Steelcase RoomWizard II Lotus Domino User guide

SYSTEM MANAGER MANUAL
RoomWizard® II
Scheduling System
Lotus® Domino®

1
LOTUS DOMINO | RoomWizard
CONTENTS
3 WELCOME
4 ABOUT ROOMWIZARD
4 Power and data requirements
4 Overview
7 Creating a RoomWizard system
8 Linking multiple networks
9 Security
10 ROOMWIZARD SETUP
10 What you’ll need before starting
10 Step 1: Add each RoomWizard to your network
23 Step 2: Set up groups of RoomWizards
32 Step 3: Verify rmware
34 Step 4: Set up with Lotus® Domino®
52 Step 5: Congure other options
66 Backing up data
69 Troubleshooting setup
72 ANNOUNCE ROOMWIZARD TO STAFF
73 HOW TO USE A ROOMWIZARD
73 RoomWizard information sharing
74 Interacting with a RoomWizard
80 Cleaning the touch screen
Continued on next page 
Information in this document is subject to change without notice. Reproduction
in any manner without written permission of Steelcase Corporation is forbidden.
Steelcase Corporation reserves the right to make changes in product
design, or detail, and to discontinue any product or material without notice.
RoomWizard is a trademark of Steelcase, Inc. All other registered trademarks
and trademarks used herein are the property of their respective owners.
Order number 10-0003136
©2010 Steelcase Inc.
All rights reserved.

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Schedule meetings faster and easier
with RoomWizard®
.
The RoomWizard is an interactive touch-screen device mounted near
a meeting room entrance or open group area. It’s a web-based room
reservation system you can access from any computer on the web.
RoomWizard is easy to install and maintain.
• Congure each RoomWizard from its web page or at the device.
• Easily update room names, times, and amenities.
• Power each RoomWizard with a Power-over-Ethernet (PoE) network
cable. A traditional AC power source is not needed.
• Reduce power consumption by adjusting after-hours display
settings.
• Communicate with other ZigBee® devices, including building
control and mobile services, with low-power ZigBee radio-equipped
models.
RoomWizard web pages simplify administration and
integrate with your corporate calendar system.
• Group RoomWizards to simplify conguration and dramatically
reduce the time needed to implement room changes or rmware
updates.
• Run reports that track room usage.
• Use smart phone mobile apps to schedule rooms and SnapTag™ to
capture, tag, and send whiteboard content to others.
WELCOME
81 HOW TO USE A ROOMWIZARD WEB PAGES
81 Web page features
84 Making a simple reservation
87 Making an advanced reservation
89 Reservation options
100 Finding an existing reservation
102 Finding an available room
103 Changing or deleting a reservation
105 CREATING ROOMWIZARD REPORTS
105 Download the RoomWizard Reporting Tool
106 How to create reports
113 TECHNICAL SUPPORT
114 FCC COMPLIANCE
115 WARRANTY
116 Appendix to the RoomWizard Warranty Statement
117 INDEX
CONTENTS
Continued

