Steelcase RoomWizard II User guide

SYSTEM MANAGER MANUAL
RoomWizard® II
Scheduling System
Microsoft® Exchange

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 10-0003135
©2010 Steelcase Inc.
All rights reserved.

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MICROSOFT EXCHANGE | 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 for Microsoft Exchange
55 Step 5: Congure other options
68 Backing up data
70 Troubleshooting setup
73 ANNOUNCE ROOMWIZARD TO STAFF
75 HOW TO USE A ROOMWIZARD
75 RoomWizard information sharing
76 Interacting with a RoomWizard
82 Cleaning the touch screen
Continued on next page 

2RoomWizard | SYSTEM MANAGER MANUAL
83 HOW TO USE A ROOMWIZARD WEB PAGES
83 Web page features
86 Making a simple reservation
90 Making an advanced reservation
92 Reservation options
103 Finding an existing reservation
105 Finding an available room
106 Changing or deleting a reservation
108 CREATING ROOMWIZARD REPORTS
108 Download the RoomWizard Reporting Tool
109 How to create reports
116 TECHNICAL SUPPORT
117 FCC COMPLIANCE
118 WARRANTY
119 Appendix to the RoomWizard Warranty Statement
120 INDEX
CONTENTS
Continued

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MICROSOFT EXCHANGE | 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 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.
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 Microsoft® Exchange.
WELCOME

4RoomWizard | SYSTEM MANAGER MANUAL
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
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
ABOUT ROOMWIZARD

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MICROSOFT EXCHANGE | RoomWizard
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 55.
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 55.
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.

6RoomWizard | SYSTEM MANAGER MANUAL
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 55.
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.
• 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.

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MICROSOFT EXCHANGE | RoomWizard
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.
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.

8RoomWizard | SYSTEM MANAGER MANUAL
• 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 RoomWizard, 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.
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.
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.

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MICROSOFT EXCHANGE | RoomWizard
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.

10 RoomWizard | SYSTEM MANAGER MANUAL
Every RoomWizard is a rst-class host on your IP network. This means
that each RoomWizard has a unique IP address and optional hostname.
Almost all conguration and management takes place via the network
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
The rst step in setting up your RoomWizard is to choose an IP
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
Host Conguration Protocol (DHCP). We recommend 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” for the RoomWizard
outside this room. The fully qualied hostname 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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MICROSOFT EXCHANGE | RoomWizard
ASSIGN AN IP ADDRESS TO EACH ROOMWIZARD
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.
static IP address for a RoomWizard
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 55.

12 RoomWizard | SYSTEM MANAGER MANUAL
3 Press the “IP” button beside “Congure Network Settings.”
4 Select “Don’t use DHCP” on the Network Settings screen.
5 Enter an IP address using the keypad.
6 Press “Ok.”

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MICROSOFT EXCHANGE | RoomWizard
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
55.
3
4Make a note of the MAC address that appears on the Network
Settings screen. You will use it to create a DHCP reservation.

14 RoomWizard | SYSTEM MANAGER MANUAL
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
enter a static IP address or congure a reserved DHCP IP address.
ACCESS A ROOMWIZARD ONLINE
Once you have assigned an IP address to a RoomWizard, you can
complete all the other conguration steps from your computer via 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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MICROSOFT EXCHANGE | RoomWizard
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 55.
COMPLETE NETWORK CONFIGURATION
You complete and test the network
for each RoomWizard one at a time and complete the network

16 RoomWizard | SYSTEM MANAGER MANUAL
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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MICROSOFT EXCHANGE | RoomWizard
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.

18 RoomWizard | SYSTEM MANAGER MANUAL
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.)
Use this only when you update rmware over the internet. It is set
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.
• Enter your fully qualied Domain Name, for example myserver.com
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.
Conguring RoomWizard for Secure Servers
Enabling HTTPS
1 Congure the DNS server for each RoomWizard See “Assign an IP
Address to Each RoomWizard” on page 11.
2 Make sure the DNS server includes both the forward and reverse DNS
entries for each RoomWizard.
3 Upload a Trusted SSL Certicate provided by a well-known
Certication Authority such as Verisign or Thawte.
Enabling SSL on each RoomWizard
1 Enter the IP address of one RoomWizard into your web browser. If you
made an entry in your DNS, you could enter the hostname instead.