Software-Setup-Guide - X2O Media

Software-Setup-Guide

X2O Room Scheduling

Setup Guide

Follow the steps in this guide to configure the X2O Room Scheduling solution in your environment

X2O Room Scheduling Overview

The X2O Room Scheduling solution provides an easy way to display meeting room schedules, check in and check out of meetings, quickly book an available room, and show additional content from internal or external sources.

Meeting Schedule

Integrate the solution with your calendar management system to display room status and current and upcoming meetings in real time. The background color highlights whether the meeting room is Available (green), Reserved and pending check in (yellow), or currently Occupied (red) so you can easily determine when the room is free for booking.

Signage Screen

In addition to displaying the room schedule, you can select an RSS news feed and add assets and channels to the playlist to show your own content on the screen.

Check-In / Check-Out

Sometimes a meeting room is reserved but nobody shows up, preventing people from booking an available room. The system is configured to require a Check-In before each meeting starts, and the room automatically becomes available if nobody checks in within a specified time frame. The Check-In can be disabled according to your company policy, or in cases where a meeting room sign is inaccessible.

When back-to-back meetings are scheduled, the room is shown as Occupied for the entire duration of the meeting, and the Check-In prompt appears at the start time of the next scheduled event.

If the meeting is finished before the planned end time, an attendee can open the meeting details and Check Out to free up the room from that moment onwards.

Ad Hoc Reservation

Booking a free room can be done quickly and conveniently. Tap the Reserve Now iconon the sign to reserve the room for the upcoming time slot.

Info Popup

Tap the Info icon on the sign to view the handy popup with an overview of the basic functionality of X2O Room Scheduling.

Styling

The default layouts are designed to follow the style and any selection in the Player Configuration will be reflected on the display.

Supported Calendars

The following calendaring servers are supported out of the box:

  • Microsoft Exchange Server 2010 or higher
  • Office 365 hosted Exchange Server

Configuration

Follow the procedures in this section to configure X2O Room Scheduling. X2O Data Portal release 1.3.4.2 (or higher) is required to complete the setup.

Microsoft Exchange Script

To protect customer data, the username, password, and Exchange Web Services URI for the required Exchange Server is secured in a custom parser script that resides in the X2O Data Portal. The script must be imported and configured for the customer and assigned to their data service access token.

Import the Microsoft Exchange script:

  1. Sign in to your local X2O Data Portal as the administrator.
  2. Open the Data Sources section.
  3. Click the Customer Parser Scripts tab.
  4. Click Import from File.
  5. Click Choose File and navigate to the directory where your files are stored.
  6. Select the zip file that contains the Microsoft Exchange script and click Open.
  7. Click Import.

The Microsoft Exchange script is added to the list of Data Sources.

Access Token

X2O Room Scheduling players receive Weather data, RSS news, and Microsoft Exchange data via an access token defined in the X2O Data Portal.

Update your access token for X2O Room Scheduling:

  1. Sign in to your local X2O Data Portal as the administrator.
  2. Open the Data Sources section.
  3. Click the Access Tokens tab.
  4. Click the required access token in the list (or click Add New Token if required). The Access Token Details dialog appears.
  5. Copy the Value of the access token to your clipboard and paste it in a text file. This value is required to set up the Data Service on the player network.
  6. Click to expand the Data Sources section.
  7. Select the required data feeds in the list.
    The minimum requirements for X2O Room Scheduling are the Weather and RSS feeds; select additional feeds according to the information sources you want to display on the sign.
  8. Click to expand the Custom Parser Scripts section.
  9. Select the required Microsoft Exchange script.
  10. Click OK to save the access token.

Microsoft Exchange Variables

The Microsoft Exchange script provides the following variables needed to retrieve meeting room data from Exchange:

Set the variables to connect to your Exchange server:

Variable Description
username The full username of the account that connects to Microsoft Exchange (user@domain.ext).
password The password used to authenticate the user account.
meetingroom_email If meeting room events are required, supply a comma-delimited list of email addresses and their events will be returned.