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Web-based
reservation
pages
System
management
web pages
Communication
between devices
and groups
Scheduling
integration
with DHCP, SMTP,
and LDAP services
USER IT
Mobile device
connections
BUILT-IN WEB SERVER
ETHERNET BANDWIDTH
RoomWizard can operate with 10baseT or 100baseT Ethernet.
During installation, RoomWizard detects the speed of your network
and automatically congures itself to be compatible.
HOW ROOMWIZARD INTERFACES WITH OTHER PROGRAMS
API
RoomWizard contains an XML-based Application Programming
Interface (API) that allows RoomWizard to send to and receive
information from a server-based corporate calendar system. The API
also describes the specic method by which this communication can
take place. This allows a programmer to write synchronization software
that establishes communication between RoomWizard and an existing
reservation system. The API depends on the synchronization software
to accomplish this synchronization. See RoomWizard API at www.
steelcase.com/roomwizard.
Mail server integration
If your network includes an SMTP server, RoomWizard can access it
to send email messages.
RoomWizard can send reminder emails about upcoming meetings
and system-function reports.
To congure a RoomWizard for SMTP access, add the SMTP server
address to the RoomWizard’s setup pages. See “RoomWizard
Settings” on page 53.
ABOUT THIS MANUAL
RoomWizard adapts to a variety of corporate environments. This
manual describes how to set up and use RoomWizard and connect
it to Lotus® Domino®.
POWER AND DATA REQUIREMENTS
• Each RoomWizard requires a Power-over-Ethernet (PoE) 802.11af/t
switch or a network connection with a Power Injector.
• 10baseT or 100baseT Ethernet
• A web browser is required to access the web-based room
reservation system.
• A Lotus Domino, Microsoft Exchange, or other third-party
connector is required, if an email connection is desired.
OVERVIEW
Each RoomWizard is a self-contained, self-sufcient device
that manages reservations for just one room. The RoomWizard
reservation system creates a network of individual RoomWizards.
BUILT-IN WEB SERVER
Each RoomWizard is a network node with its own connection to your LAN,
a unique hostname and IP address, and its own IP networking connection
including subnet mask, LDAP, DNS server, and default gateway.
The RoomWizard’s embedded web server provides:
• Web-based reservation pages for scheduling rooms
• Communication with DHCP, SMTP, and LDAP services on your
network for scheduling integration
• Communication with other RoomWizards and groups.
• Mobile device connections
• System management web pages
ABOUT ROOMWIZARD

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• Claim the room for an impromptu meeting.
• End the current reservation early or extend it beyond the scheduled
ending time.
• Indicate the scheduled meeting has actually started.
Use the “About” button on the RoomWizard front panel to view and
congure the RoomWizard’s IP address or to calibrate the touch
screen.
REBOOTING A ROOMWIZARD
To reboot (power off and on) a RoomWizard, insert the tip of a
straightened paper clip or other thin, straight object into the small
hole on the bottom surface of the RoomWizard. Rebooting takes
about two minutes. The RoomWizard is not available on the network
while it reboots.
CREATING A ROOMWIZARD SYSTEM
One RoomWizard, with its web-enabled options, serves as the
building block for creating a highly congurable system. See “Step 2:
Set Up Groups of RoomWizards” on page 23.
RoomWizard options enable you to design a system including:
• Groups of up to 20 RoomWizards that can share functions.
• Links between groups to expand the system.
• Password protection enables you to limit users’ access to certain
rooms.
Options that enable RoomWizard to integrate with your existing
network include:
• Mail server integration enables RoomWizard to interact with
Microsoft Exchange and Lotus Domino calendar systems.
• DHCP support to allocate IP address automatically.
• SMTP support to send emails.
• LDAP support allows users with access privileges to access the
corporate email database when entering meeting attendees in the
Reservations form.
LDAP
If your RoomWizard system operates in classic mode and you are
conguring access to your network SMTP server, then you can also
provide classic mode users with the ability to validate and look up
email addresses from the corporate address book with access to
your network LDAP server. See “RoomWizard Settings” on page 53.
With LDAP support, RoomWizard enables users to type partial names
and validate the names similar to many popular email programs. When
the user saves the reservation (or presses the “Check Names” button),
partial names or email addresses are validated in the LDAP database.
If the user presses the “Add” button, the corporate database appears
and they can add names to the reservation directly from the database.
One-Click Publishing
The RoomWizard One-Click Publishing option provides a web-based
communication link between a room’s RoomWizard and that room’s
CopyCam. CopyCam captures anything written or drawn on a room’s
whiteboard. Together, they can email the whiteboard’s content to the
meeting host and invitees.
One-Click Publishing depends on conguring the RoomWizard with
the address of your SMTP server. See “RoomWizard Settings” on
page 53.
ROOMWIZARD TOUCH SCREEN
Use the RoomWizard touch screen to:
• View today’s schedule of reservations for that room.
• View details about the current reservation and the room’s
amenities.

