ATEN VanCryst VK430 User manual

User Manual
RBS Panel & Configurator
ATEN Room Booking System

ATEN Room Booking System User Manual
ii
Compliance Statements
FEDERAL COMMUNICATIONS COMMISSION INTERFERENCE
STATEMENT
This equipment has been tested and found to comply with the limits for a Class
A digital device, pursuant to Part 15 of the FCC ules. These limits are
designed to provide reasonable protection against harmful interference when
the equipment is operated in a commercial environment. This equipment
generates, uses, and can radiate radio frequency energy and, if not installed and
used in accordance with the instruction manual, may cause harmful
interference to radio communications. Operation of this equipment in a
residential area is likely to cause harmful interference in which case the user
will be required to correct the interference at his own expense.
The device complies with Part 15 of the FCC ules. Operation is subject to the
following two conditions: (1) this device may not cause harmful interference,
and (2) this device must accept any interference received, including
interference that may cause undesired operation.
FCC Caution
Any changes or modifications not expressly approved by the party responsible
for compliance could void the user's authority to operate this equipment.
Warning
Operation of this equipment in a residential environment could cause radio
interference.
Achtung
Der Gebrauch dieses Geräts in Wohnumgebung kann Funkstörungen
verursachen.
KCC Statement

ATEN Room Booking System User Manual
iii
Industry Canada Statement
This Class A digital apparatus complies with Canadian ICES 003.
RoHS
This product is oHS compliant.
User Information
Online Registration
Be sure to register your product at our online support center:
Telephone Support
For telephone support, call this number:
International http://eservice.aten.com
International 886 2 8692 699
China 86 400 810 0 810
Japan 81 3 61 811
Korea 82 2 467 6789
North America 1 888 999 ATEN ext 4988
1 949 428 1111

ATEN Room Booking System User Manual
iv
User Notice
All information, documentation, and specifications contained in this manual
are subject to change without prior notification by the manufacturer. The
manufacturer makes no representations or warranties, either expressed or
implied, with respect to the contents hereof and specifically disclaims any
warranties as to merchantability or fitness for any particular purpose. Any of
the manufacturer's software described in this manual is sold or licensed as is.
Should the programs prove defective following their purchase, the buyer (and
not the manufacturer, its distributor, or its dealer), assumes the entire cost of all
necessary servicing, repair and any incidental or consequential damages
resulting from any defect in the software.
The manufacturer of this system is not responsible for any radio and/or TV
interference caused by unauthorized modifications to this device. It is the
responsibility of the user to correct such interference.
The manufacturer is not responsible for any damage incurred in the operation
of this system if the correct operational voltage setting was not selected prior
to operation. PLEASE VE IFY THAT THE VOLTAGE SETTING IS
CO ECT BEFO E USE.
Product Information
For information about all ATEN products and how they can help you connect
without limits, visit ATEN on the Web or contact an ATEN Authorized
eseller. Visit ATEN on the Web for a list of locations and telephone numbers:
International http://www.aten.com
North America http://www.aten usa.com

ATEN Room Booking System User Manual
v
Package Contents
Check to make sure that all components are in working order. If you encounter
any problem, please contact your dealer.
VK 30
1 VK430 10.1” BS Panel with wall mount
2 LED bars
4 LED bar screws
4 hard wall mount screws + screw anchors
2 3M glass mount tape
1 user instructions*

ATEN Room Booking System User Manual
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Contents
Compliance Statements ii
User Information . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .iii
Online Registration . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . iii
Telephone Support . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .iii
User Notice . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .iv
Product Information . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .iv
Package Contents . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . v
VK430 . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . v
Contents . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .vi
About this Manual . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .ix
Conventions . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . x
1. Introduction
Overview. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 1
Features . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 2
VK430 10.1” RBS Panel . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 2
RBS Configurator . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 2
Requirements . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 3
Getting Started . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 4
Accessories . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 5
Components . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 6
VK430 RBS Panel. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 6
2. Hardware Setup
10.1” RBS Panel . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 10
Installation. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 10
3. RBS Configurator
Installing RBS Configurator . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 13
The Interface . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 15
. Panel Profile
Editing Profile Names, Duplicating and Deleting Profiles . . . . . . . . . . 17
Adding New Profiles . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 18
Defining Profiles . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 18
GUI Design . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 19
Booking Settings . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 20

