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User Manual
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ATEN Room Booking System User Manual
Compliance Statements
FEDERAL COMMUNICATIONS COMMISSION INTERFERENCE
STATEMENT
This equipment has been tested and found to comply with the limits for a Class
A digital device, pursuant to Part 15 of the FCC Rules. These limits are
designed to provide reasonable protection against harmful interference when
the equipment is operated in a commercial environment. This equipment
generates, uses, and can radiate radio frequency energy and, if not installed and
used in accordance with the instruction manual, may cause harmful
interference to radio communications. Operation of this equipment in a
residential area is likely to cause harmful interference in which case the user
will be required to correct the interference at his own expense.
The device complies with Part 15 of the FCC Rules. Operation is subject to the
following two conditions: (1) this device may not cause harmful interference,
and (2) this device must accept any interference received, including
interference that may cause undesired operation.
FCC Caution
Any changes or modifications not expressly approved by the party responsible
for compliance could void the user's authority to operate this equipment.
Warning
Operation of this equipment in a residential environment could cause radio
interference.
Achtung
Der Gebrauch dieses Geräts in Wohnumgebung kann Funkstörungen
verursachen.
KCC Statement
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ATEN Room Booking System User Manual
Industry Canada Statement
This Class A digital apparatus complies with Canadian ICES-003.
RoHS
This product is RoHS compliant.
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ATEN Room Booking System User Manual
User Information
Online Registration
Be sure to register your product at our online support center:
International http://eservice.aten.com
Telephone Support
For telephone support, call this number:
International 886-2-8692-699
China 86-400-810-0-810
Japan 81-3-61-811
Korea 82-2-467-6789
North America 1-888-999-ATEN ext 4988
1-949-428-1111
User Notice
All information, documentation, and specifications contained in this manual
are subject to change without prior notification by the manufacturer. The
manufacturer makes no representations or warranties, either expressed or
implied, with respect to the contents hereof and specifically disclaims any
warranties as to merchantability or fitness for any particular purpose. Any of
the manufacturer's software described in this manual is sold or licensed as is.
Should the programs prove defective following their purchase, the buyer (and
not the manufacturer, its distributor, or its dealer), assumes the entire cost of all
necessary servicing, repair and any incidental or consequential damages
resulting from any defect in the software.
The manufacturer of this system is not responsible for any radio and/or TV
interference caused by unauthorized modifications to this device. It is the
responsibility of the user to correct such interference.
The manufacturer is not responsible for any damage incurred in the operation
of this system if the correct operational voltage setting was not selected prior
to operation. PLEASE VERIFY THAT THE VOLTAGE SETTING IS
CORRECT BEFORE USE.
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ATEN Room Booking System User Manual
Product Information
For information about all ATEN products and how they can help you connect
without limits, visit ATEN on the Web or contact an ATEN Authorized
Reseller. Visit ATEN on the Web for a list of locations and telephone numbers:
International http://www.aten.com
North America http://www.aten-usa.com
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ATEN Room Booking System User Manual
Package Contents
Check to make sure that all components are in working order. If you encounter
any problem, please contact your dealer.
VK401
VK401 Access Inspector
2 screws
1 user instructions
VK430
Due to a package contents change, you may receive one of the following
package editions:
Latest Package Edition
1 VK430 10.1” RBS Panel with wall mount
1 wall mount kit
2 3M glass mount tape
1 90° RJ-45 cable adapter
1 user instructions
Previous Package Edition
1 VK430 10.1” RBS Panel with wall mount
2 LED bars
4 LED bar screws
4 hard wall mount screws + screw anchors
2 3M glass mount tape1 user instructions
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Contents
Compliance Statements . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . ii
User Information . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .iii
Online Registration . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .iii
Telephone Support . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .iii
User Notice . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . iv
Product Information. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . iv
Package Contents . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . v
VK401 . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . v
VK430 . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . v
Contents . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . vi
About this Manual . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . ix
Conventions . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . x
1. Introduction
Overview . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .1
Room Booking System and RBS Panels . . . . . . . . . . . . . . . . . . . . . . . 1
Access Inspector (VK401) . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .2
Features . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 4
VK430 10.1” RBS Panel . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .4
RBS Configurator . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .5
Access Inspector . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 5
Requirements . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .6
Getting Started . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .7
Setting Up ATEN RBS Panels and Calendar Servers . . . . . . . . . . . . . 7
Setting Up Access Inspector to Room Booking System . . . . . . . . . . . .8
Accessories . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .10
2. Hardware Setup
ATEN Access Inspector . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 11
Components . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 11
Installing an Access Inspector to an RBS Panel . . . . . . . . . . . . . . . . . 12
Obtaining Card Numbers . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 13
RBS Panel . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 14
Components . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 14
Installing an RBS Panel . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 16
3. RBS Configurator
Installing/Updating RBS Configurator . . . . . . . . . . . . . . . . . . . . . . . . . . . .19
The Main Page of RBS Configurator . . . . . . . . . . . . . . . . . . . . . . . . . . . . 21
Panel Profiles . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .23
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Adding New Profiles . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 23
Editing Profile Names, Duplicating and Deleting Profiles . . . . . . . . . . 24
Configuring Profiles. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 25
GUI Design . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 26
Overview . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 26
Blurring the Background . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 28
Booking Settings . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 30
4. Calendar Server
Microsoft 365 . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 31
Microsoft 365 Admin Center . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 32
Adding User Accounts. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 32
Adding a Room (Resource) Account . . . . . . . . . . . . . . . . . . . . . . . . . 34
Deciding the Authentication Method . . . . . . . . . . . . . . . . . . . . . . . . . . 35
Adding a User Account as Delegate . . . . . . . . . . . . . . . . . . . . . . . . . 36
Turning Off Multifactor Authentication (MFA) . . . . . . . . . . . . . . . . . . . 37
Configuring Microsoft Entra (for using Account Credentials) . . . . . . . 39
Registering Application . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 39
Adding API Permissions . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 41
Configuring Microsoft Entra (for using Client Secret Keys) . . . . . . . . 44
Registering the Application . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 44
Adding API Permissions . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 48
Setting Up Microsoft 365 in ATEN RBS Configurator . . . . . . . . . . . . 50
Account Settings . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 50
Configuring Room Grouping . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 51
Microsoft Exchange Server . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 54
Checking the Version of Your Microsoft Exchange Server . . . . . . . . 55
Microsoft Exchange 2013 / 2016 / 2019 . . . . . . . . . . . . . . . . . . . . . . . 56
Finding the Host Name . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 56
Creating a Room Mailbox . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 59
Adding the Room Mailbox to a Room List (Distribution Group). . . 61
Deciding the Authentication Method . . . . . . . . . . . . . . . . . . . . . . . 65
Creating a Delegate Mailbox . . . . . . . . . . . . . . . . . . . . . . . . . . . . 66
Resetting Room Password . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 67
Configuring Impersonation Rights . . . . . . . . . . . . . . . . . . . . . . . . . 68
Microsoft Exchange 2010 . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 70
Finding the Host Name . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 70
Creating a Room Mailbox . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 73
Adding the Room Mailbox to a Room Distribution Group . . . . . . . 75
Deciding the Authentication Method . . . . . . . . . . . . . . . . . . . . . . . 78
Creating a Delegate Mailbox . . . . . . . . . . . . . . . . . . . . . . . . . . . . 78
