BTX Technologies BookIT User manual

USER GUIDE
WWW.BOOKIT.TECH |MAY 2017

2
WHAT’S IN THE BOX
SYSTEM REQUIREMENTS
SETUP
DEVICE MANAGEMENT PORTAL
USING BOOKIT
TABLE OF CONTENTS
BookIT®Room Scheduling Solution
BookIT is an elegant, cost-effective and easy-to-deploy system designed for scheduling
any conference room on the network from a BookIT touch panel located outside a
meeting room, mobile device or computer. The sleek design fits into any décor and
the intuitive interface requires little to no user training.
BookIT offers a host of application features including a meeting room calendar
with the ability to add, check-in, cancel, extend and release a meeting from the
display. The system is easily set up and administered with options for adjusting
and disabling certain functionality for the displays and other GUI options.
The system includes a 7" BookIT PoE touch panel device, a wall mounting system,
BookIT Room Scheduling Software* and power adapter for when PoE is unavailable.
Visit www.bookit.tech for more information.
© 2017 BookIT, a division of BTX Technologies. *The BookIT®app is ONLY supported on BookIT®hardware.
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WHAT’S IN THE BOX
Android Tablet (BookIT software* comes pre-installed)
WELCOME
Welcome Card
Mounting Adapter AC Adapter
(For use when PoE is not available)
What’s In The Box
Thank you, and remember to BookIT… before they do!
Installation, Setup and Use
System Requirements
7" BookIT display with BookIT software pre-loaded
Power adapter (for use if PoE is not available)
Mounting hardware
For specific instructions to mount the display, set up the
application and general use, download the User Manual at:
http://www.bookit.tech/downloads/
PoE capable network or accessible power
Internet Access: 802.3 Ethernet or 802.11 WiFi for:
ÐLicense activation
ÐBookIT software updates
ÐMicrosoft® Office 365™if required
ÐGoogle® Apps for Work if required
Microsoft Exchange 2010 or above, or Google Apps for Work
calendars with room mailboxes capability.
Questions?
Visit www.bookit.tech for additional information and live chat.
Call BTX Technologies live technical support at 800.666.0996.
CONGRATULATIONS… ON YOUR PURCHASE OF BOOKIT –THE MOST
EFFICIENT AND INTUITIVE ROOM SCHEDULING SYSTEM AVAILABLE
* The BookIT®app is ONLY supported on BookIT®hardware.

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SYSTEM REQUIREMENTS
HARDWARE REQUIREMENTS
POWER OPTIONS
Power requirements depend on what kind of infrastructure is available. If the network is PoE (Power Over
Ethernet) capable, then the included power supply is not needed and power is delivered to the BookIT
display via the Ethernet cable. If the network is not PoE capable, a PoE injector can be used to make it
capable, or the DC power adapter can be used in conjunction with an AC socket nearby.
NETWORK CONNECTIVITY
To connect BookIT to the calendar services, an 802.3 Ethernet or an 802.11 WiFi network is required.
Internet access is required for:
1 License Activation
2 BookIT Updates
3 Office 365 (if used)
4 G Suite (formerly Google Apps for Work) - (if used)
CALENDARING SYSTEMS AND REQUIREMENTS
Microsoft Exchange and Office 365
»Exchange 2010 SP2 or later
»Exchange Web Services
»Room mailboxes
»Room lists
»Account with full access permissions to resource mailboxes
»Author permissions for Users on room mailboxes.
G Suite (formerly Google Apps for Work) Calendar
»Resource Calendar
»Google account with full access to resource calendar
»Share calendar
»User permissions for calendar

