Page 1
USER GUIDE
WWW.BOOKIT.TECH | MAY 2017
Page 2
TABLE OF CONTENTS
1
2
3
4
5
WHAT’S IN THE BOX
SYSTEM REQUIREMENTS
SETUP
DEVICE MANAGEMENT PORTAL
USING BOOKIT
BookIT® Room Scheduling Solution
BookIT is an elegant, cost-effective and easy-to-deploy system designed for scheduling
any conference room on the network from a BookIT touch panel located outside a
meeting room, mobile device or computer. The sleek design fits into any décor and
the intuitive interface requires little to no user training.
BookIT offers a host of application features including a meeting room calendar
with the ability to add, check-in, cancel, extend and release a meeting from the
display. The system is easily set up and administered with options for adjusting
and disabling certain functionality for the displays and other GUI options.
The system includes a 7" BookIT PoE touch panel device, a wall mounting system,
BookIT Room Scheduling Software* and power adapter for when PoE is unavailable.
Visit www.bookit.tech for more information.
© 2017 BookIT, a division of BTX Technologies. *The BookIT® app is ONLY supported on BookIT® hardware.
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WHAT’S IN THE BOX
Android Tablet (BookIT software* comes pre-installed)
Mounting Adapter
WELCOME
* The BookIT® app is ONLY supported on BookIT® hardware.
AC Adapter
(For use when PoE is not available)
CONGRATULATIONS… ON YOUR PURCHASE OF BOOKIT – THE MOST
EFFICIENT AND INTUITIVE ROOM SCHEDULING SYSTEM AVAILABLE
What’s In The Box
7" BookIT display with BookIT software pre-loaded
Power adapter (for use if PoE is not available)
Mounting hardware
System Requirements
PoE capable network or accessible power
Internet Access: 802.3 Ethernet or 802.11 WiFi for:
Ð License activation
Ð BookIT software updates
Ð Microsoft® Office 365
Ð Google® Apps for Work if required
Microsoft Exchange 2010 or above, or Google Apps for Work
calendars with room mailboxes capability.
™
if required
Installation, Setup and Use
For specific instructions to mount the display, set up the
application and general use, download the User Manual at:
http://www.bookit.tech/downloads/
Questions?
Visit www.bookit.tech for additional information and live chat.
Call BTX Technologies live technical support at 800.666.0996.
Thank you, and remember to BookIT… before they do!
Welcome Card
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SYSTEM REQUIREMENTS
HARDWARE REQUIREMENTS
POWER OPTIONS
Power requirements depend on what kind of infrastructure is available. If the network is PoE (Power Over
Ethernet) capable, then the included power supply is not needed and power is delivered to the BookIT
display via the Ethernet cable. If the network is not PoE capable, a PoE injector can be used to make it
capable, or the DC power adapter can be used in conjunction with an AC socket nearby.
NETWORK CONNECTIVITY
To connect BookIT to the calendar services, an 802.3 Ethernet or an 802.11 WiFi network is required.
Internet access is required for:
1
2
3
4
License Activation
BookIT Updates
Office 365 (if used)
G Suite (formerly Google Apps for Work) - (if used)
CALENDARING SYSTEMS AND REQUIREMENTS
Microsoft Exchange and Office 365
»
Exchange 2010 SP2 or later
»
Exchange Web Services
»
Room mailboxes
»
Room lists
»
Account with full access permissions to resource mailboxes
»
Author permissions for Users on room mailboxes.
G Suite (formerly Google Apps for Work) Calendar
»
Resource Calendar
»
Google account with full access to resource calendar
»
Share calendar
»
User permissions for calendar
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SETUP
HARDWARE SETUP
BOOKIT® MOUNTING INSTRUCTIONS - SURFACE MOUNTING (comes standard with each BookIT display)
1
Loosen the two bottom mounting screws do not remove them completely.
2
Remove mounting bracket from unit.
3
Select mounting location, level bracket and mark the four small mounting holes, and right-side
rectangle cable entry point.
4
Cuta small access hole inside the marked right-side rectanglelarge enough for your network
cable (and power cable if not usingPoE) to pass through.
* We recommend only cutting out a small section enough for your cables and not the entire rectangle if possible. This will
ensure secure anchors when screwing in next step. By ensuring enough material to secure the anchors properly.
5
Do not cutout the entire marked rectangle as this will remove too much material for the wall
anchors to function properly.
6
Install the proper wall anchors(not included)for your specific applications.
7
Fasten mount to wall with the 4 screws(not included)supplied with your wall anchors.
8
Plug the network cable into the BookIT display. Also plug in the power cable ifPoEis not available.