ATEN Room Booking System User Manual
vii
5. Calendar Server
Microsoft 365. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 21
Microsoft 365 admin center . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 22
Adding User Accounts . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 22
Adding Room (Resource) Accounts . . . . . . . . . . . . . . . . . . . . . . . 23
Setting Administrator Account to Record Room Usage Details . . 24
Turning Off Multi factor Authentication (MFA) . . . . . . . . . . . . . . . . 25
Azure Active Directory . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 26
Registering Application . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 26
Adding API Permissions . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 28
ATEN RBS Configurator . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 31
Microsoft Exchange Server . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 32
Microsoft Exchange 2010 . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 34
Create a Room Mailbox . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 34
Assign the Delegate to the Room Mailbox. . . . . . . . . . . . . . . . . . . 39
Set up Password for the Room Mailbox . . . . . . . . . . . . . . . . . . . . 42
Add the Room Mailbox to a Room List Distribution Group . . . . . .44
Microsoft 2013 / 2016 / 2019 . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 48
Exchange Admin Center (EAC) . . . . . . . . . . . . . . . . . . . . . . . . . . . 48
Create a Room Mailbox . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 50
Set the Delegate for the Room Mailbox. . . . . . . . . . . . . . . . . . . . . 53
Add the Room Mailbox to a Room List Distribution Group . . . . . .54
Calendar Settings in ATEN RBS Configurator. . . . . . . . . . . . . . . . 56
Google Workspace . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .60
Setting Up Google Workspace for Room Management . . . . . . . . . . . 61
Adding Rooms, Buildings, and Users . . . . . . . . . . . . . . . . . . . . . . 62
Enabling Google Calendar and Admin API . . . . . . . . . . . . . . . . . . 63
Creating a Service Account . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 65
Authorizing Access from Third party Applications . . . . . . . . . . . . . 66
Panel Message . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .68
Disconnection Message . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 68
Support Contact . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 69
6. Panel Management
RBS Panel Search . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 71
Panel Management Options . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 72
Uploading Profiles and Setting Changes to
ATEN RBS Panels . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 73
Batch Configure . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 75
Upgrading Firmware / APP . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 77
7. Panel Password
Defining Passwords Directly on the Panels . . . . . . . . . . . . . . . . . . . . . . .79

ATEN Room Booking System User Manual
viii
Changing the Passwords of RBS Panels . . . . . . . . . . . . . . . . . . . . . . . . . 80
Changing the Password of One RBS Panel via the Panel . . . . . . . . . 80
Changing the Passwords of Multiple RBS Panels by Batch . . . . . . . . 80
8. Panel Operation
Panel Main Page . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 83
Viewing Meeting Schedule . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 85
Today’s Scheduled Meetings . . . . . . . . . . . . . . . . . . . . . . . . . . . . 85
Meetings Scheduled on Other Dates / for Other Rooms. . . . . . . . 85
Suggesting a Room. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 86
Booking a Room . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 87
Administrator Settings . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 89
Enabling / Disabling Access to Basic Panel Settings . . . . . . . . . . . . . 89
Configuring Network Settings . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 90
Setting the Password . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 91
Demo Mode . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 92
Enabling Demo Mode . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 92
Disabling Demo Mode . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 93
Appendix
Safety Instructions . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 95
General . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 95
Specifications . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 97
VK430 . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 97
Technical Support . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 98
International . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 98
North America . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 98
Limited Warranty . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 99