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SETUP
HARDWARE SETUP
BOOKIT®MOUNTING INSTRUCTIONS - SURFACE MOUNTING (comes standard with each BookIT display)
1 Loosen the two bottom mounting screws do not remove them completely.
2 Remove mounting bracket from unit.
3 Select mounting location, level bracket and mark the four small mounting holes, and right-side
rectangle cable entry point.
4 Cuta small access hole inside the marked right-side rectanglelarge enough for your network
cable (and power cable if not usingPoE) to pass through.
5 Do not cutout the entire marked rectangle as this will remove too much material for the wall
anchors to function properly.
6 Install the proper wall anchors(not included)for your specific applications.
7 Fasten mount to wall with the 4 screws(not included)supplied with your wall anchors.
8 Plug the network cable into the BookIT display. Also plug in the power cable ifPoEis not available.
9 Hang unit on the mounted bracket hooks.
10 Secure bottom mounting screws.
* We recommend only cutting out a small section enough for your cables and not the entire rectangle if possible. This will
ensure secure anchors when screwing in next step. By ensuring enough material to secure the anchors properly.

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SETUP
HARDWARE SETUP
BOOKIT®MOUNTING INSTRUCTIONS - RECESS MOUNT
(The BTX-BOOKITRMB recessed mount brackets (sold separately) work with the mounting bracket included with BookIT.)
1 Loosen the two bottom mounting screws but do not remove them completely.
2 Remove mounting bracket from unit.
3 Select mounting location, level bracket and trace the outer perimeter of the back of the bracket on wall.
4 Cut out the traced opening (You can fine tune the openingduringadry fit.)
5 Installthetwo flush mount brackets usingthefour 6-32 x 2" screws and four #6 flat washersto
the display bracketas shown in the diagram. Thread the screws until the screw tip is flush with
the back of the brackets.
6 Rotate the mount 90 degrees to the mounting cutout and guidethe brackets into the cut out.
7 Once the brackets clear the inside of the mounting surface, rotate the mount (the screws will
give some resistance while rotating)so that the top is pointing up.
8 Insert the mount into the cut-out sothat it is flush with the wall.
9 Tighten the four screws on the brackets until the mount is secure in the wall.
10 Plug the network cable into the BookIT display. Also plug in the power cable ifPoEis not available.
11 Hang unit on the mounted bracket.
12 Secure bottom mounting screws.
Setting up bracket Inserting and Rotating in Wall Mounting display unit

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SETUP
HARDWARE SETUP
BOOKIT®MOUNTING INSTRUCTIONS - MULLION MOUNTING
The BTX-BOOKITMM mullion mount (sold separately) requires a mullion with at least 2" of depth
and is designed for cables that have been run inside the mullion for access to the BookIT display.
Illustration of “Mullion Mount” found on page 8.
1 Using the included template, mark the four mounting holes and one cable access hole on the mullion.
2 Drill four 5/16" holes for the included T-anchors and drill one 3/4" MIN (1" MAX) hole for cable access.
3 Feed your network cable into the mullion and through the cable access hole.
4 Install the 1" nylon spacers onto the T-anchors.
5 Install the nuts onto the T-anchors (supplied) and keep the nut on the first few threads of the bolt.
6 Hold the mullion mount back plate to the holes drilled into the mullion.
7 Insert one of the prepared T-anchors into the mullion mount as shown in the diagram ensuring
that the “T” mechanism drops down.
8 Lightly grip the nylon spacer and pull back putting pressure on the T-anchor on the inside
surface of the mullion.
9 Using a 7/16" deep socket on a universal joint or flexible socket extension, tighten the nut finger tight.
10 Repeat this process for the remaining three T-anchors.
11 Make sure the face of the mullion mount is plumb and secure the mullion mount using the 7/16"
socket to tighten the nuts on the T-anchors so that the mullion mount is secure against the mullion.
Do not over-tighten.
12 Slide the mullion mount cover onto the back plate until it is flush with the mullion face.
13 Install the collar with the hooks facing up using the 4 6-32 x 5/16 screws (supplied).
14 The mount can be installed in both the left or right face of the mullion. Simply make sure that
the hooks on the mullion mount collar are facing upward before fastening to the plate.
15 Plug the network cable into the BookIT display.
16 Hang the unit on the mount on the mullion mount collar hooks.
17 Secure the bottom mounting screws.