9
Hang unit on the mounted bracket hooks.
10
Secure bottom mounting screws.
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SETUP
HARDWARE SETUP
BOOKIT® MOUNTING INSTRUCTIONS - RECESS MOUNT
(The BTX-BOOKITRMB recessed mount brackets (sold separately) work with the mounting bracket included with BookIT.)
1
Loosen the two bottom mounting screws but do not remove them completely.
2
Remove mounting bracket from unit.
3
Select mounting location, level bracket and trace the outer perimeter of the back of the bracket on wall.
4
Cut out the traced opening (You can fine tune the openingduringadry fit.)
5
Installthetwo flush mount brackets usingthefour 6-32 x 2" screws and four #6 flat washersto
the display bracketas shown in the diagram. Thread the screws until the screw tip is flush with
the back of the brackets.
6
Rotate the mount 90 degrees to the mounting cutout and guidethe brackets into the cut out.
7
Once the brackets clear the inside of the mounting surface, rotate the mount (the screws will
give some resistance while rotating)so that the top is pointing up.
8
Insert the mount into the cut-out sothat it is flush with the wall.
9
Tighten the four screws on the brackets until the mount is secure in the wall.
10
Plug the network cable into the BookIT display. Also plug in the power cable ifPoEis not available.
11
Hang unit on the mounted bracket.
12
Secure bottom mounting screws.
Setting up bracket
Inserting and Rotating in Wall
Mounting display unit
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SETUP
HARDWARE SETUP
BOOKIT® MOUNTING INSTRUCTIONS - MULLION MOUNTING
The BTX-BOOKITMM mullion mount (sold separately) requires a mullion with at least 2" of depth
and is designed for cables that have been run inside the mullion for access to the BookIT display.
1
Using the included template, mark the four mounting holes and one cable access hole on the mullion.
2
Drill four 5/16" holes for the included T-anchors and drill one 3/4" MIN (1" MAX) hole for cable access.
3
Feed your network cable into the mullion and through the cable access hole.
4
Install the 1" nylon spacers onto the T-anchors.
5
Install the nuts onto the T-anchors (supplied) and keep the nut on the first few threads of the bolt.
6
Hold the mullion mount back plate to the holes drilled into the mullion.
7
Insert one of the prepared T-anchors into the mullion mount as shown in the diagram ensuring
that the “T” mechanism drops down.
8
Lightly grip the nylon spacer and pull back putting pressure on the T-anchor on the inside
surface of the mullion.
9
Using a 7/16" deep socket on a universal joint or flexible socket extension, tighten the nut finger tight.
10
Repeat this process for the remaining three T-anchors.
11
Make sure the face of the mullion mount is plumb and secure the mullion mount using the 7/16"
socket to tighten the nuts on the T-anchors so that the mullion mount is secure against the mullion.
Do not over-tighten.
12
Slide the mullion mount cover onto the back plate until it is flush with the mullion face.
13
Install the collar with the hooks facing up using the 4 6-32 x 5/16 screws (supplied).
14
The mount can be installed in both the left or right face of the mullion. Simply make sure that
the hooks on the mullion mount collar are facing upward before fastening to the plate.
15
Plug the network cable into the BookIT display.
16
Hang the unit on the mount on the mullion mount collar hooks.
17
Secure the bottom mounting screws.
Illustration of “Mullion Mount” found on page 8.
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SETUP
HARDWARE SETUP
BOOKIT® MOUNTING INSTRUCTIONS - MULLION MOUNTING
The BTX-BOOKITMM mullion mount (sold separately) requires a mullion with at least 2" of depth
and is designed for cables that have been run inside the mullion for access to the BookIT display.
The mount can be installed on both the left or right face of the mullion.
BTX-BOOKITMM (mount and display)
Display
Nylon spacer
Nut
T-anchor
Mullion Mount
Part: COLLAR
T-anchor inserted
engaged
and
Part: PLATE
Mullion Mount Cover
Part: COVER
Bottom
mounting screws
T-anchor inserted but not yet engaged
T-anchors
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SETUP
HARDWARE SETUP
BOOKIT® MOUNTING INSTRUCTIONS - SWITCH BOX MOUNTING
BookIT can be installed on a 3 gang switch box (example: Garvin Industries® MGSB-3)
using the BTX-BOOKITWM (sold separately).
1
Loosen thetwobottom mounting screws but do not remove them completely.
2
Remove the included mounting bracket and discard or save for future use.
3
Place the BTX-BOOKITWMagainstthe pre-installed 3 gangswitchbox so that the mounting holes align.