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Install RoomWizards on a separate sub-network and congure
the gateway to permit trafc to and from the RoomWizards. This
prevents unwanted access to the main network and protects the
network if a RoomWizard is compromised.
NETWORK LINK EXAMPLE
You manage IT for a building with several tenant companies. Each
company has its own network, but they share conference rooms.
To add a RoomWizard to this conguration, simply create a separate
network for the RoomWizard system and link that network to each
company’s private network via a gateway/rewall. This permits trafc
to ow only to and from the RoomWizard system, not between the
companies’ networks via the RoomWizard.
This setup is the same as connecting your company’s network to the
internet via a rewall. Each company still has its own private network,
but all can access and share the RoomWizard network.
SECURITY
Each RoomWizard includes a Kensington Security Slot (K-slot or
Kensington Lock) to accept a Kensington or similar brand security
cable and lock.
ROOMWIZARD GROUPS
RoomWizards in a group collaborate or federate to provide a system-
wide view. Creating RoomWizard groups simplies conguration and
dramatically reduces the time needed to implement room changes or
rmware updates.
Creating groups of RoomWizards enables these
specic functions:
• System managers can simultaneously apply conguration options
to each RoomWizard in a group.
• System managers can congure groups strategically to maximize
access to certain rooms, limit access to specic rooms; or to direct
the use of certain rooms for specic uses, based on how rooms are
grouped and linked.
• Users can view existing reservations in GroupView, a reservation
page that shows the timelines for all group members. GroupView
allows users to compare the daily schedules of all the rooms at a
glance.
• Users can look for an existing reservation or for a suitable meeting
room using the RoomWizard “Find” function, which searches
across all RoomWizards in the group.
Grouping is a powerful strategy for designing a RoomWizard system.
LINKS BETWEEN GROUPS
Since groups should include no more than 20 RoomWizards, you
can link groups to allow you to expand the system.
There is no limit to the number of group links. Ten links could
enable you to build a system of up to 200 RoomWizards. System
managers have the option to include or exclude links to other
groups, in essence controlling access to certain meeting rooms.
See “Designing a RoomWizard System” at www.steelcase.com/
roomwizard.
LINKING MULTIPLE NETWORKS
RoomWizards are part of a network, and their accessibility is
controlled by who can access that network. Firewalls, routers, and
gateways (network building blocks) can be used to interconnect
networks or restrict the trafc between them.

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ASSIGN AN IP ADDRESS TO EACH ROOMWIZARD
attempt to use DHCP to acquire an IP address. Your DHCP server
must provide an IP address, gateway, and domain name or the
RoomWizard will reject the DHCP settings.
If no DHCP server is available or the RoomWizard rejects the DHCP
settings, press the “About” button to view the currently assigned IP
address.
You can assign a new static IP address, initiate DHCP, or stop using
DHCP at any time by accessing a RoomWizard’s web-based setup
pages.
Choose one of the two methods listed below to assign an IP address
to each RoomWizard. You will then access each RoomWizard’s
home page to complete the
NOTE
You can view a RoomWizard’s IP address at any time by pressing the
“About” button on the RoomWizard front panel.
1Press and hold the “About” button on the RoomWizard’s front panel
2Enter the default system manager password: 79201 (this
password is case sensitive). You can change the default system
manager password at any time. See “RoomWizard Settings” on
page 53.
that each RoomWizard has a unique IP address and optional hostname.
Almost all
using RoomWizard’s build-in web pages.
WHAT YOU’LL NEED BEFORE STARTING
At least one RoomWizard installed and connected to the network.
STEP 1:
ADD EACH ROOMWIZARD TO YOUR NETWORK
address so it can add it to your network.
Choosing an IP address for each RoomWizard is the same as you
would for any other device on your network. You can manually
choose an available address within the RoomWizard subnet or use
Dynamic
using a static IP address or a reserved DHCP IP address, especially
if you use DNS to resolve hostnames to IP addresses. If you
assign hostnames to individual RoomWizards (or to a group of
RoomWizards), DNS must consistently point to the correct IP
address.
Every RoomWizard can also have a unique hostname. We
recommend that you choose a hostname that relates to the name
or location of the RoomWizard. For example, if you have a meeting
room called Project Room A, choose the hostname “ProjectRoomA”
might then be projectrooma.yourdomain.com.
NOTE
The hostname is used to access the IP address via the web. It is not
the same as the name of the room that you see displayed on the
RoomWizard touch screen or on the reservation web pages.
ROOMWIZARD SETUP

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DHCP
1Press and hold the “About” button on the RoomWizard’s front panel
2Enter the default system manager password: 79201 (this
password is case sensitive). You can change the default system
manager password at any time. See “RoomWizard Settings” on
page 53.
3
4Make a note of the MAC address that appears on the Network
Settings screen. You will use it to create a DHCP reservation.
3
4Select “Don’t use DHCP” on the Network Settings screen.
5Enter an IP address using the keypad.
6Press “Ok.”