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SETUP
HARDWARE SETUP
BOOKIT®MOUNTING INSTRUCTIONS - MULLION MOUNTING
The BTX-BOOKITMM mullion mount (sold separately) requires a mullion with at least 2" of depth
and is designed for cables that have been run inside the mullion for access to the BookIT display.
The mount can be installed on both the left or right face of the mullion.
BTX-BOOKITMM (mount and display)
SCALE 1 : 5
Nut
Nylon spacer
T-anchor
Mullion Mount
Display
Mullion Mount Cover
Part: COLLAR
Part: COVER
Part: PLATE
Bottom
mounting screws
T-anchors
T-anchor inserted and
engaged
T-anchor inserted but not yet engaged

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SETUP
HARDWARE SETUP
BOOKIT®MOUNTING INSTRUCTIONS - SWITCH BOX MOUNTING
BookIT can be installed on a 3 gang switch box (example: Garvin Industries®MGSB-3)
using the BTX-BOOKITWM (sold separately).
1 Loosen thetwobottom mounting screws but do not remove them completely.
2 Remove the included mounting bracket and discard or save for future use.
3 Place the BTX-BOOKITWMagainstthe pre-installed 3 gangswitchbox so that the mounting holes align.
4 Install six 6-32 screws included with the BTX-BOOKITWM and tighten until the bracket is secure.
5 Plug the network cable into the BookIT display, if not usingWiFi. Also plug in the power adapter
if PoE is not available.
6 Hang unit on the mounted bracket.
7 Secure the bottom mounting screws.

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POWERING UP
POWER OVER ETHERNET
1 Plug an RJ45 network cable into the RJ45 port in the BookIT display.
DC ADAPTERS
1 Plug the adapter into the wall socket.
2 Plug the jack terminal on the adapter into the BookIT display.
CONNECTING TO THE NETWORK
ETHERNET
(Note: Connecting to a WiFi network will disable Ethernet. Turning on WiFi without connecting
to a network will leave Ethernet active.)
1 Plug an RJ45 network cable into the RJ45 port of the BookIT display.
2 Go to Android Settings.
3 In the Wireless & Networks section, select More.
4 Select Ethernet.
5 Turn on Ethernet by checking the checkbox in the Use Ethernet menu item.
6 Ethernet should default to DHCP. If you need to manually assign network settings,
select Advanced and uncheck the DHCP checkbox.
7 Enter your network information.
Wi-Fi
(Note: Connecting to a WiFi network will disable Ethernet. Turning on WiFi without connecting
to a network will leave Ethernet active.)
1 Go to Android Settings > WLAN
2 Turn on WLAN if it is off.
3 Select from available networks.
4 Type the password (if any) and tap connect.
DATE, TIME AND TIME ZONES
1 Go to Android Settings.
2 Select Date & Time
3 Select an Option
▶Automatic Date & Time (use network-provided date & time)
▶Automatic time zone (user network-provided time zone)
▶Set Date (manually set the date)
▶Set Time (manually set the time)
▶Set Time Zone (manually set the time zone)
SETUP

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OS LANGUAGE SELECTION
1 Go to Android Settings.
2 Select Language & Input.
3 Select Language.
4 Select your language from the list.
5 Close Android settings.
LANGUAGE SELECTION
1 Language will be detected based on the language selected in Android settings. If your language isn’t
automatically detected, select an appropriate language from the dropdown list.
2 Press the OK button.
SETUP

