Steelcase RoomWizard User Manual

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RoomWizard

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Classic Mode User Guide

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Page 1 RoomWizard ™ Classic Mode User Guide ®...
Page 3 Information in this document is subject to change without notice. Reproduction in any manner without written permission of Steelcase Corporation is forbidden. Steelcase Corporation reserves the right to make changes in product design, or detail, and to discontinue any product or material without notice.
Page 4: Table Of Contents
Changing or Deleting a Reservation ......24 The RoomWizard Touch Screen ....... . 25 RoomWizard Information Sharing .
Page 6: Overview
Welcome to RoomWizard™, your web-based scheduling system for meeting rooms and other shared spaces. RoomWizard incorporates the use of an interactive flat-screen display that is mounted near the meeting room entrance with the convenience of a web-based room reservation system that you can access from any computer on the network.
Page 7 RoomWizard’s appliance-like design makes it so easy to use that most people won’t need to read this manual. We believe that the best way to get a quick and effective understanding of how RoomWizard works is to take the virtual tour at www.steelcase.com/roomwizard by clicking on “Launch Demo.”...
Page 8: What Is Roomwizard
You can enjoy the convenience of returning to your office after a meeting with the meeting notes waiting for you in emails sent to you from RoomWizard. Meeting participants are not bothered with copying meeting notes. Your captured whiteboard notes serve for archival purposes, to forward the notes to others, for incorporation into the next presentation, or to print for use in the next meeting.
Page 9: About The Roomwizard Information Appliance
Just press the “Adjust” button on the RoomWizard touch screen and enter a new end time. If a meeting finishes early, you can use the RoomWizard touch screen to let others know. As you walk out •...
Page 10 Each RoomWizard is associated with a unique web address that you can obtain from your system manager. On any computer connected to the same network as the RoomWizard, you can view a RoomWizard web page by entering that address in a web browser.
Page 11: Introducing The Roomwizard Web
When you browse to a RoomWizard web address, you’ll see a page like this: RoomWizard web pages are easily identified by the RoomWizard logo and perhaps your own company’s logo. RoomWizard web pages also include a menu bar of options, a calendar, and at least one timeline. Each feature is described below.
Page 12: The Calendar
The Calendar RoomWizard web pages provide a calendar where you specify the date of your meeting. To select a meeting date, just click the calendar year, month, and date. The top left corner of the calendar says either Today is: (if today’s date is being shown) or Go to today if a date other than today is selected.
Page 13: Tips, Hints And Help
Click a red part of the timeline to view the reservation in more detail and possibly edit or delete it. • RoomWizard displays the reservation form as it was filled out when the reservation was originally made. You (or anyone) can view, edit, or delete the reservation. Reservations that are protected by a password require you to enter the password before you can view or change the reservation.
Page 14: Making A Reservation
The RoomWizard web-based reservation system enables you to use any web browser on any computer connected to the same LAN to make a reservation. If you know the room you want to use, you can browse to the associated RoomWizard web address, •...
Page 15: The Advanced Reservation Form
Enter the information and select the options that you want to include in your reservation. You can enter as much or as little information as you choose. Refer to the next section for a description of the RoomWizard Making a Reservation...
Page 16: Reservation Options
The following sections describe each of the options you may see on the simple and advanced reservation forms. Your system manager has many options when configuring the RoomWizard system, so you may not see all the options described below, or they may be requirements instead of options.
Page 17: Invite People
If RoomWizard is linked to your company email database, it automatically recognizes names and email addresses as you enter them. When you enter a Host name that is in the corporate email database, RoomWizard automatically adds that person’s email address to this field if it is available.
Page 18: Using The "Add" Button
Select the correct person and click “Save.” If no names in the company database match what you typed, RoomWizard displays a scrolling list of all the people in the company database. Select the person you intended to invite and click “Save.”...
Page 19: Send Reservation Details To Attendees
If your company is like most, you sometimes find that meeting rooms may be reserved but not used. (We like to call these “phantom” meetings.) To remedy this, RoomWizard can send the “Host” and “Invited people” a reminder email that includes a hotlink to the reservation web page where they can view all reservation details.
Page 20: Cost Center
• note: NOTE: You can easily extend your reservation using the RoomWizard touch screen, so captured whiteboard notes continue to be emailed to the host and invitees. Refer to “Changing the Current Reservation” on page 29. Cost Center Your company may track the use of rooms so that reservations can be charged back to your department, or your facilities department may be interested in knowing who uses what rooms.
Page 21: Start And End Times
The “Start time” and “End time” fields enable you to enter your room reservation in fifteen minute increments. The initial value in the “Start time” field is determined by where you clicked on the timeline. RoomWizard fills in an “End time” automatically. You can adjust the start and end times by selecting an option from the drop-down list that appears when you click the field.
Page 22: Passwords For Meetings
Your RoomWizard system manager can help you set up a password for a room. In this case only those who know the password can reserve this room.
Page 23: Service Menus