4
Install six 6-32 screws included with the BTX-BOOKITWM and tighten until the bracket is secure.
5
Plug the network cable into the BookIT display, if not usingWiFi. Also plug in the power adapter
if PoE is not available.
6
Hang unit on the mounted bracket.
7
Secure the bottom mounting screws.
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SETUP
POWERING UP
POWER OVER ETHERNET
1
Plug an RJ45 network cable into the RJ45 port in the BookIT display.
DC ADAPTERS
1
Plug the adapter into the wall socket.
2
Plug the jack terminal on the adapter into the BookIT display.
CONNECTING TO THE NETWORK
ETHERNET
(Note: Connecting to a WiFi network will disable Ethernet. Turning on WiFi without connecting
to a network will leave Ethernet active.)
1
Plug an RJ45 network cable into the RJ45 port of the BookIT display.
2
Go to Android Settings.
3
In the Wireless & Networks section, select More.
4
Select Ethernet.
5
Turn on Ethernet by checking the checkbox in the Use Ethernet menu item.
6
Ethernet should default to DHCP. If you need to manually assign network settings,
select Advanced and uncheck the DHCP checkbox.
7
Enter your network information.
Wi-Fi
(Note: Connecting to a WiFi network will disable Ethernet. Turning on WiFi without connecting
to a network will leave Ethernet active.)
1
Go to Android Settings > WLAN
2
Turn on WLAN if it is off.
3
Select from available networks.
4
Type the password (if any) and tap connect.
DATE, TIME AND TIME ZONES
1
Go to Android Settings.
2
Select Date & Time
3
Select an Option
▶
Automatic Date & Time (use network-provided date & time)
▶
Automatic time zone (user network-provided time zone)
▶
Set Date (manually set the date)
▶
Set Time (manually set the time)
▶
Set Time Zone (manually set the time zone)
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SETUP
OS LANGUAGE SELECTION
1
Go to Android Settings.
2
Select Language & Input.
3
Select Language.
4
Select your language from the list.
5
Close Android settings.
LANGUAGE SELECTION
1
Language will be detected based on the language selected in Android settings. If your language isn’t
automatically detected, select an appropriate language from the dropdown list.
2
Press the OK button.
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LICENSE REGISTRATION AND EULA
1
Enter the license key including the dashes. (Must be done locally at the device)
2
Dismiss the keyboard.
3
Check the EULA checkbox.
4
Press the Register Button.
SETUP
5
WiFi is required for registration.
A.
If WiFI is not enabled, a pop-up will ask you to turn it on. Answer Ye s.
i.
A WiFi network connection is not necessary.
B.
If WiFi does not have a network connection, you will be asked if you want to continue anyway.
Answer Yes . This will not connect WiFi to the network.
C.
If WiFi is enabled, the registration process will proceed without this pop-up.
D.
Once the registration process is complete, you will be asked if you wish to turn WiFi off.
If you are not using WiFi for network connectivity, answer Ye s. If you are using WiFi
for network connectivity, answer No.
E.
You will get a success confirmation. Select OK.
6
Room Account Setup (Must be done locally at the device)
7
Application Settings (Can be done locally at the device or in the Device Management Portal)
The Licenses registration and EULA must be completed before Setup can begin. Room Account Setup and Application
Settings must be done in order, as BookIT will not allow any other order of operation.
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SETUP
ROOM MAILBOX SETUP (Resource Mailbox)
MICROSOFT EXCHANGE SERVER 2010
CREATE ROOM MAILBOX
1
Launch the Exchange Management Console.
2
In the console tree, navigate to Recipient Configuration.
3
In the action pane, click New Mailbox or right click and click New Mailbox.
4
On the Introduction page, click Room Mailbox and then click Next.
5
On the User Type page, click New user, and then click Next.
6
Create an alias for the mailbox and complete all needed settings in this step and click Next.
7
Review the summary and click New to create the resource mailbox.
8
After the creation process is complete, click Finish to close the wizard.
Exchange room mailboxes default to deleting the meeting subject (meeting title) and adding the organizer’s
name to the subject instead. If left like this, BookIT will display the organizer’s name in the meeting title
section. To have BookIT display the desired information, please follow the instructions below.
1
Go to Exchange Management Console, console tree and click Recipient Configuration
2
Click Mailbox and select the room mailbox you wish to work with.
3
Right click and select Properties.
4
Go to the Resource Information tab.
5
Uncheck the Delete the subject checkbox.
6
Uncheck the Add the organizer’s name to the subject checkbox.
7
Click Apply
8
Click OK.