Setting up a Password for the Room Mailbox . . . . . . . . . . . . . . . . 80
Configuring Impersonation Rights . . . . . . . . . . . . . . . . . . . . . . . . 83
Setting Up Microsoft Exchange in ATEN RBS Configurator . . . . . . . . 84
Account Settings . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 84
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Setting Up Room Grouping . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 85
Google Workspace . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 87
Setting Up Google Workspace for Room Management . . . . . . . . . . .88
Adding Rooms, Buildings, and Users . . . . . . . . . . . . . . . . . . . . . . 90
Enabling Google Calendar and Admin API . . . . . . . . . . . . . . . . . . 94
Creating a Service Account . . . . . . . . . . . . . . . . . . . . . . . . . . . . .96
Authorizing Access from Third-party Applications . . . . . . . . . . . . . 97
Panel Message . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .99
Disconnection Message . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 99
Support Contact . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 100
5. Panel Management
RBS Panel Search . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 101
Panel Management Options . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .102
Uploading Profiles and Setting Changes to
ATEN RBS Panels . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 105
Batch Configure . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .107
Upgrading the RBS Panel Firmware . . . . . . . . . . . . . . . . . . . . . . . . 109
Updating the RBS Panel App . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .111
6. Panel Password
Defining Passwords Directly on the Panels . . . . . . . . . . . . . . . . . . . . . . 113
Changing the Passwords of RBS Panels . . . . . . . . . . . . . . . . . . . . . . . .114
Changing the Password of One RBS Panel via the Panel . . . . . . . .114
Changing the Passwords of Multiple RBS Panels by Batch . . . . . . . 114
7. Panel Operation
Panel Main Page. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 117
Viewing Meeting Schedule . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .119
Today’s Scheduled Meetings. . . . . . . . . . . . . . . . . . . . . . . . . . . . 119
Meetings Scheduled on Other Dates / for Other Rooms . . . . . . 120
Booking a Room . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .121
Using the Calendar . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 121
Using the Suggest Room Function . . . . . . . . . . . . . . . . . . . . . . . . . .122
Canceling a Reservation . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .124
Administrator Settings . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .125
Enabling / Disabling Access to Basic Panel Settings . . . . . . . . . . . . 125
Configuring Network Settings . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 126
Setting the Password . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .127
Obtaining Card Numbers . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 128
Demo Mode . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .129
Enabling Demo Mode . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .129
Disabling Demo Mode . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .130
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ATEN Room Booking System User Manual
Appendix
Safety Instructions . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 131
General . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 131
Specifications . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 133
VK401 . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 133
VK430 . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 133
Technical Support . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 135
International . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 135
North America . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 135
ATEN Standard Warranty Policy . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 136
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ATEN Room Booking System User Manual
About this Manual
This user manual is provided to help you get the most out of your ATEN Room
Booking System. It covers all aspects of the system, including RBS Panel,
Access Inspector, and RBS Configurator installation, configuration, and
operation:
Devices and software covered in this manual include:
Models Product Names
VK401 Access Inspector
VK430 10.1” Room Booking System (RBS) Panel
RBS Configurator Room Booking System (RBS) Configurator
An overview of the information found in the manual is provided below.
Chapter 1, Introduction
Introduces you to the ATEN Room Booking System, its purpose, features, and
components.
Chapter 2, Hardware Setup
Provides the necessary steps to set up the ATEN Room Booking System, along
with some basic operations.
Chapter 3, RBS Configurator
Provides the basic information and installation instructions of the ATEN RBS
Configurator. Guides you through how to configure and customize layout design profiles to be applied to the ATEN RBS Panels managed.
Chapter 4, Calendar Server
Guides you through the implementation of your ATEN Room Booking System
to calendar servers, such as Microsoft 365 Calendar, for convenient scheduling
management of all conference rooms in the system.
Chapter 5, Panel Management
Covers how to upload projects to and configure the ATEN RBS Panels
managed.
Chapter 6, Panel Password
Guides you through how to define and change the passwords of your ATEN
RBS Panels.
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ATEN Room Booking System User Manual
Chapter 7, Panel Operation
Guides you through the operations that can be done on ATEN RBS Panels,
including booking or checking into rooms.
Appendix
Provides specifications and other technical information regarding the ATEN
Room Booking System.
Note:
Read this manual thoroughly and follow the installation and operation
procedures carefully to prevent any damage to the unit or connected
devices.
ATEN regularly updates its product documentation for new features and
fixes. For an up-to-date ATEN RBS documentation, visit
http://www.aten.com/global/en/
Conventions
This manual uses the following conventions:
Monospaced Indicates text that you should key in.
[ ] Indicates keys you should press. For example, [Enter] means to
press the Enter key. If keys need to be chorded, they appear
together in the same bracket with a plus sign between them:
[Ctrl+Alt].
1. Numbered lists represent procedures with sequential steps.
Bullet lists provide information, but do not involve sequential steps.
Indicates consecutive selecting options (such as on a menu or
dialog box). For example, Start
menu, and then select Run.
Indicates critical information.
xii
Run means to open the Start
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Chapter 1. Introduction
Chapter 1
Introduction
Overview
Room Booking System and RBS Panels
The ATEN Room Booking System is an Ethernet-based room management
system that works in conjunction with a calendar server, such as Microsoft 365
Calendar and Google Workspace, to provide convenient scheduling,
availability allocation, reservation, and status indication for all of the rooms
managed in your organization.
ATEN Room Booking System consists of VK430 RBS Panels, 1 for each room
managed, and an RBS Configurator used to configure the RBS Panels and
calendar server.
Through ATEN Room Booking System, users can check for the availability of
every room, book the desired rooms while scheduling meetings, as well as
cancel or extend their room booking.
On each VK430 RBS Panel, you can check the time slots the corresponding
room is available for and reserve immediately or for a desired time with a few
simple taps.
Using RBS Configurator, the administrator can adjust the theme style and
setting profiles of each VK430 RBS Panel.
The ATEN Room Booking System is the perfect solution for any meeting and
conference room, boardroom, classroom, and any other room booking
management through streamlined Ethernet-based management system in
conjunction with a calendar server for optimum efficiency and performance.
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ATEN Room Booking System User Manual
Access Inspector (VK401)
As an add-on accessory designed to complement ATEN ‘s touch panel series
(VK430 10.1” RBS Panel and VK330 10.1” Touch Panel), the VK401 Access
Inspector enhances security and prevents unauthorized usage for credentialbased applications. Operating at a frequency 13.56 MHz, this compact access
control unit supports multiple standards such as ISO 14443A/B and ISO 15693
and reads smart cards including Mifare and Felica.
When user profiles are being created by administrators on ATEN Unizon, the
data will be used as a basis to authenticate users scanning cards via the VK401
attached to the VK430 / VK330, and thereby allow authorized personnel to
check in. In addition, the authorized users are allowed to lock / unlock meeting
rooms and facilitate conference room automation solutions when the space
management ecosystem is integrated with the VK control system. Meanwhile,
the VK401 helps the collection of valuable data, including meeting attendance
list and meeting duration. Consequently, meeting records can be tracked for
centralized management, and the reports can be sent to designated users on a
daily / weekly / monthly / quarterly basis, elevating overall operational
efficiency.
The VK401 is a critical role in maintaining high levels of security and hygiene
and operational excellence when it comes to meeting room management
solutions in a post-pandemic era where contactless access control is in
essential. It also serves as an extension of the existing access control system to
your meeting room management to complete the security coverage.
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Chapter 1. Introduction
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ATEN Room Booking System User Manual
Features
VK430 10.1” RBS Panel
10.1” capacitive touch-screen panel
Supports integration with calendar servers, such as Microsoft 365
Calendar, Google Workspace Calendar, and Microsoft Exchange Server
Supports RBS Configurator for batch upgrade, customizable booking
options, and calendar settings.