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NOTE
If you entered the RoomWizard’s address manually, your computer
must be on the same subnet as the RoomWizard.
2Click “RoomWizard Setup.”
3Enter the default system manager password: 79201 (this
password is case sensitive). You can change the default system
manager password at any time. See “RoomWizard Settings” on
page 53.
COMPLETE NETWORK CONFIGURATION
for each RoomWizard one at a time and complete the network
5 Select “Use DHCP.”
DHCP must provide an IP address, gateway, and domain name or
the RoomWizard will reject the DHCP settings. If the RoomWizard
rejects the DHCP settings, it will adopt a default static address.
You can use this default or another static address to access the
RoomWizard’s web-based setup pages and enter DHCP settings
manually.
NOTE
If you use DHCP and you are using RoomWizards in a network
system that uses DNS to resolve the hostname to the IP address, the
RoomWizard needs an IP address that does not change. You can
ACCESS A ROOMWIZARD ONLINE
Once you have assigned an IP address to a RoomWizard, you can
the web.
1 Enter the IP address of one RoomWizard into your web browser to
view that RoomWizard’s home page. If you made an entry in your
DNS, you could enter the hostname instead.

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About the Network Conguration Settings
• If you use DHCP to acquire IP addresses and DNS to resolve a
hostname for each IP address, create an address reservation in
your DHCP server using the MAC address for each RoomWizard.
• Specify an optional Hostname for each individual RoomWizard. You
can enter it manually or ask the RoomWizard to perform a reverse
lookup on your DNS server. Specifying the hostname manually is
recommended.
• If using DHCP, check “Use DHCP to get these” then click “Save on
THIS Wizard” to have DHCP ll in the remaining elds. DHCP must
provide the IP address, gateway, and domain name or RoomWizard
will reject the DHCP settings, and you will need to set them
manually here.
NOTE
If using static IP addressing, do not check this box. Enter the
information in the remaining elds manually.
• IP Address displays the IP address that you (or DHCP) assigned
from the RoomWizard touch screen. You can start using DHCP or
assign a new static IP address from this page. You can also change
the IP address. For instance you may want to assign IP addresses
in numeric order, such as 192.168.100.100, 192.168.100.101, etc.
• The Subnet Mask is determined automatically by DHCP, or you may
assign it here manually, if “Use DHCP to get these” is not selected.
1 Go to Device > Network and congure the network settings.
To learn more about network conguration setting options,
see “About the Network Conguration Settings” on page 17 and
“Conguring RoomWizard for Secure Servers” on page 18.
2 Click “Save on THIS Wizard.”
When you change any network settings, you may make the
RoomWizard unreachable. If you lose contact with the RoomWizard,
reset the IP address manually on the touch screen, and use that IP
address to reconnect to the web-based conguration pages.

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2Click “RoomWizard Setup.”
3Enter the default system manager password: 79201 (this
password is case sensitive). You can change the default system
manager password at any time. See “RoomWizard Settings” on
page 53.
Use a class “C” setting for maximum security. The class C setting is
255.255.255.0.
•The Default Gateway is the IP address of the router or gateway that
provides internet access. (This could also be a server address.)
automatically by DHCP, or you may assign it here manually, if “Use
DHCP to get these” is not selected.
•Enter the address of the local DNS server. It is determined
automatically through DHCP, or you may assign it here manually, if
“Use DHCP to get these” is not selected.
•
or myname.myserver.com. This is determined automatically through
DHCP, or you may assign it here manually, if “Use DHCP to get
these” is not selected.
Secure Servers
Enabling HTTPS
1
address to Each RoomWizard” on page 10.
2Make sure the DNS server includes both the forward and reverse
DNS entries for each RoomWizard.
3Upload a Trusted
Enabling SSL on each RoomWizard
1Enter the IP address of one RoomWizard into your web browser.
If you made an entry in your DNS, you could enter the hostname
instead.

