Steelcase RoomWizard User manual

User Guide for
Synchronized Mode
RoomWizard™
®

Part number 370-0172-03
©2009 Steelcase Corporation
All rights reserved
RoomWizardTM
User Guide for Synchronized Mode
RoomWizSyncUG.book Page 2 Tuesday, October 27, 2009 2:15 PM

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.
PolyVision is a registered trademark of Steelcase, Inc. RoomWizard is a
trademark of Steelcase, Inc. All other registered trademarks and
trademarks used herein are the property of their respective owners.
This product is covered by one or more of the following patents:
D460,759. Other patents pending.
RoomWizSyncUG.book Page 3 Tuesday, October 27, 2009 2:15 PM

4
RoomWizard™Synchronized Mode
Table of Contents
Overview . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 2
About this manual. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 2
What is RoomWizard? . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 4
The RoomWizard Information Appliance . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 5
Making a Reservation . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 6
Deleting or Changing a Reservation . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 6
RoomWizard Web pages . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 6
Reservation Options . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 6
Private Reservations. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 6
The RoomWizard Touch Screen . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 7
RoomWizard Information-Sharing . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 7
Interacting with the RoomWizard Front Panel . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 8
Getting Introductory Information . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 9
Looking at Reservations on the Touch Screen . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 9
Getting Room and Reservation Details . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 9
Changing the Current Reservation . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 11
Making an Impromptu Reservation. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 13
One-Click Publishing . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 14
One-Click Publishing, Impromptu Meetings, and Exchange Synchronized Systems . . . . . . . . . . . . . . . . . 15
The Start Button. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 16
The Start Early Button . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 17
Overlapping Reservations. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 17
Proper Cleaning of the Touch Screen . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 18
Technical Support . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 18
RoomWizard Touch Screen Summary . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 19
Warranty . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 20
RoomWizSyncUG.book Page 4 Tuesday, October 27, 2009 2:15 PM

Overview 5
RoomWizard™Synchronized Mode
OVERVIEW
Welcome to RoomWizard™, your web-based scheduling system for meeting rooms and other shared spaces.
RoomWizard integrates the functionality of your corporate calendar system (Microsoft® Exchange® or Lotus®
Domino) with the web-based technology that is found in the touch-sensitive display mounted near the meeting
room entrance.
RoomWizard enables you to:
•view information about your reservation outside the room at meeting time, so participants know they’re in
the right place
•easily adjust your current meeting reservation time
•release a room for the benefit of colleagues in need of a space
•quickly determine occupied and available rooms by a red or green light
•grab a room for an uninterrupted, impromptu meeting
RoomWizard’s web-based technology integrated with your corporate calendar system enables you to:
•reserve a room when you need it from any network computer
•benefit from One-Click Publishing, the option that provides interactivity with CopyCam®Image Capture
systems
ABOUT THIS MANUAL
RoomWizard adapts to a variety of corporate environments. This manual describes how to use RoomWizard
when it is integrated, or synchronized, with your corporate calendar system (Microsoft Exchange or Lotus
Domino) for reserving rooms. Other manuals in this series include the User Guide for RoomWizard in Classic
Mode, which describes using RoomWizard as a stand alone device with its own web-based room reservation
system, and the System Manager Guide, for IT professionals and facility managers who install and manage
RoomWizard systems.
RoomWizSyncUG.book Page 5 Tuesday, October 27, 2009 2:15 PM