Supports central management through ATEN Unizon to allow
administrators to monitor managed devices in real time, generate room
usage analyses, and update app in batch
Supports TCP for third-party system integration
Supports Power over Ethernet (PoE), which allows the RBS panel to
receive power and communication over a single Ethernet cable
LED light bars illuminating user-defined colors to indicate the room’s
availability at a glance
Pre-installed with a wall mount kit and provided with 3M VHB™ Tape for
easy mounting onto a hard or glass wall
75*75 mm VESA-compliant for flexible mounting across various
installation scenarios
TCP CLI compliant
Note:
To manage RBS panels using ATEN Unizon
the RBS App to v1.3.123 or later.
For more information on ATEN Unizon
User Manual.
4
TM
, make sure to update
TM
, refer to ATEN UnizonTM
Page 17
Chapter 1. Introduction
RBS Configurator
Easy RBS panel configuration via intuitive GUI
Profile setup (logo, background, calendar layout, etc.)
System settings (language, sleep mode, brightness, volume, etc.)
Panel management (firmware upgrades and profile uploads)
Simulator to simulate and preview the customized GUI before uploading
Flexible booking options for different application scenarios and user
preferences
Supports mainstream calendar servers, including Microsoft 365 Calendar
and Google Workspace Calendar, and Microsoft Exchange Server
Access Inspector
An add-on compact accessory that works with ATEN VK430 10.1” RBS
Panel and VK330 10.1” Touch Panel
Operates at 13.56 MHz
Supports multiple standards — ISO 14443A/B and ISO 15693
Reads smart cards — Mifare and Felica
Contactless access control with high levels of security and hygiene
Only authorized users can scan cards to book, check in, lock, or unlock
meeting rooms and facilitate conference room automation
Helps collect valuable data, including meeting attendance list and
meeting duration
Keeps track of meeting records for centralized management
Reports can be sent to designated users regularly on a daily, weekly,
monthly, or quarterly basis
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ATEN Room Booking System User Manual
Requirements
Prepare the following equipment and make sure your equipment meets the
minimum requirements specified below.
Rooms to be managed by your ATEN Room Booking System, with the
following equipment
1 VK430 ATEN 10.1” RBS Panel per room
1 available PoE+ port per room, from a PoE switch / injector
or 1 power adapter (available for purchase, see Accessories, page 10)
A computer (for running ATEN RBS Configurator), with the
following spec
OS: Windows 7 / 8 / 10 (32/64-bit)
Processor: 1 GHz
Memory: 1 GB RAM
Storage: 500 MB available hard disk space
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Chapter 1. Introduction
Getting Started
Setting Up ATEN RBS Panels and Calendar Servers
Complete the following tasks to start setting up your ATEN Room Booking
System and managing your room resources.
No. Getting Started Tasks Detailed Procedure
1
Install an ATEN RBS Panel, using the preinstalled wall mount (and 3M mount tape),
for each of the room to be manged by your
ATEN Room Booking System.
2 Install a configuration tool, ATEN RBS
Configurator to a computer that has
network access to the installed RBS
panel(s).
3 Define a desired layout and theme style to
for the installed ATEN RBS Panels.
4 By default, the RBS panel is DHCP-
enabled. Configure the network settings if
needed.
5 Set up the calender server for ATEN Room
Booking System.
6 Upload the configured profiles and settings
to the ATEN RBS Panels.
Installing an RBS Panel,
page 16
Installing/Updating RBS
Configurator, page 19
Panel Profiles, page 23
Configuring Network
Settings, page 128
Chapter 4, Calendar
Server
Uploading Profiles and
Setting Changes to ATEN
RBS Panels, page 107
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ATEN Room Booking System User Manual
Setting Up Access Inspector to Room Booking System
Complete the following tasks to start setting up your Access Inspector
(VK401) to your ATEN Room Booking System.
No. Getting Started Tasks Detailed Procedure
Preparation
1 Make sure you have set up ATEN
Unizon and added RBS panels into the
Unizon platform.
2 Make sure the following systems and
devices have been updated to a
supported version.
RBS panel firmware (v1.11.17k or
later)
RBS panel app (v1.6.152 or later)
RBS Configurator (v1.6 or later)
ATEN Touch Panel firmware
(v.1.1.17n or later)
ATEN Touch Panel app (v.3.7.362 or
later)
ATEN Unizon (v2.4 or later)
ATEN Control System (v3.7 or later)
Hardware Install
4 Install RBS panels. Installing an RBS Panel,
5 To rooms that require access inspection
via access cards, install an Access
Inspector to each RBS panel of these
rooms.
System Configuration
6 On ATEN Unizon, add users and
groups.
ATEN Unizon User Manual
-
Upgrading the RBS Panel
Firmware, page 111 in this
user manual
Updating the RBS Panel App,
page 113 in this user manual
Installing/Updating RBS
Configurator, page 19
Chapter 2 Hardware Setup,
ATEN Control System User
Manual
ATEN Unizon User Manual
ATEN Control System User
Manual
page 16
Installing an Access Inspector
to an RBS Panel, page 12
ATEN Unizon User Manual
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Chapter 1. Introduction
No. Getting Started Tasks Detailed Procedure
7 In RBS Configurator, configure the
following settings for each room.
Panel Management Options,
page 104.
Select a method for identity
inspection
Configure check-in privilege
Enable or disable sign-on
notification
8 Upload the configured profile to RBS
panels.
Uploading Profiles and
Setting Changes to ATEN
RBS Panels, page 107
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ATEN Room Booking System User Manual
Accessories
Optionally purchase any compatible power adapter and/or power cord if
needed, as listed below. Contact your ATEN dealer for details.
Model Description Region
0AD8-8012-33MG power adapter all
LIN2-418K-D12G power cord A
LIN2-418K-E12G power cord E
LIN2-418K-D16G power cord J
LIN2-418K-F11G power cord U
LIN2-418K-N12G power cord I
LIN2-418K-G11G power cord G
LIN2-418K-Z11G power cord Z
LIN2-418K-K11G power cord K
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Chapter 2. Hardware Setup
Important safety information regarding the placement of this device
is provided on Safety Instructions, page 133. Please review it before
proceeding.
12
11 13
Chapter 2
Hardware Setup
This chapter guides you through the hardware setup of ATEN RBS device as
well as cover some of its basic configurations.
The RBS device covered includes:
Model Product Name Page
VK401 Access Inspector p.11
VK430 10.1” RBS Panel p.12
ATEN Access Inspector
Components
No. Component Description
1 contact pins The contact pins transmit detected data to an RBS
2 detection area Detects access cards.
3 screw holes Use these screw holes and the provided screws to
panel.
secure an Access Inspector to an RBS panel.
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ATEN Room Booking System User Manual
contact pins
VK401 Side View
VK430 Side View
VK430 Rear View
Installing an Access Inspector to an RBS Panel
Make sure that you power off the RBS Panel and disconnect it from the power
source before installing the Access Inspector.
1. Attach the VK401 Access Inspector to the VK430 RBS Panel with the
VK401’s contact pins facing the contact pins of VK430 RBS Panel.
2. Fasten the VK401 to the VK430 using the 2 supplied screws.
3. Connect the VK430 RBS Panel to the power source and then switch its
power switch to turn it on.
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Chapter 2. Hardware Setup
Obtaining Card Numbers
To find out a card number, as detected by ATEN Access Inspector or to test if
a pre-existing card is supported by ATEN Access Inspector, use the Test Card
function.
1. Make sure you have installed at least one RBS panel with an Access
Inspector. For details, see Installing an Access Inspector to an RBS Panel,
page 12.
2. On the RBS panel, tap and enter the administrator password to log in.
3. Tap Te s t C ar d from the left panel. This screen appears.
4. Scan an access card on the Access Inspector. If a series of numbers
appears, the card is supported by ATEN Access Inspector.