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9 Click the “Browse” button and navigate to the certicate text le
just created.
10 Click “Save on THIS Wizard.”
If an error message appears while uploading the certicate le, open
the certicate le and enter two empty paragraphs at the end of the
le. Save the le and upload it again.
11 After the certicate is uploaded, click the Device > Security tab.
12 Select “Enable HTTPS” and click “Save on THIS Wizard.”
Wait for the RoomWizard to reboot. This may take a few minutes.
After the RoomWizard has rebooted, enter the RoomWizard’s IP
address in a web browser using the prex https://, for example
https://rw01237.mycompany.com.
NOTE
If your RoomWizard is using HTTPS and you want to switch to HTTP,
deselect “Enable HTTPS” and click “Save on THIS Wizard.” The
RoomWizard will reboot.
Customizing the RoomWizard port for HTTP and HTTPS
1 Telnet to the RoomWizard using an SSH Telnet client.
2 Go to cd data/websign/httpport.conf on the RoomWizard.
3 Specify the port number on which you want RoomWizard to run.
4 Save the le and exit.
5 Reboot the RoomWizard.
NOTE
For https, the conguration le is httpsport.conf under
websign folder.
4 Go to Firmware > Congure SSL and enter the domain name,
company name, division name, city, state, and country.
5 Click the “Generate CSR” button. Wait for the CSR Value to appear
in a text box.
6 Copy the text that appears in the CSR Value text box.
7 Acquire a certicate from a certicate authority on the internet.
This example describes how to obtain a certicate from Thawte,
www.thawte.com.
- Click the SSL certicate.
- Fill in the form by entering the same information as you did in the
Firmware > Congure SSL page.
- Click “Continue.”
- Select “SSL Web Server certicate (All servers)” and move down.
- Paste the text that you copied from the CSR value text box.
- Click “Next.”
- Copy the certicate text that is provided and save it as a text le
on your local drive with a .csr or .txt le extension.
8 Return to the Firmware > Congure SSL page.

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STEP 2:
SET UP GROUPS OF ROOMWIZARDS
Before conguring RoomWizard groups, consider the simplied
maintenance and strategic opportunities that groups provide. See
“RoomWizard Groups” on page 8.
NOTE
Every RoomWizard must be in a group, even if it is a group of one.
SET UP A GROUP
Each RoomWizard in a group holds an identical list of the members
in its group, including itself. This permits the RoomWizards to share
information.
NOTE
All RoomWizards in a group must hold identical lists of members.
If the list on any RoomWizard in the group is not identical, other
members of the group will report the non-matching RoomWizard as
“Out of Sync.”
Before creating a group, make sure each RoomWizard you want to
add to the group is available on the network.
1 Browse to the IP address of any RoomWizard you want to include in
the group. This will become the gateway RoomWizard.
CUSTOMIZE GRAPHICS ON FRONT PANEL
You can upload an optional image that will appear in the title bar of all
web pages and a second image that will appear on the RoomWizard
touch screen. Go to the Device > Logo tab and follow these image
guidelines.
• Choose an image resolution that provides the best quality on
each display.
• The maximum image size is 200 x 56 pixels.
• If the image has a transparent background, use a le format that
supports this quality, such as a .gif.
• If you enter a hyperlink for the image, clicking on the image on the
RoomWizard web pages, will take you to company’s website.
• Reboot the RoomWizard to view your changes.

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5 Click “Add.”
6 Enter the IP address and click “Add” for each RoomWizard you want
to include in this group.
Each time you add an IP address, the gateway RoomWizard contacts
the newly added RoomWizard to obtain its Room Name and Room
Location. If the added RoomWizard has not yet been congured, this
information will be added after it is congured.
As you enter or change group members, the gateway RoomWizard
will report that each new member of the group is “Out of Sync.” This
happens because each newly added RoomWizard does not yet hold
an identical group list. Ignore this message at this time.”
The maximum number of RoomWizards in a group is 20.
NOTE
To remove a RoomWizard from the group, select the box to the right
of the list and click “Remove.”
2 Go to the Setup pages for the gateway RoomWizard.
3 Click “Group” in the menu bar and go to the “Members” tab.
4 Enter the IP address of the gateway RoomWizard.