PERMISSIONS
Full Access User
A user with Full Access Permissions to the room mailbox is required to configure BookIT. Full Access
Permissions are not required for all users. Only the user that will manage the room mailbox needs
these permissions. Follow the instructions below to grant Full Access Permissions to the room mailbox.
When you grant the Full Access permission to another user for a mailbox, that user becomes able to log on
to the mailbox and access its entire contents.
1
Launch the Exchange ManagementConsole, click on Recipient Configuration from the console
tree and select a recipient (room mailbox) to manage.
2
Select Manage Full Access Permission from the “action panel”.
3
On the next wizard that will come up after clicking on Manage Full Access Permission, click on
the Add option to select the users or groups for which you want to assign the full access
permissions or select the remove icon to remove permissions.
4
After adding or removing permissions, click onManageto finalize the task and finish
to close the Wizard.
BookIT requires a user with Full Access Permissions in order for it to work.
Those are the credentials that are added in Room Account Settings.
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SETUP
MAILBOX RESOURCE SETUP
MICROSOFT EXCHANGE SERVER 2010
PERMISSIONS (cont.)
Delegate
1
Select the Resource Mailbox to configure from the Exchange Management console.
2
In the Action Pane, select Properties.
3
Select Resource Policy tab.
4
Add or Delete delegates from the Delegate List.
Delegates are not required for BookIT functionality. Delegates can be used when the Auto-Attendant is not in use or with
the Auto-Attendant. A delegate has the ability to accept meetings on behalf of the calendar. If used with the Auto-Attendant,
a delegate can override an Auto-Attendant and accepted meeting.
Create Security Group
1
Go to Exchange Management Console, console tree and click Recipient Configuration.
2
Click New Distribution Group in the Action Pane.
3
On the Introduction page, click New Group, and then click Next.
4
Fill in the form on the Group Information page, making sure to click Security in Group Type.
5
On the New Distribution Group page, review and click New to finish.
6
Add Author Permissions for the room mailbox to the Security Group. This can be done with the
Exchange Powershell cmdlet: Add-MailboxFolderPermission -Identity room_name@domain.com:\Calendar
-User security_group_name@domain.com -AccessRights Author
Author permissions on the room mailbox is required for each user so that they can book events from the BookIT display.
The most efficient way to do this is to create an Exchange security distribution group and grant Author permissions for
the room mailbox to the group. Then users can be added to that group. The same security distribution group can be
used for all room mailboxes. If access to a specific room is restricted, i.e., the Executive Boardroom, you would create
a separate Exchange security distribution group and add only the users allowed to that group.
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MAILBOX RESOURCE SETUP
MICROSOFT EXCHANGE SERVER 2010
PERMISSIONS (cont.)
Add Users to Security Group
1
Right click the Security Group and click Properties.
2
Click the Members Tab.
3
Click Add.
4
Select the Users you wish to add.
5
Click OK.
Create Room List
SETUP
1
Create a list of members in a$Membersvariable by using Get-Mailboxcmdlet. In this scenario,
we have different rooms in different cities.
$Members=Get-Mailbox -Filter {(RecipientTypeDetails -eq “RoomMailbox”)}
2
Create the distribution group by using New-DistributionGroup cmdlet with the $Membersvariable
as the value for theMembersparameter.
New-DistributionGroup -Name “Building 31 Rooms” -RoomList -Members $Members
Creating a room list is required to book alternate rooms from BookIT as well as showing schedules for alternate rooms.
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SETUP
ROOM MAILBOX SETUP (Resource Mailbox)
MICROSOFT EXCHANGE SERVER 2013 THROUGH OFFICE 365
Note: If you are using Office 365, you must make a remote Exchange Powershell connection.
Connect Powershell to Exchange 365
1
Run PowerShell as administrator.
2
Enable PowerShell to run scripts. (only once).
c:\>Set-ExecutionPolicy RemoteSigned
3
Close PowerShell as administrator and run it again without administrative privileges.
4
Run the following command sequence. (In the Windows PowerShell Credential Request dialog box,
type your Office 365 username and password, then click OK.).
c:\>$UserCredential = Get-Credential
c:\>$Session = New-PSSession -CongurationName Microsoft.Exchange
-ConnectionUri https://outlook.ofce365.com/powershell –liveid/
-Credential $UserCredential -Authentication Basic -AllowRedirection
c:\>Import-PSSession $Session
5
When finished running commands, disconnect the remote PowerShell session.
c:\>Remvove-PSSession $Session
CREATE MAILBOX
1
Go to Exchange Admin Center.
2
Under Recipients locate Resources
3
Click New + and select Room Mailbox in the dropdown menu.
4
Use the Room name text box to set the name of the room mailbox.