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ATEN Room Booking System User Manual
4
1
2
3
8
7 7
8
14
1512
5
10
13
11
6
6
9
RBS Panel
Components
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Chapter 2. Hardware Setup
No. Component Description
1 touch screen Tap to configure or reserve the corresponding room.
2 status LED Lights on when the touch panel is powered on.
3 function button Press to access the Settings page.
4 brightness + / - Press to adjust the display brightness.
5 volume + / - Press to adjust the volume of the touch panel.
6 stereo audio out Connects to a stereo audio output.
7 screw holes for panel
plate
8 speakers Plays beep sounds to indicate operation actions.
9 contact pins Connect to an Access Inspector to receive and
10 power switch Turns the touch panel on or off.
11 power jack Connects to power.
12 reserved for
debugging purposes
13 USB Micro-B port Reserved for debugging.
14 USB type-A port Used to update the ATEN RBS app and/or firmware.
15 LAN port with PoE Connects to the network, while receiving power via
Used to secure the panel plate.
transmit data.
These ports are reserved for debugging.
PoE.
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ATEN Room Booking System User Manual
3
2
1
2
4
Hard Wall
Wall Plate
Wall Plate
Glass Wall
1
Installing an RBS Panel
The ATEN VK430 RBS Panel comes pre-installed with two light bars. The
RBS panel is also compatible with any VESA-compliant
(75 x 75 mm) mounting accessory. Follow the steps below to install and
mount the VK430 onto a wall.
1. Secure the wall plate onto a (a) hard or (b) glass wall.
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Chapter 2. Hardware Setup
Hard Wall: Using the 4 screws provided (also use the 4 screw anchors
if necessary), secure the wall plate onto the hard wall with the arrows
on the plate pointing upward.
Glass Wall: Stick the 2 strips of tape provided to the back of the wall
plate, and then press the wall plate onto the glass wall, with the arrows
on the plate pointing upward.
IMPORTANT:.For optimal adhesive results, make sure to firmly press
the taped mounting plate against the wall for 3 ~ 5 seconds and wait for
it to dry for at least 24 hours.
2. Secure the provided panel plate to the back of the RBS panel using the
short screws provided.
3. Using the 90° RJ-45 cable adapter provided and an Ethernet cable, connect
the RBS panel to a PoE switch / injector to provide power and access to
network.
Note: Make sure that the RBS panel receives adequate power supply
(DC12V, 17.8W, 60.70BTU or PoE 20W, 68.24BTU). With inadequate
power supply, processes such as firmware updates and app updates may
fail.
4. Place the RBS panel onto the wall by sliding and attaching it to the wall
plate.
5. Turn on the RBS panel by switching its power switch to ON.
Upon first-time startup, the VK430 shall be offline and not connected to any
calendar server.
To set up the VK430, you shall use the ATEN RBS Configurator software to
create the necessary setting profiles to be uploaded to it. See RBS Configurator,
page 19.
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ATEN Room Booking System User Manual
This Page Intentionally Left Blank
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Chapter 3. RBS Configurator
Chapter 3
RBS Configurator
The ATEN RBS Configurator is a GUI-based management software that helps
you configure mass RBS panels for convenient management of your
conference room resources against a calendar server, including Microsoft 365
Calendar and Google Workspace.
Installing/Updating RBS Configurator
To install or update the RBS Configurator software, do the following:
1. Download RBS Configurator.
a) Visit the ATEN download page.
http://www.aten.com/global/en/support-and-downloads/downloads/
b) Search for “RBS Configurator.” A list of downloads for RBS
Configurator appears.
c) Download RBS_Configurator_Setup_vx.x.xxx.exe.
2. Execute the setup file. Then follow the on-screen instructions to install the
RBS Configurator.
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ATEN Room Booking System User Manual
Note: On the License Agreement page, thoroughly read through and accept
the terms of the license agreement before proceeding.
3. Once the installation is completed, click Done to finish.
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Chapter 3. RBS Configurator
A
B
1
2 3
The Main Page of RBS Configurator
Launch the software to start configuring your ATEN Room Booking System.
Below is the general interface of RBS Configurator and its components.
.
No. Item Description
A Tab Menu Use the main selection menu for switching views between
the following:
Edit Pofile: Defines layout designs to be applied to the
RBS panels managed.
Calendar Settings: Contains the required calendar
server settings for integration with ATEN Room Booking
System.
Panel Management: Upload and/or edit setting profiles
to ATEN RBS Panels via network.
B Interactive Display This section is your main work area, which reflects the tab
menu item selected.
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ATEN Room Booking System User Manual
No. Item Description
1File
New Project: Clears the current project and start a new
one.
Open Project: Opens a previously-saved project file.
Save: Saves the current project.
Save as: Saves the current project as a new project file.
Exit: Exits and closes RBS Configurator.
2Edit
3Help
Language: Changes the language of the RBS Configu-
rator.
About: Displays the information of the RBS
Configurator.
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Chapter 3. RBS Configurator
Panel Profiles
The Edit Profile tab, in ATEN RBS Configurator, allows you to customize
layout design profiles and define booking settings to be applied to any ATEN
RBS Panels managed.
Adding New Profiles
In RBS Configurator, click Add New to create a new profile, as illustrated
below.
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ATEN Room Booking System User Manual
Editing Profile Names, Duplicating and Deleting Profiles
In RBS Configurator, click the button of a panel profile to access the
following options:
Item Description
Edit Name Edits the name of the profile.
Duplicate Creates a duplicate of the profile.
Delete Deletes the profile.
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Chapter 3. RBS Configurator
A
B
C
D
Configuring Profiles
In RBS Configurator, click on a desired profile to start. The following page
appears.
No. Item Description
A Panel Profile
Preview
B Interactive Display Contains the following:
C Check-in Panel Used for checking-in to a meeting room and quick booking.
D Daily Schedule
Area
Displays an example of how the panel layout would look
like once the profile is applied.
GUI Design: Defines the profile’s layout design related
settings.
Booking Settings: Sets the profile’s booking-related
settings
Displays the room’s reservation schedule for the day.
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ATEN Room Booking System User Manual
GUI Design
Overview
Item Sub-Item Description
Date and
Time
Brand/Logo
Upload
Background Main Page Defines the background of the RBS Panel’s main
Time Color Sets the color in which time is displayed on the
Check-in Panel Color Sets the color of the RBS Panel’s check-in panel.
Daily
Schedule
Area
Status Color Available Sets the color of the LED bars of the RBS Panel,
Meeting Information
Date Format Sets the format in which date is displayed on the
RBS Panel.
Time Format Sets the format in which time is displayed on the
RBS Panel.
Upload Company
Logo
Blur Background Enable to show the background shown in gradient
Sub Page Sets the display style of the RBS Panel’s sub page.
Icon Color Sets the color of icons on the RBS Panel’s daily
Display Style Sets the display style and color of the RBS Panel’s
Reserved Sets the color of the LED bars of the RBS Panel,
Occupied Sets the color of the LED bars of the RBS Panel,
Uploads a brand logo image (.jpg, .jpeg, .png, or
.bmp), up to 140*970 pixels, to be displayed on the
upper-left of the RBS Panel.
page, either by selecting a color or uploading an
image (.jpg, .jpeg, .png, or .bmp), up to 1280*732
pixels.
color. For more details, see Blurring the
Background, page 28.
RBS Panel.
schedule area.
daily schedule area.
and its status color, when it is available for use.
and its status color, when it is reserved for a
meeting.
and its status color, when it is occupied.
Displays a summary of the currently ongoing
meeting with an information icon on the topright corner of the check-in panel.
Allows you to cancel a meeting (using a Delete
Meeting button) if the meeting was booked
through the panel.
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Item Sub-Item Description
Display countdown for status
change
Displays the remaining time (in minutes) for the
next room status on the meeting status bar.
