Extron electronics TLS 1022T, TLS 1025M NC, TLS 525M NC, TLS 525M, TLS 1025M User Manual

User Guide

Room Scheduling

Room Scheduling System

Room Agent™ Room Booking Software and TouchLink® Scheduling Panels

68-3051-01 Rev. G

01 19

Safety Instructions

Safety Instructions • English

WARNING: This symbol, ,when used on the product, is

intended to alert the user of the presence of uninsulated dangerous
voltage within the product’s enclosure that may present a risk of electric
shock.

Istruzioni di sicurezza • Italiano

AVVERTENZA: Il simbolo, , se usato sul prodotto, serve ad

avvertire l’utente della presenza di tensione non isolata pericolosa
all’interno del contenitore del prodotto che può costituire un rischio di
scosse elettriche.

ATTENTION: This symbol, , when used on the product, is intended

to alert the user of important operating and maintenance (servicing)
instructions in the literature provided with the equipment.

For information on safety guidelines, regulatory compliances, EMI/EMF
compatibility, accessibility, and related topics, see the Extron Safety and
Regulatory Compliance Guide, part number 68-290-01, on the Extron

www.extron.com.

website,

Sicherheitsanweisungen • Deutsch

WARNUNG: Dieses Symbol auf dem Produkt soll den Benutzer

darauf aufmerksam machen, dass im Inneren des Gehäuses dieses
Produktes gefährliche Spannungen herrschen, die nicht isoliert sind und
die einen elektrischen Schlag verursachen können.

VORSICHT: Dieses Symbol auf dem Produkt soll dem Benutzer in

der im Lieferumfang enthaltenen Dokumentation besonders wichtige
Hinweise zur Bedienung und Wartung (Instandhaltung) geben.

Weitere Informationen über die Sicherheitsrichtlinien, Produkthandhabung,
EMI/EMF-Kompatibilität, Zugänglichkeit und verwandte Themen finden Sie in
den Extron-Richtlinien für Sicherheit und Handhabung (Artikelnummer
68-290-01) auf der Extron-Website, www.extron.com.

Instrucciones de seguridad • Español

ADVERTENCIA: Este símbolo, , cuando se utiliza en el producto,

avisa al usuario de la presencia de voltaje peligroso sin aislar dentro del
producto, lo que puede representar un riesgo de descarga eléctrica.

ATENCIÓN: Este símbolo, , cuando se utiliza en el producto, avisa

al usuario de la presencia de importantes instrucciones de uso y
mantenimiento recogidas en la documentación proporcionada con el
equipo.

Para obtener información sobre directrices de seguridad, cumplimiento
de normativas, compatibilidad electromagnética, accesibilidad y temas
relacionados, consulte la Guía de cumplimiento de normativas y seguridad
de Extron, referencia 68-290-01, en el sitio Web de Extron, www.extron.com.

Instructions de sécurité • Français

AVERTISSEMENT : Ce pictogramme, , lorsqu’il est utilisé sur le

produit, signale à l’utilisateur la présence à l’intérieur du boîtier du
produit d’une tension électrique dangereuse susceptible de provoquer
un choc électrique.

ATTENTION : Ce pictogramme, , lorsqu’il est utilisé sur le produit,

signale à l’utilisateur des instructions d’utilisation ou de maintenance
importantes qui se trouvent dans la documentation fournie avec le
matériel.

Pour en savoir plus sur les règles de sécurité, la conformité à la
réglementation, la compatibilité EMI/EMF, l’accessibilité, et autres sujets
connexes, lisez les informations de sécurité et de conformité Extron, réf.
68-290-01, sur le site Extron, www.extron.com.

ATTENTZIONE: Il simbolo, , se usato sul prodotto, serve ad

avvertire l’utente della presenza di importanti istruzioni di funzionamento
e manutenzione nella documentazione fornita con l’apparecchio.

Per informazioni su parametri di sicurezza, conformità alle normative,
compatibilità EMI/EMF, accessibilità e argomenti simili, fare riferimento
alla Guida alla conformità normativa e di sicurezza di Extron, cod. articolo
68-290-01, sul sito web di Extron,

www.extron.com.

Instrukcje bezpieczeństwa • Polska

OSTRZEŻENIE: Ten symbol, , gdy używany na produkt, ma na celu

poinformować użytkownika o obecności izolowanego i niebezpiecznego
napięcia wewnątrz obudowy produktu, który może stanowić zagrożenie
porażenia prądem elektrycznym.

UWAGI: Ten symbol, , gdy używany na produkt, jest przeznaczony do

ostrzegania użytkownika ważne operacyjne oraz instrukcje konserwacji
(obsługi) w literaturze, wyposażone w sprzęt.