Service Menus RoomWizard provides the option to request a number of services to support your meeting, such as catering, audiovisual equipment, or room setup. If your company supports this option, services appear under “Services” on the advanced reservation form, as in this example.
Page 24 “for” or “until” and choose from the drop down list of options. Click “Save.” RoomWizard attempts to make all the reservations that you requested. If it finds no conflicts with existing reservations, the reservations are saved and you return to the main Reservation page.
Page 25: Finding Reservations Or Available Rooms
VAILABLE OOMS The RoomWizard menu includes the “Find” option to help you search for an existing reservation (perhaps so that you can edit or delete it), or find an available room. Note that the “Find” option searches the group of rooms you see from the Reservation page. It does not extend its search over rooms in other groups that you would normally access via the pull-down list that appears beneath the menu.
Page 26 “speaker phone” in the facilities field on the search form and find rooms that have this capability. Click “Find.” RoomWizard displays a page containing timelines for the range of dates and for all rooms in that group that meet your criteria.
Page 27: Changing Or Deleting A Reservation
ELETING A ESERVATION If you need to change or cancel a meeting, RoomWizard simplifies the process of updating the reservation and communicating to all the participants. To change your reservation, navigate to the RoomWizard web page and identify the date, room, and time of your meeting.
Page 28: The Roomwizard Touch Screen
RoomWizard lets you know the room’s current availability and schedule for the day. It prominently displays whether a room is available or if a meeting is in progress. While a reservation is in progress, RoomWizard displays the meeting purpose and host using the information that was entered in the reservation.
Page 29: Interacting With Roomwizard
Getting Introductory Information A button labeled “i” appears on the lower right corner of the RoomWizard front panel. Press this button to view introductory information and “how to” instructions for RoomWizard, and to see the address for this RoomWizard’s web page.
Page 30: Starting Your Meeting
“Start” button. Simply press “Start” to re-start the meeting. Getting Room and Reservation Details RoomWizard makes it easy to learn details about a meeting room and about the current reservation by pressing “Details.” Three types of details are available using the RoomWizard touch screen: information about the room, about the current reservation, and about the invitees in the current reservation.
Page 31 Room details give you quick access to information about the meeting room’s features and accessories. Room details are entered by your system manager when they set up the RoomWizard system. Details include: Room name: The name assigned to this meeting room.
Page 32: Changing The Current Reservation
Notes: Notes to invitees, such as reminders or meeting goals. Services: Lists the available services. RoomWizard provides quick access to the names of invitees who are due to attend the current meeting reservation. These names are available if they were entered when the reservation was made using the corporate calendar system.
Page 33 If you decide during a reservation that your meeting is taking more or less time than you originally anticipated, you can adjust your reservation from the RoomWizard touch panel to let others know of the change. You can extend your reservation unless there is a schedule conflict with another reservation.
Page 34: Making An Impromptu Reservation
Making an Impromptu Reservation When a room is not currently in use, RoomWizard displays “Available” and the green LEDs on each side of the appliance are visible from long distances down the hall. You can claim an available room for immediate use from the RoomWizard touch screen. If you do, RoomWizard communicates with the reservation system and indicates that the room is reserved so others looking for a room do not interrupt your meeting.
Page 35 If you have an impromptu meeting in a room that includes the One-Click Publishing option, simply claim the room using the RoomWizard touch screen as usual and capture notes on the whiteboards as usual. The room administrator receives captured whiteboard notes in email at the end of your reservation. When you return to your office, ask the room administrator to forward the captured whiteboard notes to you.
Page 36: Proper Cleaning Of The Touch Screen
ROPER LEANING OF THE OUCH CREEN We recommend using computer LCD cleaner wipes on the RoomWizard touch screen. DO NOT use any spray cleaners directly on screen. ECHNICAL UPPORT For technical support, contact Steelcase USA Technical Support: Phone: 1.800.334.4922 •...
Page 37: Summary - Quick Reference
— Q UMMARY UICK EFERENCE NTERFACE To look at existing reservations: Click the “Reservation” menu option and use the calendar to select different days. To see more details: Click a red reservation block, or the name of a room. To make a reservation: Click an available dark-blue space in a timeline. To change a reservation: Click it in a timeline, fill in the form, and click the “Save”...
Page 38: Front Panel
RONT ANEL To see the current reservation: Displayed by default. To see other reservations on the day: Press the left or right arrows or the red reservation block. To see more details: Press the “Details” button to view reservation invitees and room information. To terminate the current reservation: Press the “End”...
Page 39: Warranty
Steelcase warrants the RoomWizard appliance to be free from defects in material and workmanship under normal use and care for two (2) years from the date of shipment except as noted below. Steelcase will repair or replace, at its option, any RoomWizard product or part thereof which fails as a result of such a defect during the warranty period.
Page 40 Warranty...
Page 41 NDEX Symbols “i” button 26 meeting reminders 3 menu options 8 abandoned reservations 27 About menu 8 Notes 18 Adjust 30 Available room 31 One-Click Publishing 3, 5, 14, 16 calendar 9 password 19 capture handwritten notes 5 Passwords catering 12, 20 for rooms 19 Check Names 14 Phone 18, 28...
Page 42 Use Now 31 User-defined Text Fields 18 virtual tour 4 web address 7, 8, 28 web page 3 calendar 9 menu options 8 whiteboard captures 16...

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