Depending on the current room status, different
information is shown. For example:
Available until 15:00 today
Reserved Starts in 2 minutes
Occupied Ends in 13 minutes
Screen Saver Show screen
saver after
Text Color Sets the text color of the screen saver.
Select an idle time to display the screen saver
when the RBS panel has idled for the selected
duration. By default, the screen saver is enabled
and set to display when RBS panel has idled for 5
minutes.
Chapter 3. RBS Configurator
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ATEN Room Booking System User Manual
Blurring the Background
Use the blur background function to have the Quick Book controls stand out
by applying color gradient to the background, as show below.
Disable the blur background function to use the chosen background without the
gradient effect, as shown below.
To access the blur background setting:
1. In RBS Configurator, open the profile file.
2. Click on the target template. The configuration page appears.
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Chapter 3. RBS Configurator
3. Under GUI Design, scroll down to find Blur Background.
4. Configure the setting and click Save to apply the change.
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ATEN Room Booking System User Manual
Booking Settings
Item Sub-Item Description
Quick Booking, Suggest Room, Calendar
Bookings
Room Utilization
Optimization
Under meeting subject, display Display meeting host or meeting details
Working Hours
Room will be released
if not checked in within
the time set.
Extend meeting Enable to allow meeting extension.
Allow check-in before
the scheduled time by
Hold for Sets the amount of time allowed for late
Calendar Server Adopt the working hours as specified in the
Manual Set up the working hours for the room
Brightness Sets the brightness of the RBS Panel
Enable to allow quick booking options to be
available on the RBS Panel’s check-in
panel.
Enable to:
optimize room usage by releasing the
room when not checked in within the
defined time frame.
allow meeting extension, early check-in,
and delayed check-in.
When disabled, a room will not be released
if not checked in, and will not support early/
delayed check-in and reservation extension.
Sets the amount of time allowed for early
check-in.
check-in before being released.
under subject of the meeting, or select
disable to leave it blank.
connected calendar server.
booking system.
during off-duty hours.
Click Save for changes to take effect.
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Chapter 4. Calendar Server
Chapter 4
Calendar Server
This chapter guides you through the implementation of your ATEN Room
Booking System to calendar servers supported, including Microsoft 365
Calendar, Microsoft Exchange Server, and Google Workspace, for convenient
scheduling management of all conference rooms in the system.
Microsoft 365
Setup Overview
To set up a Microsoft 365 Calendar for managing your ATEN Room Booking
System, follow the steps below.
1. Using the Microsoft 365’s administrator account, do the following:
a) Add a user account for every person who is allowed to book
resou
rces through the Microsoft 365 calendar server.
For a detailed procedure, see Adding User Accounts, page 32.
b) Decide an authentication method to use.
For more information, see Deciding the Authentication Method
33.
page
c) Add a resource account, while setting a password, for
room to be managed by the Room Booking System.
For a detailed procedure, see Deciding the Authentication Method
page
33.
d) To use account credentials to authenticate, add a user accoun
deleg
ate.
For a detailed procedure, see Adding a Room (Resource) Account
page
34.
e) To use account credentials to authenticate, turn off multifact
auth
entication (MFA).
For a detailed procedure, see Adding a Room (Resource) Account
34.
page
every conference
room
,
,
t as
,
or
,
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ATEN Room Booking System User Manual
Configuring Microsoft Entra (for using Account Credentials),
page 39.
Configuring Microsoft Entra (for using Client Secret Keys), page 44.
2. On your ATEN RBS Configurator:
a) Configure the account settings. For details, see Account Settings,
page 51.
a) Configure room grouping. This is a setting that helps refine the list of
available rooms that appear when using the Suggest Room function on
RBS panels. For details, see Configuring Room Grouping, page 52.
Microsoft 365 Admin Center
To start, log into https://admin.microsoft.com/ using the Microsoft 365’s
administrator account credentials.
Adding User Accounts
Add a user account for every person who is allowed to book room resources
through the Microsoft 365 calendar server, by doing the following:
1. In the Microsoft 365 admin center, go to Navigation Menu > Users >
Active Users and click Add a user.
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Chapter 4. Calendar Server
2. Fill in the basic information for the user and click Next.
3. Based on the purchased license types, different options may be available.
Select a one that supports Exchange Online.
4. Follow the on-screen instructions to create the user account.
Deciding the Authentication Method
Decide the authentication method for the calendar server, either through
account credentials or a client secret key. For a comparison of the pros and
cons of the two methods, take a look of the following table.
Using Account Credentials Using Client Secret Key
Pros No need to regularly upload
the credentials as long as the
account credentials stay the
unchanged
Cons Need to turn off multifactor
authentication. This may not
be approved for some
companies due to security
concerns
No need to turn off multifactor
authentication
Flexible for different network
environment
Regular upload of the client secret
key to RBS Configurator every (3 to
24 months, as configured on
Microsoft 365) is needed
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ATEN Room Booking System User Manual
Adding a Room (Resource) Account
Add a room account, and set a required password for every conference room to
be managed by ATEN RBS, by doing the following:
1. In the Microsoft 365 admin center, go to Navigation Menu > Resources >
Rooms & equipment and click Add resource
2. Select Room from the Resource type drop-down list and then follow the
on-screen instructions to create the room account.
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Chapter 4. Calendar Server
3. If you use account credentials for authentication, right-click on the created
room and then click Edit to add delegates. To ensure booking rights for all
delegate in all rooms, make sure to add the delegates to each room.
4. Go to Navigation Menu > Users > Active Users, click Reset a password
next to the room account created from step 2 and follow the on-screen
instructions to define its password.
Note: Make sure a password has been set for every room account created.
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ATEN Room Booking System User Manual
Adding a User Account as Delegate
To use account credentials for authentication, follow the procedure below to
add a user account as delegate.
1. In the Microsoft 365 admin center, go to Navigation Menu > Users >
Active Users and click Add a user.
2. Fill in the basic information for the user and click Next.
3. Based on the purchased license types, different options may be available.
Select a one that supports Exchange Online.
4. Follow the on-screen instructions to create the user account.
5. Assign the delegate to All Company Group.
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Chapter 4. Calendar Server
Turning Off Multifactor Authentication (MFA)
To use account credentials for authentication, follow the procedure below to
turn off multifactor authentication (MFA).
1. In the Microsoft 365 admin center, go to Navigation Menu > Users >
Active users > Multi-factor authentication.
2. Click Legacy per-user MFA.
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ATEN Room Booking System User Manual
3. Disable MFA for both the delegate and resource accounts.
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Chapter 4. Calendar Server
Configuring Microsoft Entra (for using Account Credentials)
Registering Application
Register to obtain an Application ID for the ATEN Room Booking System, by
doing the following:
1. In the Microsoft 365 admin center, go to Navigation Menu > All admin
centers and select Microsoft Entra.
2. Go to Microsoft Entra admin center > Applications > App
registrations and click New Registration.
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ATEN Room Booking System User Manual
3. Enter a desired name, select Accounts in this organizational directory
only under Supported account types, and click Register.
4. Once registered successfully, the Application ID is displayed, which shall
later be entered on your ATEN RBS Configurator.
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Chapter 4. Calendar Server
5. Go to Authentication, enable Allow public client flows by selecting Ye s ,
and then click Save for the changes to take effect.
Adding API Permissions
After registering the application, also make sure the required API permissions
have been applied to it, by doing the following:
1. Click API permissions > Add a permission, and select Microsoft Graph
> Delegated permissions
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ATEN Room Booking System User Manual
2. Select the following 7 permissions.
4 Calendar permissions:
Calendars.Read
Calendars.Read.Shared
Calendars.ReadWrite
Calendars.ReadWrite. Shared
1 Place permission:
Place.Read.All
2 User permissions:
User.Read
User.Read.All
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Chapter 4. Calendar Server
3. Select permissions and click Add permissions.
4. Click Grant admin consent for your account, as illustrated below, and
then click Ye s to finish.