Informacji na temat wytycznych w sprawie bezpieczeństwa, regulacji
wzajemnej zgodności, zgodność EMI/EMF, dostępności i Tematy pokrewne,
zobacz Extron bezpieczeństwa i regulacyjnego zgodności przewodnik, część
numer 68-290-01, na stronie internetowej Extron,

www.extron.com.

Инструкция по технике безопасности • Русский

ПРЕДУПРЕЖДЕНИЕ: Данный символ, , если указан

на продукте, предупреждает пользователя о наличии
неизолированного опасного напряжения внутри корпуса
продукта, которое может привести к поражению электрическим
током.

ВНИМАНИЕ: Данный символ, , если указан на продукте,

предупреждает пользователя о наличии важных инструкций
по эксплуатации и обслуживанию в руководстве,
прилагаемом к данному оборудованию.

Для получения информации о правилах техники безопасности,
соблюдении нормативных требований, электромагнитной
совместимости (ЭМП/ЭДС), возможности доступа и других
вопросах см. руководство по безопасности и соблюдению
нормативных требований Extron на сайте Extron: ,

www.extron.com, номер по каталогу - 68-290-01.

安全说明 • 简体中文

警告： 产品上的这个标志意在警告用户该产品机壳内有暴露的危险 电压，

有触电危险。

注意： 产品上的这个标志意在提示用户设备随附的用户手册中有

重要的操作和维护(维修）说明。

关于我们产品的安全指南、遵循的规范、EMI/EMF 的兼容性、无障碍
使用的特性等相关内容，敬请访问 Extron 网站 , www.extron.com，参见

Extron 安全规范指南，产品编号 68-290-01

。

安全記事 • 繁體中文

警告: 若產品上使用此符 號，是為了提醒使用者，產品機殼內存在著

可能會導致觸電之風險的未絕緣危險電壓。

注意 若產品上使用此符號，是為了提醒使用者，設備隨附的用戶手冊中有

重要的操作和維護（維修）説明。

有關安全性指導方針、法規遵守、EMI/EMF 相容性、存取範圍和相關主題的詳細資
訊，請瀏覽 Extron 網站：www.extron.com，然後參閱《Extron 安全性與法規
遵守手冊》，準則編號 68-290-01。

안전 지침 • 한국어

경고: 이 기호 가 제품에 사용될 경우, 제품의 인클로저 내에 있는

접지되지 않은 위험한 전류로 인해 사용자가 감전될 위험이 있음을
경고합니다.

주의: 이 기호 가 제품에 사용될 경우, 장비와 함께 제공된 책자에 나와

있는 주요 운영 및 유지보수(정비) 지침을 경고합

안전 가이드라인, 규제 준수, EMI/EMF 호환성, 접근성, 그리고 관련 항목에
대한 자세한 내용은 Extron 웹 사이트(www.extron.com)의 Extron 안전 및
규제 준수 안내서, 68-290-01 조항을 참조하십시오.

니다.

安全上のご注意

• 日本語

警告: この記 号 が製品上に表示されている場合は、筐体内に絶縁されて

いない高電圧が流れ、感電の危険があることを示しています。

注意:この記号 が製品上に表示されている場合は、本機の取扱説明書に

記載されている重要な操作と保守( 整備)の 指示についてユーザーの注 意
を喚起するものです。

安全上のご注意、法規厳守、EMI/EMF適合性、その他の関連項目に
つ い て は 、エ ク スト ロ ン の ウ ェ ブ サ イト www.extron.com よ り 『 Extron Safety
and Regulatory Compliance Guide』 ( P/N 68-290-01) をご覧ください。

Copyright

© 2017 - 2019 Extron Electronics. All rights reserved.

Trademarks

All trademarks mentioned in this guide are the properties of their respective owners.
The following registered trademarks(

®

), registered service marks(

SM

), and trademarks(TM) are the property of RGBSystems, Inc. or

ExtronElectronics (see the current list of trademarks on the Terms of Use page at www.extron.com):

Registered Trademarks (

®

)

Extron, Cable Cubby, ControlScript, CrossPoint, DTP, eBUS, EDID Manager, EDID Minder, Flat Field, FlexOS, Glitch Free, Global
Configurator, Global Scripter, GlobalViewer, Hideaway, HyperLane, IP Intercom, IP Link, Key Minder, LinkLicense, LockIt, MediaLink,
MediaPort, NetPA, PlenumVault, PoleVault, PowerCage, PURE3, Quantum, Show Me, SoundField, SpeedMount, SpeedSwitch,
StudioStation, System INTEGRATOR, TeamWork, TouchLink, V-Lock, VideoLounge, VN-Matrix, VoiceLift, WallVault, WindoWall, XTP, XTP
Systems, and ZipClip