For X2O Room Scheduling, the email address of each meeting room must be configured at the player level; refer to the "Player Properties" section for instructions.
uri The Exchange Web Services (EWS) URI; if not supplied, auto discovery will be used, causing additional delay.
serverversion The minimum requested target version; must be no higher than target server version or connection will fail.

Set the variables to connect to your Exchange server:

  1. Open the Customer Section on your local Data Portal. The Assign Values to Scripts tab appears on the page.
  2. Select your access Token.
  3. Click the Microsoft Exchange script in the list to open the Variables dialog.
  4. Enter a new Value for each variable described in the table above.
  5. Click OK.

The values are saved to the access token.

Player Network

Networks are used to secure and logically arrange X2O players connected to the X2O Cloud, as well as the custom player properties and settings, X2O Portal users, and custom content belonging to our customers.

Each customer on the X2O Cloud is provided with their own player network that is then set as a "tenant root" to secure and isolate it from all other networks. Player activation and end-user access to the X2O Portal are enabled on the customer network via a server-side license.

Access your network:

  1. Launch a Web browser and open the X2O Portal at https://www.x2ocloud.com.
  2. Sign in with the Username and Password supplied by X2O Media.

Everything you need to get your players up and running is accessible from the homepage:

Note that the Portal apps and features you can access depend on the role assigned to your user profile.

Data Service

Connect the player network to the X2O Data Service:

  1. In the X2O Portal, select the required customer Network in the main task bar.
  2. Open the Advanced Settings portal app.
  3. Click Configure Network in the menu bar. The Default Player Properties page opens.
  4. Click Edit next to the Data Service URL player property.
  5. Enter the URL to the X2O Data Portal in the Default Value field.
  6. Click Apply.
  7. Click Yes in the message that appears.

Set up the access token:

  1. Open the text file where the Data Portal access token is saved and copy the value.
  2. Go to the Default Player Properties page in the Advanced Settings portal app.
  3. Click Edit next to the Data Service Token player property.
  4. Paste the access token in the Default Value field.
  5. Click Apply.
  6. Click Yes in the message that appears.

Player Configuration

Quickly configure the network your players in four simple steps:

  1. Go to the X2O Portal and open the Player Configuration portal app.
  2. Follow each step in the wizard:
    • Layout – Select the required layout.
    • Settings – Set the location, language, unit of measurement, and the default news feed.
    • Background – Select a static or animated image.
    • Styling – Select a pre-configured style, or customize the colors and font to fit your brand.
  1. Click Finish.
  2. Click OK once the changes are applied.

Player Activation

Activation authorizes the player and assigns it to your network.

Activate a player:

  1. Connect the hardware and start up the signage player device. The unique ID of the player loads on the screen.
  2. Go to the X2O Portal and select Activate Player from the Administration menu in the main task bar.
  3. Enter the Player ID displayed on the player screen in the field provided.
  4. Click Activate.

Player Properties

Set up the room properties for each player:

  1. Go to the X2O Portal and open the Players portal app.
  2. Click the Configure
  3. Select the player you want to set up and click Edit.
  4. Enter values for the following properties:
    • MRS Room Name – The name of the room shown on the meeting room sign. The maximum length is 35 text characters, including spaces.
    • MRS Room Email Address – The email address of the meeting room used to obtain scheduled events from the calendaring server.
  1. Click Apply.

Customizations

This section describes the various X2O Room Scheduling customizations available. The “Agenda News” layout channel is used in the examples below to illustrate the areas that can be updated according to your personal specifications. The options managed in the player properties can have a default value for all players in the network.

Note that your company may change or limit access to data stored in your calendar management system, causing some variables to load a different value than expected. Please contact your IT department if you encounter issues when configuring what you would like to display.

Playlist

The layout channel has a Content Media Loader object that is configured to play the MRS_Playlist, which displays a Weather channel by default.

You can create your own “MRS_Playlist” playlist to display custom content outside the meeting room.

The Content Media Loader is 460 by 460 pixels and is tailored to show company news, small clips, and simple channels with few objects. Considering the actual physical space, the playlist should not be loaded with heavy content such as complex dashboards or full HD or 4K video, as it might not reader smoothly.