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ATEN Room Booking System User Manual
Configuring Microsoft Entra (for using Client Secret Keys)
Registering the Application
Register to obtain an Application ID for the ATEN Room Booking System, by
doing the following:
1. In the Microsoft 365 admin center, go to Navigation Menu > All admin
centers and select Microsoft Entra.
2. Go to Microsoft Entra admin center > Applications > App
registrations and click New Registration.
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Chapter 4. Calendar Server
3. Enter a desired name, select Accounts in this organizational directory
only under Supported account types, and click Register.
4. Once registered successfully, the Application (Client) ID and Directory
(tenant) ID) are displayed. Save these IDs, which shall later be entered on
your ATEN RBS Configurator.
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ATEN Room Booking System User Manual
5. Go to Authentication, enable Allow public client flows by selecting Ye s .
Then click Save for the changes to take effect.
6. Go to Certificates & secrets > New client secret.
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Chapter 4. Calendar Server
7. In the pop-up dialog box, fill in a description and days of expiration for the
new client secret. Click Add.
Note: If the client secret expires, create a new one and upload the renewed
profile to RBS Configurator.
8. A client secret is created. Copy and save the key for use later in RBS
Configurator.
Important: Make sure to copy the key now. This key will not be visible or
accessible once leaving the page.
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Adding API Permissions
After registering the application, also make sure the required API permissions
have been applied to it, by doing the following:
1. Click API permissions > Add a permission, and select Microsoft Graph
> Application permissions.
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Select the following 5 permissions.
Calendar permissions:
Calendars.Read
Calendars.ReabBasic.All
Calendars.ReadWrite
Place permission:
Place.Read.All
User permission:
User.Read.All
And then click Add permissions.
Chapter 4. Calendar Server
Click Grant admin consent for your account, as illustrated below, and then
click Yes to finish.
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Chapter 4. Calendar Server
Setting Up Microsoft 365 in ATEN RBS Configurator
Account Settings
1. On your RBS Configurator, go to Calendar Settings > Microsoft 365 and
enter the Microsoft 365 Calendar related settings, as below.
2. Select an authentication method.
3. Fill in the following fields. Depending on the selected authentication
method, different information needs to be provided.
Account Credentials
Delegate Account: Enter the name of the delegate assign to resource
account created the Microsoft 365 Calendar’s delegate account.
Delegate Password: Enter the password of the Microsoft 365
Calendar’s delegate account.
Application ID: Enter the application ID of the ATEN Room
Booking System as registered in the Microsoft Entra (page 39).
Client Secret Key
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The following information is obtained by registering the application in
Microsoft Entra. For full details, see Registering the Application,
page 44.
Application ID: Enter the application ID of the ATEN Room
Booking System.
Tenant ID: Enter the tenant (directory) ID.
Secret Code: Enter the client secret code.
Configuring Room Grouping
Enable this function to refine the list of available rooms (shows up by tapping
Suggest Room on RBS panels) by only showing rooms within a distribution
group or domain.
1. Select a room grouping option.
a) On RBS Configurator, go to Calendar Settings > Microsoft 365.
b) Select Display based on calendar server’s settings or Display based
on Unizon deployment tree’s settings.
Room Grouping: Enable this function to refine the list of available
rooms (shows up by tapping Suggest Room on RBS panels) by only
showing rooms within a distribution group or domain.
Disable: This is the default setting. With this setting, all available
rooms can be shown, disregarding their physical location or
distribution group.
Display based on calendar server’s settings: displays available
rooms that are in the same distribution group.
Display based on Unizon deployment tree’s settings: displays
available rooms within the third last level (e.g. building) and groups
these rooms by the locations from the second last level (e.g. floor).
For example, the image below illustrates a Unizon deployment tree,
the last level being the rooms, the second last are floors, and the third
last are the cities. When operating an RBS panel in Taiwan HQ to
search for available rooms (using the Suggest Room function), all
the available rooms in Taiwan HQ (third last level) will be listed by
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Chapter 4. Calendar Server
floor (second last level), and a drop-down list of floors will be
available for uses to switch.
2. If you have selected Display based on Unizon’s deployment tree’s
settings, go to Unizon and make sure the second and third last levels are
clearly named.
3. If you have selected Display based on calendar server’s settings, create
and/or configure distribution groups using PowerShell.
a) Connect to PowerShell.
b) Create distribution groups and put rooms into distribution groups using
the following commands.
Configuration Action Command
To create a new
distribution group
New-DistributionGroup roomlist -RoomList
Note: roomlist is an example name of the new
distribution group.
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Configuration Action Command
To remove a distribution
group
To see created distribution
groups
To put rooms into a
distribution group
To see created rooms in a
distribution group
To remove a room account
from a distribution group
Remove-DistributionGroup “roomlist“
Note: Put the name of the distribution group in the
quotation marks. “roomlist” is used as an example
here.
Get-DistributionGroup
Add-DistributionGroupMember -Identity
“roomlist” -Member room account
Note: roomlist and room account are example
names of the target distribution group and room
account.
Get-DistributionGroupMember –Identity
“roomlist”
Note: Put the name of the distribution group in the
quotation marks. “roomlist” is used as an example
here.
Remove-DistributionGroupMember –Identity
“roomlist” –Member room account
Note: roomlist and room account are example
names of the target distribution group and room
account.
c) Add floor information to each room.
Configuration Action Command
To add floor information to
a room
To check floor information Get-Place room account | FL
Set-Place room account –Floor x –
FloorLabel “characters and numbers”
Note: Put the name of the floor label in the
quotation marks. “characters and numbers” is
used as an example here.
Note: The calendar server may take up to 24 hours for the changes to take
effect.
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Microsoft Exchange Server
Setup Overview
To use Microsoft Exchange Server to manage ATEN room booking system, complete
the following setup
.
No.
1 Check the version of your Microsoft Exchange server (page 56).
2 Find the host name (page 57). Find the host name (page 71).
3 Create a room mailbox (page 60). Create a room mailbox (page 74).
4 Add the room mailbox to a distribution
5 Decide an authentication method and
6 To use account credentials for
7
2013, 2016, 2019 Version 2010 Version
group (page 62).
complete the required setup (page 66).
authentication, create a delegate
mailbox (page 67).
To use account credentials for
authentication, reset the room
password (page 66).
To impersonate account rights,
configure impersonation rights
(page 69).
8 Configure the account settings and room grouping in ATEN RBS Configurator
(page 85).
Microsoft Exchange Server
Add the room mailbox to a distribution
group (page 76).
Decide an authentication method and
complete the required setup (page 79).
To use account credentials for
authentication, create a delegate
mailbox (page 79).
To use account credentials for
authentication, reset the room
password (page 81).
To impersonate account rights,
configure impersonation rights
(page 84).
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Checking the Version of Your Microsoft Exchange Server
1. Open Windows PowerShell from the Start menu.
2. Input the command below to check the returned FileVersion number:
Get-Command Exsetup.exe | ForEach {$_.FileVersionInfo}
The number associated with “FileVersion” from the output (e.g.
“15.02.0805.005” in the figure) is the build version of your Microsoft
Exchange server. Determine which Microsoft Exchange version is
installed on your computer from the table below.
Microsoft Exchange Version Build Number
2010 14.03.xxxx.xxx
2013 15.00.xxxx.xxx
2016 15.01.xxxx.xxx
2019 15.02.xxxx.xxx
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Microsoft Exchange 2013 / 2016 / 2019
Follow the steps to set up your Microsoft Exchange 2010 for managing your
ATEN Room Booking System.