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LICENSE REGISTRATION AND EULA
1 Enter the license key including the dashes. (Must be done locally at the device)
2 Dismiss the keyboard.
3 Check the EULA checkbox.
4 Press the Register Button.
5 WiFi is required for registration.
A. If WiFI is not enabled, a pop-up will ask you to turn it on. Answer Yes.
i. A WiFi network connection is not necessary.
B. If WiFi does not have a network connection, you will be asked if you want to continue anyway.
Answer Yes. This will not connect WiFi to the network.
C. If WiFi is enabled, the registration process will proceed without this pop-up.
D. Once the registration process is complete, you will be asked if you wish to turn WiFi off.
If you are not using WiFi for network connectivity, answer Yes. If you are using WiFi
for network connectivity, answer No.
E. You will get a success confirmation. Select OK.
6 Room Account Setup (Must be done locally at the device)
7 Application Settings (Can be done locally at the device or in the Device Management Portal)
The Licenses registration and EULA must be completed before Setup can begin. Room Account Setup and Application
Settings must be done in order, as BookIT will not allow any other order of operation.
SETUP

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ROOM MAILBOX SETUP (Resource Mailbox)
MICROSOFT EXCHANGE SERVER 2010
CREATE ROOM MAILBOX
1 Launch the Exchange Management Console.
2 In the console tree, navigate to Recipient Configuration.
3 In the action pane, click New Mailbox or right click and click New Mailbox.
4 On the Introduction page, click Room Mailbox and then click Next.
5 On the User Type page, click New user, and then click Next.
6 Create an alias for the mailbox and complete all needed settings in this step and click Next.
7 Review the summary and click New to create the resource mailbox.
8 After the creation process is complete, click Finish to close the wizard.
Exchange room mailboxes default to deleting the meeting subject (meeting title) and adding the organizer’s
name to the subject instead. If left like this, BookIT will display the organizer’s name in the meeting title
section. To have BookIT display the desired information, please follow the instructions below.
1 Go to Exchange Management Console, console tree and click Recipient Configuration
2 Click Mailbox and select the room mailbox you wish to work with.
3 Right click and select Properties.
4 Go to the Resource Information tab.
5 Uncheck the Delete the subject checkbox.
6 Uncheck the Add the organizer’s name to the subject checkbox.
7 Click Apply
8 Click OK.
PERMISSIONS
Full Access User
A user with Full Access Permissions to the room mailbox is required to configure BookIT. Full Access
Permissions are not required for all users. Only the user that will manage the room mailbox needs
these permissions. Follow the instructions below to grant Full Access Permissions to the room mailbox.
When you grant the Full Access permission to another user for a mailbox, that user becomes able to log on
to the mailbox and access its entire contents.
1 Launch the Exchange ManagementConsole, click on Recipient Configuration from the console
tree and select a recipient (room mailbox) to manage.
2 Select Manage Full Access Permission from the “action panel”.
3 On the next wizard that will come up after clicking on Manage Full Access Permission, click on
the Add option to select the users or groups for which you want to assign the full access
permissions or select the remove icon to remove permissions.
4 After adding or removing permissions, click onManageto finalize the task and finish
to close the Wizard.
BookIT requires a user with Full Access Permissions in order for it to work.
Those are the credentials that are added in Room Account Settings.
SETUP

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MAILBOX RESOURCE SETUP
MICROSOFT EXCHANGE SERVER 2010
PERMISSIONS (cont.)
Delegate
1 Select the Resource Mailbox to configure from the Exchange Management console.
2 In the Action Pane, select Properties.
3 Select Resource Policy tab.
4 Add or Delete delegates from the Delegate List.
Create Security Group
1 Go to Exchange Management Console, console tree and click Recipient Configuration.
2 Click New Distribution Group in the Action Pane.
3 On the Introduction page, click New Group, and then click Next.
4 Fill in the form on the Group Information page, making sure to click Security in Group Type.
5 On the New Distribution Group page, review and click New to finish.
6 Add Author Permissions for the room mailbox to the Security Group. This can be done with the
Exchange Powershell cmdlet: Add-MailboxFolderPermission -Identity [email protected]:\Calendar
-User [email protected] -AccessRights Author
SETUP
Delegates are not required for BookIT functionality. Delegates can be used when the Auto-Attendant is not in use or with
the Auto-Attendant. A delegate has the ability to accept meetings on behalf of the calendar. If used with the Auto-Attendant,
a delegate can override an Auto-Attendant and accepted meeting.
Author permissions on the room mailbox is required for each user so that they can book events from the BookIT display.
The most efficient way to do this is to create an Exchange security distribution group and grant Author permissions for
the room mailbox to the group. Then users can be added to that group. The same security distribution group can be
used for all room mailboxes. If access to a specific room is restricted, i.e., the Executive Boardroom, you would create
a separate Exchange security distribution group and add only the users allowed to that group.