Create the playlist:

  1. Go to the X2O Portal and open the Playlists Portal app.
  2. Click New Playlist in the main task bar to launch the Playlist Editor.
  3. Enter MRS_Playlist as the Playlist Name.
  4. Drag-and-drop channels and assets from the Content Browser to add events to the playlist.
  5. Select an event and set up its properties in the Event Details pane on the right.
  6. Select and move an event up or down to change the play order at any time.
  7. Click Save.

The new playlist starts playing in the Content Media Loader on the player screen.

Info Popup

The MRS_InfoPopup image appears when the Info icon is tapped on the touchscreen.

Create your own image to display custom information.

The image must use the following specifications:

Image resolution 1000 by 600 pixels
Supported file types BMP, GIF, JPEG, JPG, or PNG
Asset name MRS_InfoPopup

Upload your custom image:

  1. Go to the X2O Portal and open the Assets Portal app.
  2. Select the required asset category for your upload.
  3. Drag the image file from your computer to the Portal app, then release the mouse when the Drop files here to upload overlay appears. The Asset Upload dialog opens.
  4. Enter MRS_InfoPopup as the Label.
  5. Click Done to add the asset to the network.

The new image appears the next time the Info icon is accessed.

Hours To Display

The layout channel has an Agenda Daily object that is preconfigured to show a four-hour time frame (including the current hour) by default.

Edit the following player property to change the hours displayed:

Property Description
MRS Hours To Display The number of hours shown in the meeting room schedule. The maximum allotted is 12 hours.

Calendar View

The Agenda Daily object in the layout channel displays an event box for each meeting in the schedule.

Edit the following player property to change what is shown in the calendar view:

Property Description
MRS Hours To Display The information shown in each event box on the calendar.

The MRS Calendar View property accepts variables that the system replaces with data from the calendaring server at runtime. These are:

  • %Subject%
  • %Organizer%
  • %Start%
  • %End%
    • You can format the text in this property using whitespace, the vertical bar, dashes, slashes, and hyphens as word dividers, for example: %Start% - %Subject%.

Meeting Detail

Detailed information about a meeting opens when an event in the schedule is tapped on the touchscreen. The Check Out button is available for selection once the meeting is in progress.

Edit the following player properties to configure what is shown in the header and body:

Property Description
MRS Meeting Detail Body The information shown in the body of the meeting details box.
MRS Meeting Detail Header The text shown at the top of the meeting details box.

Both properties accept variables that the system replaces with data from the calendaring server at runtime. These are:

  • %Start%
  • %End%
  • %Subject%
  • %Organizer%
  • %Description%
  • %Attendees%

You can format the text in each property using HTML, or whitespace, the vertical bar, dashes, slashes, and hyphens as word dividers, for example:

Meeting Room Detail Header

%Subject% | %Start% - %End%

MRS Meeting Detail Body

Check-In Behavior

The system is configured to require a Check-In five minutes before each meeting starts, and the room automatically becomes available if nobody checks in within five-minute after the meeting has begun.

Edit the following player properties to change the check-in behavior:

Property Description
MRS Check In Start Time The Check-In prompt appears n minutes before the meeting starts.

Configure the system to check in automatically by entering the negative integer -1 as the value, otherwise the room is made available once the Check-In Time expires.
MRS Check In End Time The booked room is made available n minutes after the scheduled meeting starts if the Check-In does not occur.

Ad Hoc Reservations

An available meeting room can be booked on-the-fly when the Reserve Now icon is tapped on the touchscreen.

Edit the following player properties to change ad hoc reservation settings:

Property Description
MRS Ad Hoc Reservation Organizer The organizer's name that appears when the room is reserved for an ad hoc meeting.
MRS Ad Hoc Reservation Subject The subject line that appears when the room is reserved for an ad hoc meeting.
MRS Ad Hoc Reservation Max Time The maximum n of minutes allowed for an ad hoc reservation.
MRS Ad Hoc Reservation Min Time The minimum n of minutes allowed for an ad hoc reservation. The minimum allotted is 10 minutes. The room cannot be reserved if a scheduled meeting is about to start.

Contact Us

Contact X2O Media if you require standard product support for our applications. A team of experienced support engineers is at your service for any professional assistance.

www.x2omedia.com/support