Steelcase RoomWizard II User manual

USER MANUAL
RoomWizard® II
Scheduling System
Classic Mode

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 10-0003137
©2010 Steelcase Inc.
All rights reserved.

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CLASSIC MODE | RoomWizard
CONTENTS
3 WELCOME
4 HOW TO USE A ROOMWIZARD
4 RoomWizard information sharing
5 Interacting with a RoomWizard
11 Cleaning the touch screen
12 HOW TO USE A ROOMWIZARD’S WEB PAGE
12 Web page features
15 Making a simple reservation
18 Making an advanced reservation
20 Reservation options
31 Finding an existing reservation
33 Finding an available room
34 Changing or deleting a reservation
36 CREATING ROOMWIZARD REPORTS
36 Download the RoomWizard Reporting Tool
37 How to create reports
44 TECHNICAL SUPPORT
45 FCC COMPLIANCE
46 WARRANTY
47 Appendix to the RoomWizard Warranty Statement
48 INDEX

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CLASSIC MODE | RoomWizard
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 enables you to:
• View information about your reservation outside the room at
meeting time, so participants know they are in the right place.
• Easily adjust your current reservation.
• Release a room for the benet 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 web pages enable you to:
• Reserve a room when you need it from any network computer.
• Set up meeting reminders for participants.
• View a year’s worth of reservations for any room.
ABOUT THIS MANUAL
RoomWizard adapts to a variety of corporate environments. This
manual describes how to use RoomWizard as a stand-alone device
with its own web-based room reservation system.
WELCOME

4RoomWizard | USER MANUAL
RoomWizard transforms a meeting room by giving it the ability
to share its reservation schedule and details about its amenities.
RoomWizard lets you know the room’s current availability and
schedule for the day. While a reservation is in progress, RoomWizard
displays the meeting’s purpose and host.
ROOMWIZARD INFORMATION SHARING
The RoomWizard touch screen provides today’s timeline for the
meeting room. As time passes, the display changes automatically to
reect reservations as they start and end.
The current date and time and the day’s schedule for the meeting
room appear at the bottom of the touch screen. Reserved blocks of
time appear in red. Available blocks of time are dark blue. The white
line on the timeline points to the current block of time.
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, unless the meeting
is condential. For condential meetings, only the meeting host
name appears.
Buttons along the right and bottom sides of the screen provide
functions that depend upon the current state of the display. If the
room is available, the touch screen includes the “Details” and “Use
Now” buttons. If a meeting is in progress, the touch screen also
includes the “Adjust” button and the “End” button. If your system
manager has enabled it, you may also see a “Start” button at the start
of your meeting or a “Start Early” button if the room is available prior
to your meeting. See “Changing the Current Reservation” on page 8.
HOW TO USE
A ROOMWIZARD

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CLASSIC MODE | RoomWizard
NOTE
These buttons may not appear on all systems.
A RoomWizard also indicates a room’s availability quickly, even from
a distance. If a room is in use, the RoomWizard LED status lights are
red. Green indicates the room is available.
INTERACTING WITH A ROOMWIZARD
When you interact with a RoomWizard touch screen, you are
interacting with the entire web-based RoomWizard room reservation
system. Changes are not saved to the system until you conrm them.
If left alone for a few seconds, the touch screen will revert to the
original display and no changes will be saved.
GETTING INTRODUCTORY INFORMATION
Press “About” button to view introductory information and
instructions for the RoomWizard and to see the address for the
RoomWizard’s web page.
LOOKING AT EARLIER OR LATER RESERVATIONS
The timeline at the bottom of the screen tells you the day’s schedule
for this meeting room.
To view information about any reservation in the timeline:

6RoomWizard | USER MANUAL
1 Press a red block of time. RoomWizard shows you the meeting host
and purpose as they were entered. You can get more information
if you press the “Details” button. See “Getting Room and Invitee
Details” on page 7.
2 Press “Ok” to return to the current reservation.
NOTE
The display reverts to the current reservation after a few seconds.
STARTING YOUR MEETING
When a reservation begins, the “Start” button pulses. Press the “Start”
button to verify your meeting has begun and conrm the room’s
reservation. The “Start” button will disappear after you press it.

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CLASSIC MODE | RoomWizard
If you do not press the “Start” button within an allotted amount of
time, the reservation is abandoned and the room becomes available
for others to use.
If you miss your meeting start time and still need to use the room,
press the red block on the timeline associated with the abandoned
meeting. The reservation and “Start” button will reappear. Press the
“Start” button to restart the meeting.
GETTING ROOM AND INVITEE DETAILS
Press “Details” to learn about the meeting room and the current
reservation. To return the display to the current status, press “Ok” or
do nothing, and the display will revert to the current status.
To view a list of the meeting room’s features and accessories:
1 Press “Details” on the touch screen.
2 Press “Room.”
Reservation details provide instant access to information about
the current reservation. Information provided here depends on the
information entered when the reservation was made.
To view details about the current reservation, press “Details” on the
touch screen.
Reservation details will appear if a meeting is in progress. The
information displayed will depend on the information entered when
the reservation was created.

8RoomWizard | USER MANUAL
To view the invitees for the current reservation:
1 Press “Details” on the touch screen.
2 Press “Invitees.”
Invitees are displayed if they were entered when the reservation
was made. An email address is listed if a name is unavailable. If
RoomWizard is integrated with your corporate email database, this
list may also include the invitees’ phone numbers.
NOTE
If the meeting is condential, invitee information will not be displayed.
CHANGING THE CURRENT RESERVATION
If you have a reservation and the room is available prior to the
reservation start time, you can start a meeting early. To start a
meeting early, press the “Start Early” button. The RoomWizard touch
screen displays “Start Early” and updates the room reservation
schedule.