5
Create an email address. Use a unique alias and your domain name.
6
After the creation process is complete, click Save to close the wizard.
Exchange room mailboxes default to deleting the meeting subject (meeting title) and adding the organizer’s
name to the subject instead. If left like this, BookIT will display the organizer’s name in the meeting title
section. To have BookIT display the desired information, please follow the instructions below.
7
Run the following cmdlet in Exchange Powershell.
Set-CalendarProcessing -Identity RoomName –AddOrganizerToSubject $false –DeleteComments
$false –DeleteSubject $false
BookIT requires a user with Full Access Permissions in order for it to work. Those are the credentials that you add
in Room Account Settings.
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SETUP
ROOM MAILBOX SETUP (Resource Mailbox)
MICROSOFT EXCHANGE SERVER 2013 THROUGH OFFICE 365
Note: If you are using Office 365, you must make a remote Exchange Powershell connection.
PERMISSIONS
Full Access User
A user with Full Access Permissions to the room mailbox is required to configure BookIT. Full Access
Permissions are not required for all users. Only the user that will manage the room mailbox needs
these permissions. Follow the instructions below to grant Full Access Permissions to the room mailbox.
1
Go to Recipients at Exchange Admin Center.
2
Select Resources
3
From the list of mailboxes, select the one to assign permissions for, and then click Edit.
4
Click Mailbox Delegation at the left pane.
5
Locate Full Access at the bottom and click the Add button “+” to add a new user.
6
Select the user you wish to add and click the Add button.
7
Click OK.
8
Click Save.
BookIT requires a user with Full Access Permissions in order for it to work. Those are the credentials that you add
in Room Account Settings.
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SETUP
MAILBOX RESOURCE SETUP
MICROSOFT EXCHANGE SERVER 2013 THROUGH OFFICE 365
PERMISSIONS
Delegate
1
Go to Recipients at Exchange Admin Center.
2
From the list of mailboxes, select the one to assign permissions for, and then click Edit.
3
Click Delegates at the left pane.
4
Set booking requests to “Select delegates who can accept or decline booking requests”.
5
Click Add+ to add a new delegate.
After the creation process in complete, click Save to close the wizard.
Delegates are not required for BookIT functionality. Delegates can be used when the Auto-Attendant is not in use or with
the Auto-Attendant. A delegate has the ability to accept meetings on behalf of the calendar. If used with the Auto-Attendant,
a delegate can override an Auto-Attendant and accepted meeting.
Create Security Group
Each user must have authorized permissions set in order to book from the physical BookIT sign.Create
a security group, give the group the required permissions all at once and then you can simply add users
to the group as needed.
1
Go to Exchange Admin Center and select Groups in Recipients
2
Click “New +” and then Security Group from the list.
3
Fill in the form in the New Security Group page.
4
On the Group Information page, fill in the form with required information, making sure
to click Security in Group Type.
5
Add Author Permissions for the room mailbox to the Security Group. This can be done with the Ex-
change Powershell cmdlet:
Add - MailboxFolderPermission - Identity room_name@domain.com: \Calendar
-User security_group_name@domain.com -AccessRights Author
Add Users to Security Group
1
Go to Exchange Admin Center and select Groups in Recipients
2
Click Edit.
3
Click Membership at the left pane.
4
Click Add.
5
Select the Users you wish to add.
6
6. Click Save.
Requirements to create Security Groups: Exchange 2010 and above, Exchange Web Services and authorized permissions
for user for the calendars.
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SETUP
MAILBOX RESOURCE SETUP
MICROSOFT EXCHANGE SERVER 2013
PERMISSIONS
Create Room List
1
Create a new distribution group by using New-DistributionGroup cmdlet. Exchange PowerShell required.
New-DistributionGroup -Name “Building 31 Rooms” -RoomList
2
Add room mailboxes to the room list using the Add-DistributionGroupMember cmdlet.
Add-DistributionGroupMember -Identity “Building 31 Rooms”
-Member “ConfRoom01@Company.com”
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SETUP
MAILBOX RESOURCE SETUP
G SUITE (Formerly Google Apps For Work)
Resource rooms are only available in the paid version of Google G Suite. BookIT will not work with the legacy Google Apps free edition.
CREATE ROOM RESOURCE
1
Open your web browser, go to https://admin.google.com and sign in to your Google account.
2
Select Apps.
3
Select Google Apps.
4
Select Calendar.
5
Select Resources.
6
For Resource booking permissions, check the checkbox to Allow users to book resources that
are shared as “See only free/busy”
7
Click “Create a new resource” button.
8
Type the name, resource type and description.
9
Click Save to create the new resource.
