [select room] > Exchange (or EBI depending on your current configuration).

b. Check the "Enable Room for Synchronization" box. c. Enter the smtp address for the room. d. Save.

PROCESS

Once all of the above steps are complete, either log onto the application server as the service account and execute the .exe or hold down Shift as you right- click on the .exe and then select "Run as different user..." From here, you can use the credentials for the service account with Exchange permissions.

Once the application completes, you will find one csv file per Resource Mailbox created in the Exchange Migration folder. Please supply these csv files to our support team (via a new ticket), and our team can convert these to sql scripts for you. The sql script will then be able to be run against your MeetingPlanner database to complete the migration.

SCHEDULED RESERVATION IMPORT BACKGROUND

Some organizations may wish to regularly import reservations from a different tool or in bulk. A college, for instance, may need to add a new set of reservations for the new classes that are available each semester. This tool will allow an organization to complete those imports.

INSTALLATION & CONFIGURATION

1. Download the zip provided. First confirm that the Zip is not blocked by Windows. This can be done by right-clicking on the file, going to Properties and clicking "Unblock." If the "Unblock" button is not present, then the archive is already unblocked. 2. Extract the files into a new folder on the application server (typically: ...\Emer- gingsoft\ReservationImport). 3. Update the .config file:

DSN: Copy the DSN from the ... Emergingsoft \ MeetingPlannerWS \ web.- config CSVPath: Enter the file path to the csv file that will include the reservations to me imported. ReportDir: Enter the path where the "report" should be placed. This will be an xml file containing any errors or deleted reservations, and should

end with a "\". ConflictPriority: There are three options to choose from here:

Import: Reservations being imported will all be added to Meet- ingPlanner. Any conflicts will be deleted from MeetingPlanner and noted in the report file MeetingPlanner: Reservations already existing in MeetingPlanner will take precedent. Any imported reservations in conflict will not be added, but will be noted in the report. Log: If any conflicts are encountered, both reservations will be noted in the report - no reservations will be deleted.

DefaultUserID: If a reservation is being imported and the user cannot be found based on the provided email address, the reservation will be mode for this account. This would correspond to the user_profile.user_id in the MeetingPlanner db. TimeZoneCode: This should be the three-letter timezone abbreviation representing the timezone that reservations are listed as in the import template.

PROCESS

Once the application is properly configured, follow these steps to complete the import:

1. Complete the import template. 2. Save the csv file into the designated drop location. 3. Run the .exe application. 4. Review the report.

CHAPTER 93: Exchange Web Services (EWS) Diagnostics

BACKGROUND

INSTALLATION

FUNCTIONALITY & USE

1. Launching the tool will bring up the diagnostics interface. 2. Input the appropriate settings as they are in MeetingPlanner.

3. Click "Run." (Note: The tool may take several minutes to return a result, please be patient)

Credential Validation: The first section of the diagnosis will contain credential validation. This is to establish that the service account has access, as well as which form of the credentials are required by the Exchange server. Contact Email Address(es) Check: This confirms that the service account has an active mailbox in Exchange (a requirement for Emergingsoft's EWS integration). Impersonation Check: This confirms if the service account can impersonate the provided email address. If no "Impersonation Email" is provided, this diagnostics section will not return. Room Permissions: Delegate Check: This provides the users that have explicit delegate privileges. Any accounts with "Full Access," will not be listed here.

CHAPTER 94: IIS Warmup Applic- ation (v1.0.0.1)

BACKGROUND

INSTALLATION & CONFIGURATION

3. Open the configuration file and update the URLs. (Note: If you wish to add any additional websites to the application, please feel free to do so). 4. Save and close. 5. Open the Administrative Tools > Task Scheduler. 6. Create a new task. Necessary task configurations are listed below:

UPDATES & NOTES

v1.0.0.0

Initial release.

v1.0.0.1

Application will ignore SSL certificate errors.

CHAPTER 95: Resource Mailbox Migration: Exchange Web Ser- vices

BACKGROUND

Note: If you are using or evaluating Emergingsoft's Exchange Sync service, be mindful that the room configuration steps below will affect Exchange Sync. It may be necessary to stop the service during the setup, configuration, and processing steps with this tool.

SETUP & CONFIGURATION PREREQUISITES

APPLICATIONS

Exchange 2010 or newer MeetingPlanner Web Scheduler Application Notifier Service (part of the Web Scheduler installation)

SERVICE ACCOUNT

The migration tool will require a service account setup that has Read access to the Resource Mailboxes that will be migrated.

Add-MailboxFolderPermission -Identity ResourecMailbox:\Calendar -User ServiceAcct -AccessRights ReadItems

INSTALLATION / SETUP

2. Extract the files into a new folder within the Emergingsoft installation folder present on the application server for MeetingPlanner and the Web Scheduler

(typically: C:\ Program Files (x86)\Emergingsoft\Exchange Migration). 3. Modify the Properties > Security on the new folder so that the EWS service account has Full Control over the folder. 4. In the .config file, you will find two appSettings, which should be updated to meet your organization's needs:

MEETINGPLANNER CONFIGURATION

1. In a browser, open the Web Scheduler (http://server/scheduler). 2. Go to the Configuration page (gear icon), and update the Ews Integration section

as necessary. 3. Save all changes.

IDENTIFYING ROOMS TO MIGRATE

Please only choose one of the following methods.

Method 1: CSV File (recommended)

1. Run the following SQL query to assist with the csv creation: SELECT room_id, room_name FROM room 2. Create a blank csv file with the following columns:

-- SMTP Address: The Exchange SMTP address for the room

-- Room Name: The room name in MeetingPlanner

-- Room Id: The room id in MeetingPlanner

3. Complete the columns for all rooms that should be migrated. 4. Update the export tool's configuration file with the path to the file (see above).

Method 2: MeetingPlanner

1. Open MeetingPlanner Web (http://server/meetinglanner). 2. Go to Setup > General Settings > Room.

3. Enable Exchange Sync. 4. For each room that will be migrated, do the following*:

a. Go to Setup > Rooms > [select building] > [select room] > Exchange (or EBI depending on your current configuration).

b. Check the "Enable Room for Synchronization" box. c. Enter the smtp address for the room. d. Save.

PROCESS

CHAPTER 96: Scheduled Reser- vation Import

BACKGROUND

INSTALLATION & CONFIGURATION

DSN: Copy the DSN from the ... Emergingsoft \ MeetingPlannerWS \ web.config CSVPath: Enter the file path to the csv file that will include the reservations to me imported.

ReportDir: Enter the path where the "report" should be placed. This will be an xml file containing any errors or deleted reservations, and should end with a "\". ConflictPriority: There are three options to choose from here...

Import: Reservations being imported will all be added to MeetingPlanner. Any conflicts will be deleted from MeetingPlanner and noted in the report file MeetingPlanner: Reservations already existing in MeetingPlanner will take precedent. Any imported reservations in conflict will not be added, but will be noted in the report. Log: If any conflicts are encountered, both reservations will be noted in the report - no reservations will be deleted.

DefaultUserID: If a reservation is being imported and the user cannot be found based on the provided email address, the reservation will be mode for this account. This would correspond to the user_profile.user_id in the MeetingPlanner db. TimeZoneCode: This should be the three-letter timezone abbreviation representing the timezone that reservations are listed as in the import template.

PROCESS

Once the application is properly configured, follow these steps to complete the import:

1. Complete the import template. 2. Save the csv file into the designated drop location.

3. Run the .exe application. 4. Review the report.