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You can use your DNS to resolve the group virtual hostname to
an IP address or assign one RoomWizard to be the virtual host.
We recommend that the group’s virtual hostname be a separate
hostname, distinct from the hostnames given to the individual
RoomWizards.
Congure a group name and virtual hostname with DNS
1 Set up a virtual host name in your DNS.
Congure it to point to one of the RoomWizards in the group or to a
round robin of RoomWizards.
In the simplest case, the DNS maps the virtual hostname onto the
real hostname of a particular RoomWizard in that group. This has the
effect of nominating that RoomWizard as the gateway by which users
access the GroupView reservations page.
The DNS can also use a round-robin process that requests the
group’s virtual hostname and maps it onto different members of
the group. This distributes the load and increases system reliability.
Ideally the system manager can congure the DNS in a round robin,
but it could also be a CNAME or alias to a specic RoomWizard.
2 Go to the Setup > Group > Name page of any RoomWizard in the group.
This RoomWizard will become the host RoomWizard for this group.
3 Enter the name for the group in the “Group Name” eld.
4 Enter the virtual host address from the DNS in the “Virtual Host” eld.
5 Click the “Test Virtual Hosting” button.
7 Click “Synchronize Group Membership” when the list of group
members on the gateway RoomWizard is complete.
The gateway RoomWizard will now send the group member list to
each member of the group and verify that each member has the
same list as the gateway RoomWizard.
NOTE
To view the group member list on any RoomWizard, go to the
Setup > Group > Members page of the RoomWizard.
8 Assign a Group name and Virtual Host, as described below. If your
system has multiple groups, see “Link to Other Groups” on page 30.
ASSIGN A GROUP NAME AND VIRTUAL HOSTING
To identify a group of RoomWizards, give it a “Group Name” and a
“Virtual Hostname.”
A group name is required if you set up links to other groups. See
“Link to Other Groups” on page 30.
The group’s virtual hostname is the address that users enter in the
browser to see the GroupView page instead of the homepage of any
member of the group.

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This causes the RoomWizard to query your DNS to learn which
RoomWizard in the group is going to host the GroupView page.
6 Click “Save on ALL Wizards” to ensure that all RoomWizards in the
group know which access address is being used.
The gateway RoomWizard will display a conrmation page
while all other RoomWizards in the group reboot. Wait for all the
RoomWizards to reboot before you proceed to the next step.
7 Click “Continue” to exit the conrmation page.
If you click “Continue” before the RoomWizard restarts, the gateway
RoomWizard’s web page will not be available, and you see a “Unable
to display page” error. If this occurs, wait for the RoomWizard to
reboot and try again.
Congure a group name and virtual host without DNS
If you do not assign a virtual hostname on your DNS, you must
choose one RoomWizard in the group to act as the host for the
GroupView page. The host RoomWizard must be active on the
network at all times to provide access to the group.
To congure the RoomWizard host:
1 Go to the Setup > Group > Name page of any RoomWizard in the
group. This will become the host RoomWizard.
2 Enter a Group Name.
3 Enter the IP address of the host RoomWizard in the “Virtual Host”
eld and add “/GroupView” (this is password is case sensitive) to the
end of the IP address.
For example, if the host RoomWizard’s IP address is 10.10.20.20
enter http://10.10.20.20/GroupView in the “Virtual Host” eld.
The host RoomWizard will display a conrmation page while all other
RoomWizards in the group reboot. Wait for all the RoomWizards to
reboot before you proceed to the next step.
4 Click “Continue” to exit the conrmation page.
If you click “Continue” before the RoomWizard restarts, the
gateway RoomWizard’s web page will not be available, and you will
see an “Unable to display page” error. If this occurs, wait for the
RoomWizard to reboot and try again.