ROOM SHARING
1
As an administrator, open your web browser, go to https://calendar.google.com and sign in
to your Google account.
2
Locate the room to share on the My Calendars list and click the arrow next to it.
3
Select Share This Calendar from the floating menu.
4
For group sharing option select Share this calendar with others. Then you can select to share
with everyone or just the members of the organization.
5
To individually share a room resource, locate Share with specific people, enter the email address,
set the permissions and then click Add Person button. For full access permissions, select the
make changes AND manage sharing option.
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SETUP
MAILBOX RESOURCE SETUP
G SUITE (Formerly Google Apps For Work)
ACCESS FOR LESS SECURE APPS
This allows a pre-configured Support message using credentials from the customer’s own organization.
1
Open your web browser, go to https://admin.google.com and sign in to your Google account.
2
As an administrator, go to Admin Console
3
Select Security
4
Select Basic Settings
5
Select Go to settings for less secure apps
6
Select Allow users to manage their access to less secure apps
7
Go to My Account
8
Select Sign In & Security
9
Select Connected Apps & Sites
10
Switch the Allow Less secure apps toggle to on. This takes care of the FROM address.
Log into the TO address account, in this instance, that is johndoe@gendynamics.com
Users must be subscribed to the room calendar in order to book events.
To subscribe to the room calendar, follow the instructions below.
11
Access your calendar with your own credentials
12
Click the down arrow by Other calendars and then select Browse Interesting Calendars.
13
Click the More tab.
14
Click Resources for your domain (i.e. yourdomain.com)
15
Find the resource you want to add and click Subscribe.
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BOOKIT SETUP
SETUP
ROOM ACCOUNT SETUP
1
Go to settings.
2
Sign in with the master password. There is no
|
MICROSOFT EXCHANGE
password the first time you login.
4
Sign-in using an account with Full Access
Permissions. Then press Login.
Domain Name
Email Address
Password
Room Email Address
Example 1 (on premise):
https://servername.domain.com/ews/exchange.asmx
Example 2 (ALL Office 365 Implementations):
https://outlook.office365.com/ews/exchange.asmx
5
Review account information.
Server URL
A master password isn’t required but recommended
to avoid casual users accessing the settings area of
the BookIT app. The Master Password can be reset
using the Device Management Portal.
3
Select account service Microsoft Exchange
6
Confirm and the application will
automatically restart.
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BOOKIT SETUP
SETUP
ROOM ACCOUNT SETUP
1
Add a google account to the BookIT display
with permissions to make changes AND
manage sharing.
1
Go to Settings at BookIT main screen.
2
Type Master Password (if it has been set).
3
Close the application and
wait for the launcher
selection window.
4
Select Android Launcher as default.
|
G SUITE (Formerly Google Apps For Work)
6
Select Google Account Service.
7
Select Account from “Select an account”
Dropdown. Selecting an account will
populate the Room List in the second
dropdown below. Select a Room from the
Room List. Then press Login.
5
Go to Android Settings.
6
Tap + Add Account at the
“ACCOUNTS” section.
7
Select Google Account Type
8
Select Existing Account.
9
Type account Email and Password.
10
Select Synchronization Options and finish.
2
Launch BookIT App and wait for the launcher
selection window.
3
Select BookIT as default
4
Go to Settings at BookIT main screen.
5
Type Master Password (if it has been set).
8
Review the account information.
9
Confirm and the application will
automatically Restart.
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BOOKIT SETUP
APPLICATION SETUP
1
Tap Settings at the main screen.
3
Go to Application Settings.
SETUP
2
Sign in with the master password (If it has been set).
4
Change settings.
A master password isn’t required but recommended to avoid casual users accessing the settings area of the BookIT app.
The Master Password can be reset using the Device Management Portal.
(Continued on next page)
License: The License Key will show in this field after
registration and will not be editable.
Master Password: Set a password to access
application configuration.
Language Selection: Change language independently
from OS language.
Upcoming Meeting Warning: Notification time
before event starts.
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BOOKIT SETUP
APPLICATION SETUP
4
Change settings. (continued)
Check-in Auto-Release Time
Time intervals to check-in. Failing to do so, will
release the room and set it as available. This
feature can also be disabled.
Disable Bookings From Sign
Prevents all actions at the display for all
users, with the exception of Release.
Change Logo
Main screen logo. JPG or PNG.
Dimensions: 200x60 pixels.
Note: If you do this locally on the sign, you
will need to load the new image on the sign
or on a USB stick that can then be browsed.
SETUP
Change Background
Set a new background image to be active globally.