(SM)

Registered Service Mark

: S3 Service Support Solutions

Trademarks (™

)

AAP, AFL (Accu-RATE Frame Lock), ADSP (Advanced Digital Sync Processing, Auto-Image, AVEdge, CableCover, CDRS - Class D
Ripple Suppression, Codec Connect, DDSP - Digital Display Sync Processing), DMI (Dynamic Motion Interpolation), Driver Configurator,
DSP Configurator, DSVP (Digital Sync Validation Processing), eLink, EQIP, Everlast, FastBite, FOX, FOXBOX, IP Intercom HelpDesk,
MAAP, MicroDigital, Opti-Torque, PendantConnect, ProDSP, QS-FPC (QuickSwitch Front Panel Controller), Room Agent, Scope-Trigger,
ShareLink, SIS, Simple Instruction Set, Skew-Free, SpeedNav, Triple-Action Switching, True4K, Vector™ 4K, WebShare, XTRA, and
ZipCaddy

Conventions Used in this Guide

Notifications

The following notifications are used:

ATTENTION:

• Risk of property damage.

Risque de dommages matériels.

•

NOTE: A note draws attention to important information.

TIP: A tip provides a suggestion to make working with the application easier.

Software Commands

Commands are written in the fonts shown here:

^AR Merge Scene,,Op1 scene 1,1 ^B 51 ^W^C

[01] R 0004

NOTE: For commands and examples of computer or device responses mentioned

in this guide, the character “0” is used for the number zero and “O” represents the
capital letter “o.”

00300 00400 00800 00600 [02] 35

[17] [03]

Computer responses and directory paths that do not have variables are written in the font
shown here:

Reply from 208.132.180.48: bytes=32 times=2ms TTL=32

C:\Program Files\Extron

Variables are written in slanted form as shown here:

ping xxx.xxx.xxx.xxx —t

SOH R Data STX Command ETB ETX

Selectable items, such as menu names, menu options, buttons, tabs, and field names are
written in the font shown here:

From the File menu, select New.
Click the OK button.

Extron Glossary of Terms

A glossary of terms is available at http://www.extron.com/technology/glossary.aspx.

Contents

Introduction............................................................ 1

About this Guide ................................................. 1

About the Room Scheduling System .................. 1

Security Overview ........................................... 3

Network Traffic ................................................ 4

Compatible Panels.......................................... 4

Features ............................................................. 5

Panel Overview ..................................................... 7

Overview ............................................................ 7

Room Agent Installation and
Configuration

Installation ........................................................ 11

Minimum System Requirements ................... 11

Install the Software ....................................... 12

Configuration .................................................... 14

Start the Program ......................................... 15

Automatically Discover Panels ...................... 16

Manually Add Panels .................................... 16

Panel Management Tab ................................ 18

Panel Configuration Tab ................................ 21

Panel Design Tab .......................................... 37

Show Available Network Adapters .................... 45

Update Firmware .............................................. 46

....................................................... 11

Microsoft Environment Setup.......................... 50

Platform Versions .............................................. 50

Before You Begin .............................................. 51

Verify the Exchange User ID is the UPN

(Exchange)................................................... 52

Verify the Exchange User ID is the UPN

(Office 365) .................................................. 54

Set up the Room Scheduling System in the

Microsoft Environment ..................................... 55

Google Calendar Environment Setup ............ 57

Download the JSON File ................................... 57

Set up the Room Scheduling System in

the Google Environment .................................. 60

Reference Information ...................................... 61

System Communications Overview ................... 61

Supported Languages ...................................... 62

Occupancy Sensor Configuration ..................... 63

Panel Installation Overview ............................... 64

Wall Mounting ............................................... 65

Window Mounting (TLS 520M, TLS 525M,

TLS 725M, TLP Pro 520M, and

TLS 1025M)................................................. 65

VESA Mounting (TLS 1022T,

TLP Pro 720T) ............................................. 66

vRoom Scheduling System • Contents

Room Scheduling System • Contents vi

Introduction

E

O

O

S

• About this Guide

• About the Room Scheduling System

• Features

About this Guide

This guide contains installation, configuration, and operating information for the Extron
Room Scheduling System, consisting of the Room Agent Room Booking Software and
compatible Extron TouchLink Scheduling panels and Touchlink Pro touchpanels. The guide
also provides guidelines for configuring supported calendar servers, Microsoft
Microsoft Office 365™, Google™ Calendar™, and CollegeNET 25Live® to work with
Room Agent software.

About the Room Scheduling System

Room Agent software uses Extron TouchLink Scheduling Panels and compatible
Touchlink Pro touchpanel as full-feature room booking appliances that conveniently display
meeting information and availability for rooms (see figure 1).

