MEETING PLANNER Installation, Configuration, and User Guides Last Updated: April 24, 2018 EMS Software | emssoftware.com/help | 800.440.3994 | © 2018 EMS Software, LLC. All Rights Reserved. Table of Contents CHAPTER 1: Introduction to Meeting Planner 1 Contact Customer Support 1 CHAPTER 2: Network Architecture Diagram 2 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