Email Address
Subject
Message
Phone Number & Room Extension
Room Name (automatically populated)
FROM email address and password
Support Message Configuration
This is the information preloaded in the Support form.
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DEVICE MANAGEMENT PORTAL
Application Settings using the BookIT Device Management Portal
BookIT Application Settings can be done locally on each device or collectively through the BookIT
Device Management Portal, steps following in this section.
1.
Login to the portal with credentials received in email. http://manage.bookit.tech
2.
Your first view is a page with a table of all of your devices.
A.
The table has the following columns
i.
Display Designation
1.
Use this to create a unique name for each of your devices.
2.
Simply type in the name and tab or click outside of the field and it will be saved.
3.
The purpose of the End User Designation is to make device management easier.
a.
Most companies have a naming convention for their meeting rooms, i.e., NY-1FLConference_12 would be Conference Room 12 on the first floor of the building in NY.
b.
If you have a multi-building entity, typically different people would be responsible for each
building. This way, you can filter to show only the devices you are responsible for and edit
only those.
ii.
License Type - shows if a Pro License or Not for Resale license.
iii.
License Key.
iv.
Version - Version of BookIT currently running on that display.
v.
Device ID - MAC address of display.
vi.
Device Model - Model number of the display.
vii.
Edit / Update - Checkbox that allows you to either edit a display or update the BookIT version of a display.
viii.
The column headers in the table allow you to sort all columns except for the edit checkbox.
ix.
There is also a search field at the top left of the table. This allows you to filter on the Display Designation.
Auto update checkbox - If you select this checkbox, BookIT will update to the latest version
automatically. BookIT polls for updates every 24 hours from the time BookIT was started.
Check all checkbox - This allows you to select all displays when updating or editing.
Update button - Use the update button to manually update to the latest version of BookIT.
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DEVICE MANAGEMENT PORTAL
Application Settings using the BookIT Device Management Portal
(Continued)
3.
There is also a Reset Password button at the top of the page. It is recommended that the customer
change their password on first login rather than to continue to use the one assigned by BTX.
A.
The reset password button will send the logged in user an email to the address
they use to log in with.
i.
The email will contain a Password Reset Link.
ii.
The email will contain a Password Reset Token.
iii.
There will be instructions to follow in the email.
4.
Edit device settings.
A.
Check the checkbox on the device(s) you wish to edit.
B.
Click the edit button at the bottom of the page to edit the Application Settings.
i.
You can edit one device, multiple devices or ALL devices.
ii.
If editing one device, it will fetch the settings on the local device being edited.
iii.
If editing more than one device, it will bring up the default settings.
CAUTION: When editing multiple devices and saving, ALL settings on the selected devices
will be overwritten.
C.
Make your changes on the resulting page.
i.
The settings page is in the same exact order as the Applications Settings page on the local device.
ii.
Click the Save button at the bottom of the page.
D.
The settings are usually applied to the local device within a minute.
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DEVICE MANAGEMENT PORTAL
Application Settings using the BookIT Device Management Portal
(Continued)
5.
BookIT software update options.
A.
Auto Update
i.
Check the Auto Update checkbox to set BookIT to automatically update. BookIT polls for updates every 24
hours from the time BookIT was launched. No user intervention at the local display is required. Click the edit
button at the bottom of the page.
B.
Manual Update
i.
Check the checkbox for the device(s) you wish to update.
ii.
Click the Update button at the bottom of the page.
iii.
You will get a “Notification sent successfully” pop up. Click OK.
iv.
Your BookIT displays will begin to update immediately. No user intervention at the local display is required.
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USING BOOKIT
EVENTS
Add
USING BOOKIT
1
Tap the Add button located in the main screen
or top right corner of the calendar view to add
a new event.
2
Log in using your Exchange email account
and password. Skip to step 3 if you have a
Google account.
3
Log in using your Google email account
and password.
4
Select meeting information including Room Name,
Meeting Title, Start and Ending time/date.
Once selected click Add.
Room List
Room Name
Meeting Title
Starting Date and Time
Ending Date and Time
5
Clicking OK to the confirmation message will
AUTOMATICALLY return you to the main screen.
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USING BOOKIT
EVENTS
USING BOOKIT
Extend
Extending for a meeting that has already been
checked in from any device other than the BookIT
display will result in the meeting being released.
If the meeting has been checked in, you should
Extend from the BookIT display.
1
After the event has started, tap the Extend
button located on the main screen.
2
Log in using your Exchange or Google
email account and password.
(only available for active meetings)
Release
1
Tap the Release button located on the
main screen.
2
Log in using your Exchange or Google
email account and password.
