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
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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.
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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
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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.
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6Overview
RoomWizard™Synchronized Mode
RoomWizard’s appliance-like design makes it easy to use. We believe that the best way to get a quick and
effective understanding of how RoomWizard works is to take the virtual tour at www.steelcase.com/roomwizard
by clicking on “Launch Demo.”
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What is RoomWizard? 7
RoomWizard™Synchronized Mode
WHAT IS ROOMWIZARD?
RoomWizard is a reservation system for meeting rooms and shared spaces of all kinds. A RoomWizard touch-
sensitive “information appliance” is mounted outside each meeting room. RoomWizard is part of your corporate
network and it includes its own web-based technology. The front panel displays up-to-the-minute information
about the room’s schedule for that day, plus it enables you to view details and make changes in real time using
the touch screen.
Because RoomWizard interacts with your corporate calendar system, you use your calendar system as usual to
find an available room and make a reservation. On the day of your meeting, the RoomWizard’s timeline indicates
that the room is reserved. During your meeting, RoomWizard displays the meeting’s host and purpose.
You can also interact directly with each RoomWizard outside a meeting room. The touch screen provides direct
access to information about the day’s reservations and enables you to reserve an available room in real time.
A RoomWizard holds and manages the reservations for one room. Each RoomWizard also communicates using
web-based technology to form a complete reservation system: with other RoomWizards, with your corporate
calendar system, with email, and even with electronic whiteboard systems in the meeting rooms (Microsoft
Exchange calendar systems).
With the One-Click Publishing option, RoomWizard interacts with PolyVision whiteboards in the meeting room to
help you preserve and distribute meeting notes. These whiteboard systems can capture handwritten notes on
the whiteboard and save them to a built-in server. You can enjoy the convenience of returning to your office after
a meeting with the meeting notes waiting for you in emails sent to you from RoomWizard. Meeting participants
are not bothered with copying meeting notes.
Your captured whiteboard notes serve for archival purposes, to forward the notes to others, for incorporation into
the next presentation, or to print for use in the next meeting. RoomWizard with One-Click Publishing ensures that
you and all meeting participants can receive meeting notes immediately in email.
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8What is RoomWizard?
RoomWizard™Synchronized Mode
THE ROOMWIZARD INFORMATION APPLIANCE
Outside a meeting room, the RoomWizard appliance transforms an empty space into a room that can
communicate about its schedule, about the current reservation, and about its facilities. Illuminated LEDs indicate
whether the room is in use at any particular moment, with red meaning “in use” and green meaning “available.”
If a meeting is in progress, RoomWizard displays the meeting’s host and purpose.
RoomWizard is also interactive, so it not only provides quick and easy access to information about the
reservations for that day, you can use the RoomWizard touch screen to communicate with the corporate
calendar system in real time:
•If a meeting runs longer than expected, and assuming another reservation does not interfere, it is easy to
extend the current room reservation. Just press the “Adjust” button on the RoomWizard touch screen and
enter a new end time.
•If a meeting finishes early, you can use the RoomWizard touch screen to let others know. As you walk out
the door, press the “End” button and then press “Yes” to make the room available for others.
•You can claim an available room any time by pressing the “Use Now” button on the touch screen. Anyone
searching for a room reservation can see that the room is now occupied, so even impromptu meetings can
be uninterrupted.
note:NOTE:
Your system manager has many options when they set up the RoomWizard system. Some of the options
mentioned here may not be available at your location.
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Making a Reservation 9
RoomWizard™Synchronized Mode
MAKING ARESERVATION
You can reserve meeting rooms using your corporate calendar system (Microsoft Exchange, Lotus Domino) just
as you always have. Because RoomWizard is part of your corporate network, when you arrive at the room in time
for your meeting, RoomWizard displays your meeting’s host and purpose, and also provides information about
the meeting room schedule for the entire day.
DELETING OR CHANGING ARESERVATION
If you need to cancel or change your meeting, it is important to update your reservation in the calendar system
and inform meeting invitees. If you do not update your calendar in the system, the room appears to be
unavailable to others and will be displayed on the RoomWizard at meeting time.
ROOMWIZARD WEB PAGES
Each RoomWizard is associated with a unique web address. You can obtain the address from your system
administrator or by pressing the “i” button on the RoomWizard front panel. On any computer connected to the
same network as the RoomWizard, you can view a RoomWizard web page by entering that address in a web
browser.
For the room (or group of rooms) associated with the web address you enter, the web page displays reservations
that have been made using the corporate calendar system for up to two years in the future or a year in the past.
You can view but not change reservations from RoomWizard web pages.
RESERVATION OPTIONS
When RoomWizard was installed, your system administrator selected from a wide range of options that are
described in the following sections. At your location, you may not see every option described in this manual.
Private Reservations
To schedule a confidential meeting, select the “private” option that is available in your calendar system. When a
meeting is private, only the meeting host name appears on the RoomWizard screen outside the meeting room.
RoomWizard hides the purpose and details of private meetings. Details about the reservation and invitees do not
appear. Refer to “Getting Room and Reservation Details” on page 12.
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10 The RoomWizard Touch Screen
RoomWizard™Synchronized Mode
THE ROOMWIZARD TOUCH SCREEN
RoomWizard transforms a meeting room by providing it with the ability to share information. RoomWizard lets
you know the room’s current availability and schedule for the day. It prominently displays whether a room is
available or if a meeting is in progress. While a reservation is in progress, RoomWizard displays the meeting
purpose and host using the information that was entered in your corporate calendar system.
In addition, touch screen functions provide instant access to the calendar system to let you claim a room if it is
available and make an impromptu reservation that is registered in your corporate calendar system. You can also
learn about the current reservation, and even make changes to the current reservation. Other touch screen
functions give you instant access to information about the features and accessories available in that room.
ROOMWIZARD INFORMATION-SHARING
RoomWizard displays information to help you quickly assess the room’s availability, even from a distance. If a
room is in use, the RoomWizard LEDs are red. Green indicates the room is available.
The RoomWizard touch screen provides a timeline for the meeting-room schedule that day. As time passes, the
display automatically changes to reflect reservations as they start and end.
You can quickly see the start and end times of the current reservation or available block of time. If a meeting is in
progress, the host and purpose of the meeting appear as they were entered in your calendar system unless the
meeting is private. In that case, only the meeting host name appears. See “Private Reservations” on page 9.
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