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MAILBOX RESOURCE SETUP
MICROSOFT EXCHANGE SERVER 2010
PERMISSIONS (cont.)
Add Users to Security Group
1 Right click the Security Group and click Properties.
2 Click the Members Tab.
3 Click Add.
4 Select the Users you wish to add.
5 Click OK.
SETUP
Create Room List
1 Create a list of members in a$Membersvariable by using Get-Mailboxcmdlet. In this scenario,
we have different rooms in different cities.
$Members=Get-Mailbox -Filter {(RecipientTypeDetails -eq “RoomMailbox”)}
2 Create the distribution group by using New-DistributionGroup cmdlet with the $Membersvariable
as the value for theMembersparameter.
New-DistributionGroup -Name “Building 31 Rooms” -RoomList -Members $Members
Creating a room list is required to book alternate rooms from BookIT as well as showing schedules for alternate rooms.

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ROOM MAILBOX SETUP (Resource Mailbox)
MICROSOFT EXCHANGE SERVER 2013 THROUGH OFFICE 365
Note: If you are using Office 365, you must make a remote Exchange Powershell connection.
Connect Powershell to Exchange 365
1 Run PowerShell as administrator.
2 Enable PowerShell to run scripts. (only once).
c:\>Set-ExecutionPolicy RemoteSigned
3 Close PowerShell as administrator and run it again without administrative privileges.
4 Run the following command sequence. (In the Windows PowerShell Credential Request dialog box,
type your Office 365 username and password, then click OK.).
c:\>$UserCredential = Get-Credential
c:\>$Session = New-PSSession -CongurationName Microsoft.Exchange
-ConnectionUri https://outlook.ofce365.com/powershell –liveid/
-Credential $UserCredential -Authentication Basic -AllowRedirection
c:\>Import-PSSession $Session
5 When finished running commands, disconnect the remote PowerShell session.
c:\>Remvove-PSSession $Session
SETUP
CREATE MAILBOX
1 Go to Exchange Admin Center.
2 Under Recipients locate Resources
3 Click New + and select Room Mailbox in the dropdown menu.
4 Use the Room name text box to set the name of the room mailbox.
5 Create an email address. Use a unique alias and your domain name.
6 After the creation process is complete, click Save to close the wizard.
Exchange room mailboxes default to deleting the meeting subject (meeting title) and adding the organizer’s
name to the subject instead. If left like this, BookIT will display the organizer’s name in the meeting title
section. To have BookIT display the desired information, please follow the instructions below.
7 Run the following cmdlet in Exchange Powershell.
Set-CalendarProcessing -Identity RoomName –AddOrganizerToSubject $false –DeleteComments
$false –DeleteSubject $false
BookIT requires a user with Full Access Permissions in order for it to work. Those are the credentials that you add
in Room Account Settings.

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ROOM MAILBOX SETUP (Resource Mailbox)
MICROSOFT EXCHANGE SERVER 2013 THROUGH OFFICE 365
Note: If you are using Office 365, you must make a remote Exchange Powershell connection.
PERMISSIONS
Full Access User
A user with Full Access Permissions to the room mailbox is required to configure BookIT. Full Access
Permissions are not required for all users. Only the user that will manage the room mailbox needs
these permissions. Follow the instructions below to grant Full Access Permissions to the room mailbox.
1 Go to Recipients at Exchange Admin Center.
2 Select Resources
3 From the list of mailboxes, select the one to assign permissions for, and then click Edit.
4 Click Mailbox Delegation at the left pane.
5 Locate Full Access at the bottom and click the Add button “+” to add a new user.
6 Select the user you wish to add and click the Add button.
7 Click OK.
8 Click Save.
SETUP
BookIT requires a user with Full Access Permissions in order for it to work. Those are the credentials that you add
in Room Account Settings.