(only available for active meetings)
3
Select the new ending date and time of the event.
Then tap the Extend button.
3
Tap the Release button to release the event.
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USING BOOKIT
EVENTS
USING BOOKIT
Delete
1
Tap the Delete button located in the
main screen.
2
Log in using your Exchange or Google
email account and password.
(only available for active meetings)
3
Tap the Delete button to delete the event.
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USING BOOKIT
USING BOOKIT
CHECK-IN
To prevent the wasted use of meeting rooms in the event that a meeting never happens, there is a “Check-In”
feature on the BookIT display. The administrator can set the specific amount of time that a person can
check into a meeting both before and after the meeting is scheduled to start. In the event that nobody
checks in during the specified “Check-In” time, the meeting will be released from the room calendar
to make it available for booking by others. The event will NOT change the organizer’s calendar but the
end time of the room calendar will be altered to the release time.
Check-In Time Frame
TIME LINE
EVENT START
Tap the check-in button once it is available and wait for the process to complete. The check in button will
turn gray signaling the status change. Any user can check into a meeting. Authentication is not required.
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USING BOOKIT
Thank you. If you have any questions, please visit
www.bookit.tech or call BTX Technologies at 800.666.0996.
33
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APPENIX - A
POWERSHELL COMMANDS FOR BOOKIT
CONNECT POWERSHELL TO EXCHANGE 365
Run PowerShell as administrator.
Enable PowerShell to run scripts. (only once)
▶
[PS] c:\>Set-ExecutionPolicy RemoteSigned
Close PowerShell as administrator and run it again without administrative privileges.
Run the following command sequence. (In the Windows PowerShell Credential Request dialog box,
type your Office 365 username and password, then click OK.)
▶
[PS] c:\>$UserCredential = Get-Credential
▶
[PS] c:\>$Session = New-PSSession -CongurationName Microsoft.Exchange
-ConnectionUri https://outlook.ofce365.com/powershell –liveid/ -Credential
$UserCredential -Authentication Basic -AllowRedirection
▶
[PS] c:\>Import-PSSession $Session
Disconnect the remote PowerShell session
▶
[PS] c:\>Remvove-PSSession $Session
ROOM LISTS
Create a room list
▶
[PS] c:\>New-DistributionGroup -Name “Building 31 Rooms” –RoomList
Add rooms to a room list individually
▶
[PS] c:\> Add-DistributionGroupMember -Identity “RoomListName”
–Member RoomToAdd@domain.com
Add rooms all at once
Create a list called $Members filtered by recipient details matching FilterCriteria.
▶
[PS] c:\>$Members=Get-Mailbox -Filter {(RecipientTypeDetails -eq “FilterCriteria”)}
Add members on the list $Members
▶
[PS] c:\>Add-DistributionGroupMember -Identity “RoomListName” -Member $Members
GRANT AUTHOR PERMISSIONS TO SECURITY GROUP ON ROOM MAILBOX
▶
[PS] c:\>Add-MailboxFolderPermission -Identity room_email@domain.com:\Calendar
-User security_group_email@domain.com -AccessRights Author
▶
You can add members to the security group via EMC/EAC
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APPENIX - A
POWERSHELL COMMANDS FOR BOOKIT (CONTINUED)
GRANT FULL ACCESS USER PERMISSIONS TO USER ON ROOM MAILBOX
▶
[PS] c:\>Add-MailBoxPermission “room_email@comain.com” -User “user_email@domain.com”
-AccessRights FullAccess
SHOW MEETING DETAILS RATHER THAN JUST FREE/BUSY INFORMATION
Single Room
▶
[PS] c:\>Set-MailboxFolderPermission room_email@domain.com:\Calendar -User Default
-AccessRights Reviewer
All Rooms
▶
[PS] c:\>$rooms = Get-Mailbox -RecipientTypeDetails RoomMailbox
▶
[PS] c:\>$rooms | %{Set-MailboxFolderPermission $_”:\Calendar” -User Default
-AccessRights Reviewer}
PREVENT ORGANIZER NAME FROM SHOWING IN MEETING SUBJECT
▶
[PS] c:\>Set-CalendarProcessing -Identity RoomName –AddOrganizerToSubject
$false –DeleteComments $false –DeleteSubject $false
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Specifications and availability subject to change without notice. Actual products, product images, and online product images may vary
from images shown here. Not responsible for typographical errors. All trademarks are property of their respective owners.
Email: info@bookit.tech | Web: www.bookit.tech | Tel: 914.592.1800
© 2017 BookIT, a division of BTX Technologies, Inc. | Part No. BTX-BOOKIT07UM | Rev. 01.13.17
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