ATEN Room Booking System User Manual
ix
About this Manual
This user manual is provided to help you get the most out of your ATEN oom
Booking System. It covers all aspects of the system, including BS Panel and
BS Configurator installation, configuration, and operation:
Devices and software covered in this manual include:
An overview of the information found in the manual is provided below.
Chapter 1, Introduction
Introduces you to the ATEN oom Booking System, its purpose, features, and
components.
Chapter 2, Hardware Setup
Provides the necessary steps to set up the ATEN oom Booking System, along
with some basic operations.
Chapter 3, Configurator Installation
Provides the basic information and installation instructions of the ATEN BS
Configurator.
Chapter , Panel Profile
Guides you through how to configure and customize layout design profiles to
be applied to the ATEN BS Panels managed.
Chapter 5, Calendar Server
Guides you through the implementation of your ATEN oom Booking System
to calendar servers, such as Microsoft 365 Calendar, for convenient scheduling
management of all conference rooms in the system.
Chapter 6, Panel Management
Covers how to upload projects to and configure the ATEN BS Panels
managed.
Chapter 7, Panel Password
Guides you through how to define and change the passwords of your ATEN
BS Panels.
Models
Product Names
VK430 10.1” Room Booking System (RBS) Panel
RBS Configurator Room Booking System (RBS) Configurator

ATEN Room Booking System User Manual
x
Chapter 8, Panel Operation
Guides you through the operations that can be done on ATEN BS Panels,
including booking or checking into rooms.
Appendix
Provides specifications and other technical information regarding the ATEN
oom Booking System.
Note:
ead this manual thoroughly and follow the installation and operation
procedures carefully to prevent any damage to the unit or connected
devices.
ATEN regularly updates its product documentation for new features and
fixes. For an up-to-date ATEN BS documentation, visit
http://www.aten.com/global/en/
Conventions
This manual uses the following conventions:
Monospaced Indicates text that you should key in.
[ ] Indicates keys you should press. For example, [Enter] means to
press the Enter key. If keys need to be chorded, they appear
together in the same bracket with a plus sign between them:
[Ctrl+Alt].
1. Numbered lists represent procedures with sequential steps.
♦Bullet lists provide information, but do not involve sequential steps.
>Indicates consecutive selecting options (such as on a menu or
dialog box). For example, Start > Run means to open the Start
menu, and then select Run.
Indicates critical information.

Chapter 1. Introduction
1
Chapter 1
Introduction
Overview
The ATEN oom Booking System is an Ethernet-based room management
system that works in conjunction with a calendar server, such as Microsoft 365
Calendar and Google Workspace, to provide convenient scheduling,
availability allocation, reservation, and status indication for all of the rooms
managed in your organization.
ATEN oom Booking System consists of VK430 BS Panels, 1 for each room
managed, and an BS Configurator used to configure the BS Panels and
calendar server.
Through ATEN oom Booking System, users can check for the availability of
every room, book the desired rooms while scheduling meetings, as well as
cancel or extend their room booking.
On each VK430 BS Panel, you can check the time slots the corresponding
room is available for and reserve immediately or for a desired time with a few
simple taps.
Using BS Configurator, the administrator can adjust the theme style and
setting profiles of each VK430 BS Panel.
The ATEN oom Booking System is the perfect solution for any meeting and
conference room, boardroom, classroom, and any other room booking
management through streamlined Ethernet-based management system in
conjunction with a calendar server for optimum efficiency and performance.

ATEN Room Booking System User Manual
2
Features
VK 30 10.1” RBS Panel
10.1” capacitive touch-screen panel
Natively installed with the ATEN BS app for integration with calendar
servers
Supports Power over Ethernet (PoE) — can receive both power and
communication over a single Ethernet cable
LED light bars illuminating user-defined colors to indicate the room’s
availability at a glance
Preinstalled with a wall mount kit and provided with 3M VHB™ Tape for
easy mounting onto a hard or glass wall
75*75 mm VESA-compliant for flexible mounting across various
installation scenarios
RBS Configurator
Easy BS panel configuration via intuitive GUI
Profile setup (logo, background, calendar layout, etc.)
System setting (language, sleep mode brightness, volume, etc.)
Panel management (firmware updates and profile upload)
Simulator to simulate and preview the customized GUI before uploading
Supports mainstream calendar servers, including Microsoft 365 Calendar
and Google Calendar, and Microsoft Exchange Server

