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.