®

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Extron

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1

1

Google Calendar

Main Conference Room

Available

Reserve

January 10, 10:33am

10:30

11am 12pm 1pm11:3012:30 1:30

Extron
TLS 725M

7" Wall Mount
TouchLink Scheduling
Touchpanel

Figure 1. Typical Extron Room Scheduling System Application

Room Scheduling System • Introduction 1

Compatible panels include the following models:

• TLS 520M • TLS 1022T

• TLS 525M • TLS 1025M

• TLS 525M NC • TLS 1025M NC

• TLS 725M • TLP Pro 520M

• TLS 725M NC • TLP Pro 720M

• TLS 1022M • TLP Pro 720T

NOTES:

•

The TLS models shown above ship with the latest firmwar
system; no firmware update is required.

•

The TLP Pr
Existing panels in your system can be updated with scheduling firmware but are no
longer recommended as dedicated scheduling units.

With Room Agent, one or more panels can be connected directly to and become clients
of Microsoft Exchange, Office 365, Google Calendar, and CollegeNET 25Live. The network
traffic generated by panel and server communication is minimal.

As clients, the panels require no special programming. Users can book a room from any
device connected to the room calendar, including their mobile devices or a connected
panel.

Room Agent software, installed on a computer with network access, allows system
administrators to set up the Extron TouchLink Scheduling panels as room scheduling
appliances by filling in the required fields that correspond with areas of the user interface.
Customization options allow a variety of fields to be shown or hidden, depending on user
preference.

Booking a room from the panel is as easy as tapping the
intuitive interface also provides at-a-glance room availability and a timeline view of the status
of the room for half a day (see figure 2). In addition to the customizable panel interface,
bright LEDs within the bezel provide at-a-glance room availability status from down the hall.

o models shown above are included for legacy completeness only.

Reserve button on the panel. The

e for the scheduling

Main Conference Room

Available

Reserve

January 10, 10:33am

10:30

Figure 2. Typical Room Display on a TLS 725M Scheduling Panel

11am 12pm 1pm11:3012:30 1:30

Room Scheduling System • Introduction 2

Extron TouchLink Schedulers seamlessly tie to a Microsoft Exchange server, Office 365,
Google Calendar, or CollegeNET 25Live without complicated setup or programming. Simply
connect the panel to your computer, open the free Room Agent software, and fill in the
required user interface fields. You can then make on-demand reservations from the panel,
computer, or any smartphone or tablet that connects to Microsoft Exchange, Office 365,
Google Calendar, or CollegeNET 25Live . Customization options allow fields to be shown or
hidden, depending on user preference.

System Benefits

The Room Scheduling System can be integrated into any network and requires minimal
network bandwidth for communication between each panel and the room calendar server.
Benefits of being room calendar server clients, communicating directly with the room
calendar server, include:

• Ensures the security of information — Each panel maintains a separate connection

to a dedicated resource calendar that is assigned to the room associated with the panel
through Exchange, Office 365, Google Calendar, or CollegeNET 25Live. Each resource
calendar has a unique username and password that the panel uses to connect to the
server. Administrators can manage the information of each room scheduling panel
using tools, accounts, and privileges provided by their Exchange, Office 365, Google
Calendar, or CollegeNET 25Live console.

Simplifies system management

•

management for the administrator, and does not require any middleware or additional
products to be placed on the network.

Eliminates a single point of failur

•

no middleware or intermediate server between the panels and the calendar server,
eliminating the possibility of a single point of failure.

— This direct communication simplifies user access

e — The Room Scheduling System requires

Security Overview

• All communications between the Room Agent software and the panels, and between

the panels and the calendar room server are encrypted.

• Each conference room is assigned a unique room mailbox. This mailbox is restricted so

that it cannot be used for interactive log-ons (the ability to send or receive e-mail).

• As part of the Room Agent software configuration process, the administrator enters

the authentication information for each room. These values are sent as part of the
configuration file to the panel (see Communications Settings Window on page 19).
No other user ids or passwords are used.

The softwar

•

interface it is obscured, and any sensitive information is encrypted when stored on the
administrator PC.

Administrators can choose to save the panel configurations, including the account

•

cr

edentials, on their PCs in a password-protected file.

NOTE: The protected configuration files include the authentication data for each

account. Use discretion when allowing access to these files.

• All panels are password protected. The system administrator can change the panel

password from the configuration software.