Chapter 1. Introduction
3
Requirements
Prepare the following equipment and make sure your equipment meets the
minimum requirements specified below.
Room to be managed by your ATEN Room Booking Sy tem, with the
following equipment
1 VK430 ATEN 10.1” BS Panel per room
1 available PoE+ port per room, from a PoE switch / injector
or 1 power adapter (available for purchase, see Accessories, page 5)
A computer (for running ATEN RBS Configurator), with the
following pec
OS: Windows 7 / 8 / 10 (32/64-bit)
Processor: 1 GHz
Memory: 1 GB AM
Storage: 500 MB available hard disk space

ATEN Room Booking System User Manual
4
Getting Started
Complete the following tasks to start setting up your ATEN oom Booking
System and managing your room resources.
No. Getting Started Tasks Detailed Procedure
1 Install an ATEN RBS Panel, using the
preinstalled wall mount (and 3M mount
tape), for each of the room to be manged
by your ATEN Room Booking System.
Installation, page 10
2 Install a configuration tool, ATEN RBS
Configurator to a computer that has
network access to the installed RBS
panel(s).
Installing RBS
Configurator, page 13
3 Define a desired layout and theme style to
for the installed ATEN RBS Panels.
Chapter 4, Panel Profile
4 By default, the RBS panel is DHCP
enabled. Configure the network settings if
needed.
Configuring Network
Settings, page 90
5 Set up the calender server for ATEN Room
Booking System.
Chapter 5, Calendar
Server
6 Upload the configured profiles and settings
to the ATEN RBS Panels.
Uploading Profiles and
Setting Changes to ATEN
RBS Panels, page 73

Chapter 1. Introduction
5
Accessories
Optionally purchase any compatible power adapter and/or power cord if
needed, as listed below. Contact your ATEN dealer for details.
Model Description Region
0AD8 8012 33MG power adapter all
LIN2 418K D12G power cord A
LIN2 418K E12G power cord E
LIN2 418K D16G power cord J
LIN2 418K F11G power cord U
LIN2 418K N12G power cord I
LIN2 418K G11G power cord G
LIN2 418K Z11G power cord Z
LIN2 418K K11G power cord K

ATEN Room Booking System User Manual
6
Components
VK 30 RBS Panel
No. Component Description
1 touch screen Tap to configure or reserve the corresponding room.
2 status LED Lights on when the touch panel is powered on.
Front View
Rear View
Top View
Bottom View
4
1
23
791013
11
12 12
11
5
68

Chapter 1. Introduction
7
3 function button Press to access the Settings page.
4 brightness + / Press to adjust the display brightness.
5 volume + / Press to adjust the volume of the touch panel.
6 power switch Turns the touch panel on or off.
7 power jack Connects to power.
8 USB Micro B port Reserved for debugging.
9 USB type A port Used to update the ATEN RBS app and/or firmware.
10 LAN port with PoE Connects to the network, while receiving power via
PoE.
11 speakers Plays beep sounds to indicate operation actions.
12 LED screw holes Used for attaching LED bars.
13 reserved for
debugging purposes
These ports are reserved for debugging.
No. Component Description

ATEN Room Booking System User Manual
8
This Page Intentionally Left Blank

Chapter 2. Hardware Setup
9
Chapter 2
Hardware Setup
This chapter guides you through the hardware setup of ATEN BS device as
well as cover some of its basic configurations.
The BS device covered includes:
For the installation and configuration of ATEN BS Configurator, please refer
to RBS Configurator, page 13, and Panel Management, page 71.
Model Product Name Page
VK430 10.1” RBS Panel p.10
Important safety information regarding the placement of this device
is provided on Safety Instructions, page 95. Please review it before
proceeding.

ATEN Room Booking System User Manual
10
10.1” RBS Panel
Installation
The ATEN VK430 RBS Panel comes preinstalled with a wall mount. It is also
compatible with any VESA-compliant (75 x 75 mm) mounting accessory.
Follow the steps below to install and mount the VK430 onto a wall.
1. Secure the 2 LED bars onto the sides of the VK430 using the 4 LED bar
screws provided.
12
3-a
5
4
3-b
Glass
Wall
Hard Wall Glass Wall
Warning: Wait for 24+ hours for
an adhesive bond strength of 90%
at room temperature