Finding the Host Name
If you have identical computer name and certificate name, look up the host
name as follows. If not, proceed to the next step.
(1) In Server Manager, go to Local Server > Properties. This screen
appears. Note down the host name and domain to be used later for setting
up the calendar server in RBS Configurator.
(2) In Windows PowerShell, execute the
ipconfig command to look up the
IP address of the Exchange server. Note down this IP address which will
be needed when assigning a static IP address to RBS panels in RBS
Configurator.
If you have different computer name and certificate name, look up the host
name as follows.
(1) In Server Manager, go to Tools > Internet Information Service (IIS)
Manager.
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(2) Under the Connections panel, click the computer name and Default
Web Site, and in the Actions column, click Bindings.
(3) In the pop-up dialog box, double-click https 443 for the local computer
to find out the SSL certificate.
In this example, the SSL certificate is twca2021.
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(4) In the Internet Information Service screen, click the computer name
from the Connections panel. and then double-click Server Certificate.
All host names are listed in the Issued To column. In this example, the host
name for twca2021 is mail.aten.com.
(5) Note down the host name to be used later for setting up the calendar
server in RBS Configurator.
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Creating a Room Mailbox
1. In EAC, go to recipients > resources and click +. This screen appears.
2. Fill in the room name and alias.
3. Click Save to create the room mailbox.
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4. Double-click on the created room mailbox to set the delegates for
accepting or declining the room booking requests.
5. In the pop-up, click the delegate to be added and then click the add button.
Finish your configuration by clicking the ok button.
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Adding the Room Mailbox to a Room List (Distribution Group)
1. Launch Exchange Management Shell from the Start menu.
2. Run the command below to create a distribution group:
New-DistributionGroup -Name "ROOM LIST" -RoomList
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Note:
ROOM LIST in the command is the name for the room list to be
created, e.g., f
orTesting as the figure shows.
Room lists can also used as filters when searching for available rooms
using the Suggest Room function on RBS panels, that is, only rooms
within the same room list (distribution group) appear are suggested by
the Room Booking System. For full setup information, see Setting Up
Room Grouping, page 86.
The room list (distribution group) is successfully created.
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3. Use the cmdlet below to add your room mailbox to this room list:
Add-DistributionGroupMember -Identity "ROOM LIST" -Member
ROOM ACCOUNT
Note:
Member ROOM ACCOUNT here indicates the name of your room
mailbox to be added, e.g.,
Room-A as the figure shows.
Repeat Step 4 to add more room mailboxes to the room list.
Each room list can contain up to 100 rooms.
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4. To check whether the room mailbox(es) is successfully added to the room
list, use the cmdlet below and see the returned room list member(s).
Get-DistributionGroupMember -Identity "ROOM LIST"
You may use the following commands to check the current setup:
To see the created distribution groups:
Get-DistributionGroup
For example, a list similar to the following appears:
To remove a certain distribution group:
Remove-DistributionGroup “Meeting Rooms”
Press [Y] to confirm the change. The distribution group named Meeting
Rooms will be removed.
To see all rooms within a distribution group:
Get-DistributionGroupMemeber –Identity “TW-RoomList”
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For example:
The rooms in the distribution group named TW-RoomList are listed.
To remove a certain room account from a distribution group:
Remove-DistributionGroupMembr –Identity “distributiongroup”
–Member Room account
Press [Y] to confirm the change. The room named Room account will be
removed.
Deciding the Authentication Method
Decide how you wish to authenticate the calendar server, either through
account credentials, or to impersonate account rights to the delegate. For a
comparison of the pros and cons of the two methods, take a look of the following
table.
Using Account Credentials Impersonate Account Rights
Pros Flexible setup on different
delegates for different
resource accounts
Cons Resource account password
is needed for each room.
No need to provide the
resource account password
Flexible for different network
environment
Limited number of simultaneous
connections to RBS panels
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Creating a Delegate Mailbox
To use account credentials for authentication, follow the procedure below to
create a delegate mailbox.
1. Log in the Exchange Admin Center (EAC) with administrator credentials.
You can use any of the following URL format to access EAC:
https://<IP address of your Exchange server>/ecp
https://<host name of your Exchange server>/ecp
For details on obtaining the URL of your EAC, see ATEN Standard
Warranty Policy, page 138.
2. Go to Recipients > mailboxes, and click +. This screen appears.
3. Fill in the information to create a delegate mailbox.
4. Note down this mailbox address and the password to be used later for
setting up the calendar server in RBS Configurator.
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Resetting Room Password
If you would like to use account credentials for authentication, follow the
procedure below to reset the room password. If you choose to grant account
rights, skip this procedure and proceed directly to configure impersonation
rights instead. For a suggested procedure, see Configuring Impersonation
Rights, page 69.
1. In Server Manager, go to Too ls > Active Directory Administrator
Center.
2. In the pop-up screen, click Users from the left column.
3. Click on the room mailbox you created, click Reset password, and then
follow the on-screen instructions to reset the password.
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4. Click Enable to apply the configuration.
Configuring Impersonation Rights
If you would like to impersonate account rights, follow the procedure below.
If you choose to use account credentials for authentication, reset the room
password. For full details, see Deciding the Authentication Method, page 66.
1. Launch Exchange Management Shell. The Start screen and the way to
open the program may different for different OS versions.
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2. Execute the following command to create a management scope.
Note: Put the name of the resource mailbox in the quotation marks.
“ResourceMailboxes” is used as an example here.
New-ManagementScope -Name "ResourceMailboxes" RecipientRestrictionFilter { RecipientTypeDetails -eq
"RoomMailbox" -or RecipientTypeDetails -eq
"EquipmentMailbox" }
3. Execute the following command to grant impersonation rights.
Note:
Put the name of the resource impersonation in the quotation marks.
“ResourceImpersonation” is used as an example here.
delegate@xxxx.com is the delegate account that you have created.
New-ManagementRoleAssignment –Name "ResourceImpersonation"
–Role ApplicationImpersonation -User delegate@xxxx.com –
CustomRecipientWriteScope "ResourceMailboxes"
4. Check if impersonation rights are successfully given by executing the
following command.
Get-ManagementRoleAssignment -Role
“ApplicationImpersonation” -GetEffectiveUsers
The role column should be indicated with ApplicationImpersonation, and
EffectiveUsername column should indicate the name of the delegate
account.
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Microsoft Exchange 2010
Follow the steps to set up your Microsoft Exchange 2010 for managing your
ATEN Room Booking System.
Finding the Host Name
If you have identical computer name and certificate name, look up the host
name as follows. If not, proceed to the next step.
(1) In Server Manager, go to Local Server > Properties. Note down the
host name and domain to be used later for setting up the calendar server in
RBS Configurator.
(2) In Windows PowerShell, execute the
ipconfig command to look up the
IP address of the Exchange server. Note down this IP address when you
need to assign a static IP address to RBS panels in RBS Configurator.
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If you have different computer name and certificate name, look up the host
name as follows.
(1) In Server Manager, go to Roles > Web Server (IIS) > Internet
Information Service > computer name, and double-click on Server
Certificates.
(2) In the pop-up window, double-click on Microsoft Exchange.
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The following screen appears. The host name is indicated under the Issued
to field.
(3) Note down the host name to be used later for setting up the calendar
server in RBS Configurator.
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Creating a Room Mailbox
1. In Exchange Management Console, navigate to Recipient Configuration
> Mailboxes, right-click on Mailboxes to open the context menu, and
select New Mailbox.
2. In the pop-up window, select Room Mailbox and click Next.
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This screen appears. Note down the indicated mailbox address to be used
for configuration later.
3. In the mailbox list, right-click on the created mailbox, and click
Properties.