NOTE: All panels ship with the default, case-sensitive, password “extron.” Extron

strongly recommends that you change the password for each panel during the
configuration process.

e encrypts the account data. If a password is displayed on the user

Room Scheduling System • Introduction 3

Network Traffic

The traffic generated on the network consists of requests for data and responses from the
room calendar server. Communications occur at regular intervals, such as when requesting
meetings, sending meeting invitations, or when administrators retrieve an activity file for a
room from the panel. Panel configuration, typically completed once during the initial setup
of the system, also produces traffic on the network. The panel provides options to create
an ad hoc meeting, extend a meeting, end a meeting, and confirm a meeting using the

Check-In button, provided that these options were made available to the user when the

administrator configured the panel.

Compatible Panels

The following Extron panel models are compatible with the Room Agent software:

• TLS 520M and TLP Pro 520M Panels — A 5-inch (measured diagonally),

wall-mounted panel with an 800x480 capacitive glass touchscreen.

• Dimensions — Enclosure: 5.43" W x 3.74" H x 1.64" D

(13.8 cm W x 9.5 cm H x 4.2 cm D)
Faceplate: 6.31" W x 4.61" H (16.0 cm W x 11.7 cm H)

• Mounting options —

• The panel can be mounted in a wall.

• The panel can be mounted on a non-porous surface, such as a conference

room window with the optional Extron SMB 1 Low Profile Surface Mount Box
and GMK 1 Glass Mount Kit.

• TLS 525M Scheduling Panel — A 5-inch (measured diagonally), wall-mounted panel

with an 800x480 capacitive glass touchscreen.

• Dimensions — Enclosure: 6.08" W x 4.03" H x 1.22" D

(15.4 cm W x 10.2 cm H x 3.1 cm D)

• Mounting options —

• TLS 725M Scheduling Panel — A 7-inch (measured diagonally), wall-mounted panel

• TLS 1022M Scheduling Panel — A 10.1-inch (measured diagonally), wall-mounted

• The panel can be mounted in a wall with an optional RWM 1 Recessed Wall

Mount Kit.

• The panel can be mounted on a non-porous surface, such as a conference

room window with the optional Extron SMK 1 Surface Mount Kit.

with a 1024x600 capacitive touchscreen.

• Dimensions — 7.24" W x 5.05" H x 1.20" D

18.39 cm H x 12.83 cm H x 3.05 cm D

• Mounting options — The panel can be mounted on a non-porous surface, such

as a conference room window with the optional Extron SMK 2 Low Profile Surface

Mount Kit. It can be mounted to a wall with the optional RWM 2 Recessed Wall

Mount Kit.

panel with a 1024x600 capacitive touchscreen.

• Dimensions — 7.58" H x 10.51" W x 0.80" D

(193 mm H x 267 mm W x 20 mm D)

• Mounting — The panel can be mounted in a wall.

Room Scheduling System • Introduction 4

• TLS 1022T Scheduling Panel — A 10.1-inch (measured diagonally), wall-mounted

panel with a1024x600 capacitive touchscreen.

• Dimensions — 7.58" H x 10.51" W x 0.80" D

(193 mm H x 267 mm W x 20 mm D)

• Mounting — The panel can be mounted outside a conference room by removing

the base and using an optional Extron LPVM-1 Low Profile VESA
Mount.

• TLS 1025M Scheduling Panel — A 10.1-inch (measured diagonally) wall mounted

panel with a 1280x800 capacitive touchscreen.

• Dimensions — 6.84" H x 10.13" W x 1.26" D

(174 mm H x 257 mm W x 32 mm D)

• Mounting — The panel can be mounted on a non-porous surface, such as a

conference room window with the optional Extron SMK 3 Low
Profile Surface Mount Kit. It can be mounted to a wall with the
optional RWM 2 Recessed Wall Mount Kit.

• TLP Pro 720M Touchpanel — A 7-inch (measured diagonally), wall-mounted panel

with an 800x480 resistive glass touchscreen.

• Dimensions — 6.9" H x 8.7" W x 0.5" D

(17.5 cm H x 22.1 cm W x 1.3 cm D)

• Mounting — The panel can be mounted in a wall.

• TLP Pro 720T Touchpanel — A 7-inch (measured diagonally) panel with an 800x480

resistive glass touchscreen.

• Dimensions — 6.1" H* x 7.5" W x 7.3" D

(15.5 cm H* x 19.0 cm W x 18.6 cm D)
(*Maximum height includes the base, which is discarded for
optional rack mounting.)

• Mounting — The panel can be mounted outside a conference room by removing

All panels can receive power and communication over a single Ethernet cable. Power over
Ethernet (PoE) eliminates the need for a local power supply. PoE requires a PoE injector,
which is sold separately.

the base and using an optional Extron LPVM-1 Low Profile VESA
Mount.

Features

• Make on-demand reservations from the panel, computer, or any smartphone or tablet

that connects to Microsoft Exchange, Office 365, Google Calendar, and CollegeNET
25Live.