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LINK TO OTHER GROUPS
If you are conguring a RoomWizard system that includes more than
one group, you can link some or all of the groups together.
Linked groups appear in a drop-down menu on the GroupView
web page.
1 Go to the Setup > Group > Links to Other Groups page of any
RoomWizard in the group.
2 For each group that you want to link to, enter its Virtual Host name or
IP address.
The group of the RoomWizard you are accessing is automatically
included. Do not include it here.
You can include links to things other than RoomWizard groups.
Enter the URL you want to link to, and enter the name you would like
RoomWizard to display in this list of links.
NOTE
These links may not be able to link back to the RoomWizard group in
the same way another RoomWizard group would.
3 Click “Add.”
4 Click “Save on ALL Wizards” to ensure this setting is the same on
all RoomWizards in the group. A conrmation page will report any
problems or indicate the save was successful.
5 Click “Continue” to exit the conrmation page.
RE-SYNCING GROUP MEMBERSHIPS
Every member of a RoomWizard group must have an identical list
of group members. If there is any discrepancy, the entire group is
considered out of sync. There several causes for a group becoming
out of sync, including an unreachable or powered off RoomWizard.
Before re-syncing a RoomWizard group, make sure all RoomWizards
are powered on and reachable on the network. Then re-synchronize
the group member lists.
1 Go to the Setup > Group > Members page of any RoomWizard in
the group.
The RoomWizard will report one or more of the RoomWizards on the
list is “Out of Sync.”
2 Verify or correct the list of IP addresses in the group.
Each RoomWizard regards its own list as correct and reports others
as out of sync. The RoomWizard you accessed may hold the correct
list, or another RoomWizard in the group holds the correct list.
Verify the displayed group list is correct. If not, correct or add to the
list to make it complete.
It may be quicker to check the lists on the other RoomWizards in the
group to nd a RoomWizard with the correct list. Before completing
the next step, you must be at a RoomWizard with a correct list.

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3 Click “Synchronize Group Membership” to copy the correct list to all
members of the group.
STEP 3:
VERIFY FIRMWARE
Steelcase periodically releases rmware upgrades for RoomWizards.
Now is a good time to verify that your RoomWizards have the latest
rmware release. If a rmware upgrade is available, it is recommended
that you perform a rmware upgrade before continuing to congure
the RoomWizards in your system. RoomWizards can be set up to
notify the system manager automatically whenever updates become
available.
NOTE
Performing a rmware upgrade after RoomWizard groups are created
allows you to apply a new rmware release to all RoomWizards in a
group simultaneously.
NOTE
Before a rmware upgrade is installed, an automatic internal backup
of all room reservation and conguration information is made. This
backup is automatically restored at the end of the upgrade process,
so the RoomWizard does not lose any reservation or conguration
information.
UPGRADE FIRMWARE
Firmware upgrades are available for download from www.steelcase.
com/roomwizard. Before beginning the rmware upgrade process,
determine how you will transfer the upgrade to the RoomWizard.
You have three options:
• Download the latest version of the rmware directly to the
RoomWizard. Depending on your internet connection, this could
take between two minutes and two hours.
• Download the latest version of the rmware and save it on a local FTP
server that you control. Download the le in Binary mode, not ASCII.
• Download the latest version of the rmware and save it on a CD or
your local (or network) le system.
BEGIN FIRMWARE UPGRADE
1 Go to the Setup > Firmware > Upgrade page of the RoomWizard you
wish to upgrade. You must log in as an administrator.
2 Begin the upgrade by selecting the upgrade method you will use.
• If downloading directly from the website, enter the URL.
• If updating from a local FTP server, enter the Username and
Password that you need to access the server. Verify you are
downloading in binary mode.
• If updating from a CD or local (or network) le system, enter the
location of the upgrade le when prompted.