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MAILBOX RESOURCE SETUP
MICROSOFT EXCHANGE SERVER 2013 THROUGH OFFICE 365
PERMISSIONS
Delegate
1 Go to Recipients at Exchange Admin Center.
2 From the list of mailboxes, select the one to assign permissions for, and then click Edit.
3 Click Delegates at the left pane.
4 Set booking requests to “Select delegates who can accept or decline booking requests”.
5 Click Add+ to add a new delegate.
After the creation process in complete, click Save to close the wizard.
Create Security Group
Each user must have authorized permissions set in order to book from the physical BookIT sign.Create
a security group, give the group the required permissions all at once and then you can simply add users
to the group as needed.
1 Go to Exchange Admin Center and select Groups in Recipients
2 Click “New +” and then Security Group from the list.
3 Fill in the form in the New Security Group page.
4 On the Group Information page, fill in the form with required information, making sure
to click Security in Group Type.
5 Add Author Permissions for the room mailbox to the Security Group. This can be done with the Ex-
change Powershell cmdlet:
Add - MailboxFolderPermission - Identity [email protected]: \Calendar
-User [email protected] -AccessRights Author
Add Users to Security Group
1 Go to Exchange Admin Center and select Groups in Recipients
2 Click Edit.
3 Click Membership at the left pane.
4 Click Add.
5 Select the Users you wish to add.
6 6. Click Save.
SETUP
Delegates are not required for BookIT functionality. Delegates can be used when the Auto-Attendant is not in use or with
the Auto-Attendant. A delegate has the ability to accept meetings on behalf of the calendar. If used with the Auto-Attendant,
a delegate can override an Auto-Attendant and accepted meeting.
Requirements to create Security Groups: Exchange 2010 and above, Exchange Web Services and authorized permissions
for user for the calendars.

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MAILBOX RESOURCE SETUP
MICROSOFT EXCHANGE SERVER 2013
PERMISSIONS
Create Room List
1 Create a new distribution group by using New-DistributionGroup cmdlet. Exchange PowerShell required.
New-DistributionGroup -Name “Building 31 Rooms” -RoomList
2 Add room mailboxes to the room list using the Add-DistributionGroupMember cmdlet.
Add-DistributionGroupMember -Identity “Building 31 Rooms”
-Member “[email protected]”
SETUP

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MAILBOX RESOURCE SETUP
G SUITE (Formerly Google Apps For Work)
CREATE ROOM RESOURCE
1 Open your web browser, go to https://admin.google.com and sign in to your Google account.
2 Select Apps.
3 Select Google Apps.
4 Select Calendar.
5 Select Resources.
6 For Resource booking permissions, check the checkbox to Allow users to book resources that
are shared as “See only free/busy”
7 Click “Create a new resource” button.
8 Type the name, resource type and description.
9 Click Save to create the new resource.
ROOM SHARING
1 As an administrator, open your web browser, go to https://calendar.google.com and sign in
to your Google account.
2 Locate the room to share on the My Calendars list and click the arrow next to it.
3 Select Share This Calendar from the floating menu.
4 For group sharing option select Share this calendar with others. Then you can select to share
with everyone or just the members of the organization.
5 To individually share a room resource, locate Share with specific people, enter the email address,
set the permissions and then click Add Person button. For full access permissions, select the
make changes AND manage sharing option.
SETUP
Resource rooms are only available in the paid version of Google G Suite. BookIT will not work with the legacy Google Apps free edition.