• Make meeting rooms available as soon as a scheduled meeting ends.

• Deploy a single panel, or multiple panels with similar settings very easily.

• Room Agent software provides easy integration with Microsoft Exchange 2007, 2010,

2013, and 2016, as well as Office 365 for convenient scheduling right from Outlook.

• No annual subscription or maintenance fees.

• Each TouchLink panel model communicates directly with Microsoft Exchange, Office

365, Google Calendar, and CollegeNET 25Live.

• All communication between the panel and Microsoft Exchange, Office 365, Google

Calendar, or CollegeNET 25Live is encrypted and secure.

Room Scheduling System • Introduction 5

• Two bright LED indicators make it easy to see if a room is occupied or available even

from down the hall.

• Two color themes, custom loaded background images, and transparency controls

provide personalized branding options.

• Power over Ethernet - PoE allows the room scheduling panel to receive power and

communication over a single Ethernet cable, eliminating the need for a local power
supply.

• Multi-language support – Extron Room Scheduling supports

languages. See Supported Languages on page 62 for a complete list

• Check in button confirms attendance for the scheduled meeting and retains the

reserved status of the room, even if the start of the meeting is delayed.

• Optimize meeting room usage by automatically releasing an inactive room using

occupancy sensors with TLS 520M, TLS 525M, TLS 725M, TLP Pro 520M, and
TLS 1025M panels

• Customizable date and time formats with a preview showing how the user interface will

look on the panel.

• Customizable room availability hours allow you to select the start and end times for the

availability of a room.

• View details of the meetings scheduled for the day.

• Each panel now captures and retains a downloadable scheduling activity file that

provides Exchange information as well as information input directly on the panel.

• Exchange auto-discovery streamlines system setup.

• Room Agent software can handle all panel firmware updates.

a number of different

.

Room Scheduling System • Introduction 6

Panel Overview

11

89

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55

Room Available Display Room Unavailable Display

This section describes operating the scheduling system from the distributed scheduling
panels. Topics include:

• Overview

This section presumes that you have installed and configured the Extron Room Agent
software and the desired calendar server. See the following sections if necessary:

• Room Agent Installation and Configuration, beginning on page 11

• Microsoft Environment Setup, beginning on page 50

•

Google Calendar Envir

Overview

Once the system is installed and configured, you can use a scheduling panel (see figure 3)
to check the availability of the associated room and to reserve a room now or in the future.
The display is highly customizable with the Room Agent software (see Layout tab on page

37), so your panels may not exactly resemble the sample displays shown below.

11

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onment Setup, beginning on page 57

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333333333

6666666666

55

5555555

Figure 3. Typical Room Scheduling System Panel Displays

Data fields (see the next page)

1

Room available (green) flag (see the next page)

2

Room unavailable (red) flag (see the next page)

3

Timeline (see the next page)

4

Full day (

5

Reserve button (see page 9)

6

Extend button (see page 9)

7

Release button (see page 10)

8

Check in button (see page 10)

9

. . .

) button (see page 9)

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77

444444444

999999999

555555555

Room Scheduling System • Panel Overview 7

Data fields (see figure 3 on the previous page) — Five fields, of various type sizes,

1

each of which can display a variety of informational messages, defined using the Room
Agent software (see Layout tab on page 37. Four fields are above and one is below the
position of the Reserve button (6, the Room Available display shown in figure 3) or

Extend button (

blank or can display any one of the following:

• The room name

• The meeting subject

• The meeting organizer (full name or first initial and last name)

• The meeting duration

• The current date, time, or both, displayed in a variety of formats (such as 12-hour or

24-hour time)

Room available (green) flag (see figure 3) — Indicates the room is free for the

2

selected block of time (see the Timeline [4]). When the room is free, the Reserve (6)
button may also be displayed (if it is programmed to appear using the Room Agent
software, see Layout tab.

Green LEDs on the panel bezels provide at-a-glance room availability status from down
the hall.

Room unavailable (red) flag (see figure 3) — Indicates the room is reserved for the

3

selected block of time (see the Timeline [4]). When the room is reserved, the Extend
(7), Release (8), and Check in (9) buttons may also be displayed (if they are
programmed to appear using the Room Agent software, see Layout tab).

Red LEDs on the panel bezels provide at-a-glance room availability status from down
the hall.

, the Room Unavailable display) on the panel. Each field can be left

7

NOTE: These indicators reflect the reservation only, not if the actual scheduled

meeting has taken place.

Timeline (see figure 3) — Indicates a 4-hour span of time, in half-hour increments,

4

starting from the current half hour. The panel displays the controls and indicators for a
selected half-hour block. Unless you have selected a different block, the current half
hour is the time block displayed. The bottom edge displays the availability of the room
for the entire 4 hours; green is free, red is reserved.