4. Click the Resource Policy tab, click +Add, and follow the on-screen
instructions to add a delegate.
5. In Server Manager, go to Roles > Active Directory Domain Services >
Active Directory Users and Computers > Domain > Users.
6. From the listed users, locate and right-click on the room, and then select
Enable Account.
7. This created mailbox address and password are the resource account
credentials for the Room Booking System. Save this information to be
used later when configuring RBS panel settings in RBS Configurator.
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Adding the Room Mailbox to a Room Distribution Group
1. Launch the Exchange Management Shell from the Start menu.
Note: The appearance of the Start menu is different with each Windows
version.
2. Use the cmdlet below to create a new distribution group.
New-DistributionGroup -Name “ROOM LIST” -RoomList
Note:
Room List in the cmdlet indicates the name for the room list you are
going to create. Please configure your own room list name.
Room lists can also used as filters when searching for available rooms
using the Suggest Room function on RBS panels, that is, only rooms
within the same room list (distribution group) appear are suggested by
the Room Booking System. For full setup information, see Setting Up
Room Grouping, page 86.
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3. Enter the cmdlet below to add the room mailbox into the room list:
Add-DistributionGroupMember -Identity “ROOM LIST” -Member
ROOM ACCOUNT
Note:
ROOM LIST in the cmdlet indicates the name of your room list, and
ROOM ACCOUNT means the room mailbox to be added to the
aforementioned room list.
Repeat this step to add more room mailboxes into the room list.
Each room list can contain up to 100 rooms.
4. To check which room mailbox(es) is in the room list, enter the cmdlet
below to get the output list:
Get-DistributionGroupMember -Identity “ROOM LIST”
Note: ROOM LIST in the cmdlet indicates the name of the room list you
are going to check.
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You may use the following commands to check the current setup:
To see the created distribution groups:
Get-DistributionGroup
For example, a list similar to the following appears:
To remove a certain distribution group:
Remove-DistributionGroup “Meeting Rooms”
Press [Y] to confirm the change. The distribution group named Meeting
Rooms will be removed.
To see all rooms within a distribution group:
Get-DistributionGroupMemeber –Identity “TW-RoomList”
For example:
The rooms in the distribution group named TW-RoomList are listed.
To remove a certain room account from a distribution group:
Remove-DistributionGroupMembr –Identity
“distributiongroup” –Member Room account
Press [Y] to confirm the change. The room named Room account will
be removed.
5. Enter the cmdlet below to give full permission of the rooms to the
delegate. Repeat this step for all rooms.
Add-MailboxPermission –accessRights FullAccess –Identity
ROOM NAME –User DELEGATE
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Deciding the Authentication Method
Decide how you wish to authenticate the calendar server, either through
account credentials, or to impersonate account rights to the delegate. For a
comparison of the pros and cons of the two methods, take a look of the following
table.
Using Account Credentials Impersonate Account Rights
Pros Flexible setup on different
delegates for different
resource accounts
Cons Resource account password
is needed for each room.
No need to provide the
resource account password
Flexible for different network
environment
Limited number of simultaneous
connections to RBS panels
Creating a Delegate Mailbox
To use account credentials for authentication, follow the procedure below to
create a delegate mailbox.
1. Launch Exchange Management Console from the Start menu.
2. Under Recipient Configuration, right-click on Mailbox and then select
New Mailbox.
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3. Select User Mailbox, and click Next to proceed.
4. In the New Mailbox dialog box, fill in the information as indicated below.
5. Note down the mailbox address and the password to be used later for
setting up the calendar server in RBS Configurator.
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Setting up a Password for the Room Mailbox
If you would like to use account credentials for authentication, follow the
procedure below to set up the password for the room mailbox. If you choose to
grant account rights, skip this procedure and proceed directly to configure
impersonation rights. For a detailed procedure, see Configuring Impersonation
Rights, page 84.
1. Go to the Start menu > All Programs > Administrative Tools > Server
Manager.
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2. In Server Manager, navigate to Roles > Active Directory Domain
Services > Active Directory Users and Computers > Domain > Users.
3. Scroll to find the room mailbox you just created, right-click on it to open
the context menu, and select the option "Reset Password".
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4. Enter and confirm the new password, and then click OK to reset it.
Note: Note down the new password that will be used for setting your
ATEN RBS Configurator Panel Management. See the description
about Calendar Account, page 104 in the section Panel
Management Options, page 104.
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Configuring Impersonation Rights
1. Launch Exchange Management Console from the Start menu.
2. Use the cmdlet below to create a manage scope.
New-ManagementScope -Name "ResourceMailboxes" -
RecipientRestrictionFilter { RecipientTypeDetails -eq "RoomMailbox"
-or RecipientTypeDetails -eq "EquipmentMailbox" }
Note: ResourceMailboxes is an example name for the management
scope.
3. Use the cmdlet below to grant impersonation rights.
New-ManagementRoleAssignment –Name "ResourceImpersonation" –
Role ApplicationImpersonation -User delegate@xxxx.com –
CustomRecipientWriteScope "ResourceMailboxes"
Note: ResourceImpersonation is an example name for the management
role assignment.
4. Execute the cmdlet below to check if impersonation rights are granted
successfully.
Get-ManagementRoleAssignment -Role “ApplicationImpersonation” GetEffectiveUsers
Note: Please make sure that in the Role column the value is
ApplicationImpersonation, and in that same row under the
EffectiveUsername is the name of delegate account.
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Setting Up Microsoft Exchange in ATEN RBS Configurator
Account Settings
1. In RBS Configurator, go to Calendar Settings > Exchange. This page
appears.
2. Select an authentication method.
3. Configure the following settings.
Host Name: Enter the Full Computer Name or Computer Name of
your Exchange server. Check the computer name shown on Server
Manager.
Delegate Account: Enter the address of the delegate mailbox that you
created.
Delegate Password: Enter the password of your delegate account.
Domain: If your computer name and certificate name are the same,
enter the Domain which can be checked in Server Manager. If you
have different computer name and certificate name (for Microsoft
Exchange 2013, 2016, 2019), or that your exchange server is of version
2010, leave this field blank.
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Setting Up Room Grouping
Enable this function to refine the list of available rooms (shows up by tapping
Suggest Room on RBS panels) by only showing rooms within a distribution
group or domain.
1. Select a room grouping option.
a) On RBS Configurator, go to Calendar Settings > Exchange.
b) Select Display based on calendar server’s settings or Display based
on Unizon deployment tree’s settings.
Room Grouping: Enable this function to refine the list of available
rooms (shows up by tapping Suggest Room on RBS panels) by only
showing rooms within a distribution group or domain.
Disable: This is the default setting.
Display based on calendar server’s settings: displays available
rooms that are in the same distribution group.
Display based on Unizon deployment tree’s settings: displays
available rooms within the third last level and groups these rooms by
the locations from the second last level.
For example, the image below illustrates a Unizon deployment tree,
the last level being the rooms, the second last are floors, and the third
last are the cities. When operating an RBS panel in Taiwan HQ to
search for available rooms (using the Suggest Room function), all
the available rooms in Taiwan HQ (third last level) will be listed by
floor (second last level), and a drop-down list of floors will be
available for uses to switch.
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2. If you have selected Display based on Unizon’s deployment tree’s
settings, go to Unizon and make sure the second and third last levels are
clearly named.
3. If you have selected Display based on calendar server’s settings, no
further configuration is required.
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Google Workspace
This section provides guidance on setting up Google Workspace for managing
rooms via the ATEN room booking system.
Note:
The information and illustrations in this section are prone to change by the
service provider, Google. For full and up-to-date information on Google
Workspace, visit the corresponding online help for assistance.
Google Workspace Admin Help
Google Cloud Platform Help
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