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LOTUS DOMINO | RoomWizard
3 Select the check boxes if you want RoomWizard to back up and
restore room reservation and conguration information.
4 Click on “Upgrade ALL Wizards” to upgrade the rmware on all
the RoomWizards in the group. Click on “Upgrade THIS Wizard” to
upgrade only this RoomWizard.
If downloading directly from the website, click on “Accept.” After the
download is complete, click on “Perform Upgrade.”
Once the upgrade is complete, all updated RoomWizards will reboot.
STEP 4:
SET UP WITH ROOMWIZARD SYNCHRONIZATION SOFTWARE
FOR LOTUS DOMINO
OVERVIEW
Out of the box, RoomWizard is set to operate in classic mode using its
own reservation system and data through a web browser. When you
congure RoomWizard for synchronized mode, your room reservation
system becomes a combination of your Lotus Domino system and the
RoomWizard outside each meeting room. Any adjustments to existing
reservations that are made using the RoomWizard touch screen show
up on the room’s calendar in Lotus Domino.
RoomWizard Synchronization Software for Lotus Domino is the
connector software for RoomWizards and Domino Servers. A single
installation of the synchronization software is capable of handling
communication for all RoomWizards simultaneously.
Software and server requirements
The RoomWizard Domino Synchronization Software requires one of
the following Windows® environments:
• Domino Release 5.x
• Domino Release 6.x
• Domino Release 7.0.x
• Domino Release 8.0.x
• Domino Release 8.5.x
• Domino clustered and domain environments, with limitations
The RoomWizard Domino Synchronization Software requires that the
Domino server running the Calendar and Scheduling Server Tasks
also run the Domino HTTP process using the Resource Reservation
database. The RoomWizard synchronization software database is
installed is also installed on this server.

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LOTUS DOMINO | RoomWizard
The HTTP task must be added to the ServerTasks line of the
Notes.ini le. The server home page should be accessible from any
browser within the Domain by typing in the FQDN or IP address.
See the Lotus Administrator’s help database to congure the
Domino HTTP server.
Synchronization software agent and attendee
email retrieval
This section describes:
• Conguring user mail les for retrieval of attendee information.
• Setting up a limited access account for script/agent execution for
improved security. (This may be helpful even if you are not using the
One-Click Publishing attendees feature.)
The RoomWizard Domino Synchronization Software is a Domino
agent and must be “signed” by an ID le. When the synchronization
software runs, it has the database access rights of the signing ID.
The ID that signs the agent must have read access to all mail les for
the retrieval of attendee email addresses from the host’s calendar.
Many organizations create an ID le just for running agents, add it
to the administrators group, and limit the server to only allow this
ID to execute agents. By limiting who has access to this ID le, an
organization can limit who can execute agents on the server. This is
how Domino add-ons are typically set up when they need access to
resources such as mail les. It is a safe and easy method.
The recommended approach for RoomWizard is to create an
administrator group (a list of user IDs, not a security entity) with
“Manager” access to every database on the server, including mail
les. Implement the RoomWizard Domino Synchronization Software
by signing the agent with one of these IDs.
An alternate approach is to create an ID for the RoomWizard Domino
Synchronization Software, grant it read access to all mail les, and
sign the RoomWizard Domino Synchronization Software agent with
this ID. This requires some updating every time a Domino server is
upgraded.
Before beginning the following steps, make sure you have “Full
Access Administration” rights or your ID has “Manager” access to
all mail les and the RoomWizard Domino Synchronization Software
database. You will also need access to register new users. This can
be done from the Primary domain server or an Administration server.
1 Create an ID le for the RoomWizard Domino Synchronization
Software. It does not need a mail le. In this example, the user is
“RoomWizard Domino Synchronization Software/Your Domain.”
2 Update the ACLs of all existing mail les on all mail servers using
Domino Administrator. Follow these steps to complete this on all
mail servers:
• On the “Files” tab, open the mail directory on the server. By default
this is named “mail.”
• Select all mail les.
• Select “Database - Manage ACL.”
• Click “Add.”
• Set up the options as follows:
- Name: the ID that signed the synchronization software
“RoomWizard synchronization software/Your Domain.”
- User Type: “Person.”
- Access: “Reader.”
- Deselect all check boxes that can be deselected.
- Click “Ok.” This may take a few minutes.
3 Update the mail template ACL. This updates future mail users. This is
completed on all registration servers and needs to be repeated every
time Lotus Domino is upgraded on a server. If the administrator uses
a local mail template, it also requires updating.
• Within Domino Administrator, select the “Files” tab.
• Change “Show Me” to “Templates Only.”