The block selected (white) is usually the current half-hour. To select a different block
of time for a proximately 5 seconds, touch the desired half-hour increment. The other
panel controls, such as Reserve (6) and Release (8), are displayed for the selected
block of time, whether the current or future half hour block.

NOTE: The timeline increments are half-hour blocks, but the display of availability

and unavailability along the bottom edge is not limited to half hours. See the brief
meeting in the 9:00 block on the Room Unavailable display in figure 3.

Room Scheduling System • Panel Overview 8

Full day (

91011121 23456789876

BBBBBBBBBBB

5

timeline of the full day availability for approximately 5 seconds (see figure 4). You can set
the starting and end time of the timeline.

. . .

) button (see figure 3 on page 7) — Touch this button to display a

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Figure 4. Today’s Availability Display

Touch on the
an inset (figure 5, A) showing just the availability of a block of time. This inset has no
controls within it, but the scroll left ( ) and scroll right ( ) buttons (B) on either side of
the inset allow you to step the time that is displayed in the inset backward and forward.

Today’s Availability timeline (figure 4,

AAAAAAAAAA

BBBBBBBBB

Figure 5. Today’s Availability Inset Display and Scroll Buttons

NOTE: If the panel has no connection with the calendar server, the Full day button

is displayed in red (

Reserve button (see figure 3) — This button appears on the room available display

6

when two conditions are met:

• The room is available in the selected 30-minute block on the timeline (see

previous page).

• The button is programmed to appear using the Room Agent software (see Layout

tab on page 37).

Touch the button to reserve the room for the selected 30-minute block. The panel
displays the red
the meeting subject field, if enabled (see Layout tab) displays the walk-up Subject
message. The default message is “adHoc,” but this can be changed.

Extend button (see figure 3) — This button appears on the room unavailable display

7

when two conditions are met:

• The room is available directly after the unavailability selected on the timeline (

The available block can be:

• The selected 30-minute block if the unavailability is less than 30 minutes.

• The 30-minute block directly after the selected block if the unavailability is in a

full 30-minute block.

• The button is programmed to appear using the Room Agent software (see Layout

tab).

Touch the button to extend the reservation until the next top or bottom of the hour (X:00
or X:30) for the selected 30-minute block.

. . .

) and the timeline that pops up displays no meaningful data.

Room unavailable flag (

) for the selected 30-minute block and

3

) to temporarily pop up

1

on the

4

4

).

Room Scheduling System • Panel Overview 9

Release button (see figure 3 on page 7) — This button appears on the room

8

unavailable display when two conditions are met:

• The room is unavailable in the selected 30-minute block on the timeline (see

page 8).

• The button is programmed to appear using the Room Agent software (see Layout

tab on page 37).

Touch the button to release the reservation. The panel displays the green Room

available flag (

enabled (see Layout tab) displays the message Available.

Check in button (see figure 3) — This button appears on the room unavailable display

9

when two conditions are met:

• The room is unavailable in the selected 30-minute block on the timeline (

• The button is programmed to appear using the Room Agent software (see Layout

tab).

How long Check in can be displayed, before and after the scheduled start of the
meeting, can be programmed using the Room Agent software.

Touch the button to confirm that the room is taken.

If the button is not touched, and depending on the programming, the panel:

• Automatically releases the room

• Hides the Check in button

• Does nothing

) for the selected 30-minute block and the meeting subject field, if

2

4

4

).

on

Room Scheduling System • Panel Overview 10

Room Agent Installation and Configuration

NOTES: This manual assumes that one or more panels are already installed, cabled, and

ready to serve as room booking appliances.

•

Installation

• Configuration

vailable Network Adapters

e

Installation

• Show A

•

Update Firmwar

The Room Agent software is available at no charge at www.extron.com.

Minimum System Requirements

• CPU — Intel® Core 2 Duo or equivalent processor

• Operating System — Windows® 7,Windows 8.1, or Windows 10

• Memory — 4 GB of RAM

• Hard disk space — 500 MB of available hard disk space

• Display Resolution — 1280 x 768 minimum

• Network connection — A data transfer rate of 10 Mbps. Recommended: 100 Mbps.

Micr

•

osoft .NET Framework 4.5.1

Room Scheduling System • Room Agent Installation and Configuration 11

Install the Software

The Room Agent software, version 1.5 or newer, is available on the Extron website.
Download and install the program as follows:

NOTES:

• Steps 1 through 6 are also used to download a firmware update package.

This pr

•

browser you use, some steps or indications may be different.

1. Visit the website www.extron.com and momentarily rest the cursor over the

Download tab (see figure 6, 1). The Find Software & Downloads links appear.

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22

ocedure was written using Microsoft

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®

Internet Explorer®. Depending on the

Figure 6. Downloading a Software Package

2. Click the Software link (

). The main download page opens (see figure 7).

2

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11

2222222222

Figure 7. Downloading from the Main Download Page

3. Click the R filtering letter (see figure 7,

) to jump to the nearest page of downloads.

1

Room Scheduling System • Room Agent Installation and Configuration 12

4. Click Download for Room Agent to download (see figure 7, 2 on the previous page).

The Log in dialog box appears (see figure 8).

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33

33333333

55555555

55

44

44444444

22

22222222

Figure 8. Log in Dialog Box

5. Enter the E-Mail address and Password associated with your Extron website account

(1).

TIPS:

• Click Sign up (2) to obtain website credentials.

• Click Keep me logged in (

• Enter your registered email address and click Retrieve Password (

have forgetten your credentials.

Click Log in to copy the software to the computer (5).

6.

7.

If your br
similar confirmation (see figure 9, 1).

owser asks you to confirm that you want to continue, click

) to eliminate steps 5 and 6 in future downloads.

3

) if you

4

Run or make a

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Figure 9. Download Warning and Confirmation

NOTE: Figure 9 may appear different or may not appear at all, depending on your

Web browser choice and its security settings.

Room Scheduling System • Room Agent Installation and Configuration 13

8. Follow the on-screen instructions. By default, the installation creates the following folder

and group folder. It places the entries shown below into correct group folders and on
the PC desktop:

• Folder — C:\Program Files\Extron\Extron Room Agent

NOTE: C:\Program Files(x86)\... for 64-bit Windows OS.

Configuration

•

oup folder —

Gr

•

Room Agent Help

• Room Agent Quick Help

• Room Agent

• Uninstall Room Agent

Before you start the Room Agent software:

1. Ensure all the panels have been mounted and are connected to the network.

2. Ensure you know whether Microsoft Exchange, Office 365, Google Calendar, or

CollegeNET 25Live is to be the calendar server and the network location of the server.

3. Ensure that you know the IP addresses of all the panels in the system (especially those

that are not on the same subnet as the control PC).

4. Ensure that you know the passwords for all the panels. By default, the password is

"extron". If the passwords have not already been changed, you should do so during
configuration.

Extron Electronics\Extron Room Agent

Room Scheduling System • Room Agent Installation and Configuration 14

Start the Program

NOTE: Also, see System Communications Overview on page 61.

Start the Extron Room Agent software by double-clicking the desktop icon or as follows:

Click

1.

Room Agent.

The Room Agent software opens in the Panel Management view (the Panel

Management tab selected) (see figure 10).

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Start > All Programs > Extron Electronics > Extron Room Agent > Extron

22

22222222

Figure 10. Room Agent Startup — Panel Management View

Room Scheduling System • Room Agent Installation and Configuration 15

Automatically Discover Panels

11111111111111

Automatically discover panels that are on the same subnet as the computer running the
Room Agent software as follows:

NOTE: Any panels not on the same subnet as the computer running Room Agent must

be added using the Manually Add Panels pane (see “Manually Add Panels”).

1. If Panel Management view is not currently displayed, click the Panel Management tab.

2. Click the Discover button above the Auto Discovered Panels pane (see figure 10,

on the previous page).

1

The Discover button becomes the Stop Discovery button. Panels that are located
on the same subnet are automatically discovered and displayed (see figure 11).

Figure 11. Auto Discovered Panels Pane

NOTES:

• TLS scheduling panels ship with scheduling firmware installed. All except the

TLS 525M, TLS 725M, or TLS 1025M require firmware version 2.01.0010-b001
or higher to connect to them. TLS 525M, TLS 725M, or TLS 1025M requires
version 1.00.0004-b001.

•

TLP Pr

requires that scheduling panels run different, scheduling, firmware, version

2.01.0010-b001 or higher to connect to them.

For either family of

•

connect to this device, click OK in the message dialog box, STOP HERE

and update the panel firmware (see Update Firmware on page 46, beginning
at step 5).

o touchpanels ship with control firmware installed. Room Agent

panel models, if you receive the message

Cannot

3. When all of the panels are displayed, click the

search (see figure 11, 1).

Manually Add Panels

Manually add panels that are on a different subnet than the computer running the Room
Agent software as follows:

1. If Panel Management view is not currently displayed, click the Panel Management tab.

2. Click the Add New button above the Manually Added Panels pane (see figure 10, 2).

The Add New Panel dialog box opens (see figure 12).

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Figure 12. Add New Panel Dialog Box

Stop Discovery button to end the

22

22222222

33333333

33

Room Scheduling System • Room Agent Installation and Configuration 16