Steelcase RoomWizard II User Manual
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Steelcase RoomWizard II User Manual

Scheduling system
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RoomWizard
II
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Scheduling System
Classic Mode

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Summary of Contents for Steelcase RoomWizard II

  • Page 1 RoomWizard ® Scheduling System Classic Mode...
  • Page 2 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 3 CONTENTS WELCOME HOW TO USE A ROOMWIZARD RoomWizard information sharing Interacting with a RoomWizard Cleaning the touch screen HOW TO USE A ROOMWIZARD’S WEB PAGE Web page features Making a simple reservation Making an advanced reservation Reservation options Finding an existing reservation Finding an available room Changing or deleting a reservation CREATING ROOMWIZARD REPORTS...
  • Page 5 WELCOME Schedule meetings faster and easier with RoomWizard ® The RoomWizard is an interactive touch-screen device mounted near a meeting room entrance or open group area. It’s a web-based room reservation system you can access from any computer on the web. RoomWizard enables you to: View information about your reservation outside the room at •...

  • Page 6: Roomwizard Information Sharing

    HOW TO USE A ROOMWIZARD RoomWizard transforms a meeting room by giving it the ability to share its reservation schedule and details about its amenities. RoomWizard lets you know the room’s current availability and schedule for the day. While a reservation is in progress, RoomWizard displays the meeting’s purpose and host.

  • Page 7: Getting Introductory Information

    NOTE These buttons may not appear on all systems. A RoomWizard also indicates a room’s availability quickly, even from a distance. If a room is in use, the RoomWizard LED status lights are red. Green indicates the room is available. INTERACTING WITH A ROOMWIZARD When you interact with a RoomWizard touch screen, you are interacting with the entire web-based RoomWizard room reservation...
  • Page 8 1 Press a red block of time. RoomWizard shows you the meeting host and purpose as they were entered. You can get more information if you press the “Details” button. See “Getting Room and Invitee Details” on page 7. 2 Press “Ok” to return to the current reservation. NOTE The display reverts to the current reservation after a few seconds.
  • Page 9 If you do not press the “Start” button within an allotted amount of time, the reservation is abandoned and the room becomes available for others to use. If you miss your meeting start time and still need to use the room, press the red block on the timeline associated with the abandoned meeting.

  • Page 10: Changing The Current Reservation

    To view the invitees for the current reservation: 1 Press “Details” on the touch screen. 2 Press “Invitees.” Invitees are displayed if they were entered when the reservation was made. An email address is listed if a name is unavailable. If RoomWizard is integrated with your corporate email database, this list may also include the invitees’...
  • Page 11 If you complete a meeting early, you can end the reservation and free up the room for others to use. To end the current reservation before the specified end time: 1 Press “End” button on the touch screen. 2 Press “Yes” to confirm. RoomWizard will terminate your reservation and indicate that the room is available.

  • Page 12: Making An Impromptu Reservation

    RoomWizard displays the current reservation end time and buttons labeled “+” and “-.” Press “+” or “–” to add or remove time from the current reservation. 2 Press “Ok” to adjust the reservation or “Quit” to return to the current reservation without making any changes.

  • Page 13: Cleaning The Touch Screen

    To claim an available room for immediate use: 1 Press “Use Now” on the RoomWizard touch screen. 2 Enter the reservation end time by pressing the “+” or “–”buttons to adjust the default end time. 3 Press “Ok.” RoomWizard displays “Local Reservation In Use.” NOTE This feature may not be available on all systems.
  • Page 14 HOW TO USE ROOMWIZARD WEB PAGES RoomWizard web pages enable you to make, change, and delete reservations from any computer connected to the same local area network (LAN). You can access a RoomWizard’s web page using any common web browser with Windows , Macintosh , or other ®...
  • Page 15 WEB PAGE MENU The menu is the blue horizontal bar immediately below the logo. The menu appears on every RoomWizard page and enables you to navigate between the Reservation, Find, Help, and About pages. The first page you see is the Reservation page. You can always return to it at any time by clicking “Reservation”...
  • Page 16 There may also be a pull-down list immediately below the menu. Use it to access the calendar and reservation schedules for each group of rooms. TIMELINE The timeline displays the schedule for one room on the date selected on the calendar. Reserved blocks of time appear in red. Available blocks are dark blue.
  • Page 17 You can click on almost any part of a timeline. Click the room name to view a description of the room’s features, • facilities, location, and a photograph of the room, if available. This is the room’s home page. It includes the reservation timeline for that room only.
  • Page 18 4 In the timeline of the desired room, click an available (dark blue) time in the timeline. NOTE If you click an existing reservation in the timeline, RoomWizard assumes you want to view or edit the reservation. The simple reservation form appears. This form enables you to enter the minimum information for a reservation.
  • Page 19 The purpose appears on the RoomWizard outside the meeting room during the meeting. 6 Enter the Host associated with the reservation. The host appears on the RoomWizard outside of the meeting room during the meeting. RoomWizard CLASSIC MODE |...
  • Page 20 7 Adjust the reservation start or end time, if necessary. 8 Click “Save” to save the reservation or “Quit” to cancel the reservation. NOTE The reservation is not made until you click “Save.” MAKING AN ADVANCED RESERVATION The RoomWizard’s advanced reservation form enables you to specify additional reservation information.
  • Page 21 To use the advanced reservation form: 1 Click an available (dark blue) time in the room’s timeline. 2 If the simple reservation form appears, click the advanced reservation link. 3 Enter the information and select the options you want to include in your reservation.

  • Page 22: Reservation Options

    RESERVATION OPTIONS You may not see all the options described below, or they may be set as required on your system. PURPOSE AND HOST Enter one or two words in the “Purpose” field to explain what the meeting is about. For example, “Project Meeting,” “Sales Lunch” or “Training Session.”...
  • Page 23 HOST EMAIL Enter an email address in the “Host email” field to send the host: An automatic reminder email about the pending reservation, • including a link to the RoomWizard reservation web page. See “Send Reservation Details to Attendees” on page 25. Meeting notes captured on CopyCam whiteboards, if the One-Click •...
  • Page 24 INVITE PEOPLE Enter meeting participants in the “Invite people” field. Invitees will receive: An automatic reminder email, including a link to the reservation • form. See “Send Reservation Details to Attendees” on page 25. Meeting notes captured on CopyCam whiteboards, if the One-Click •...
  • Page 25 If there is more than match for a name or email address, a dialog will list the possible matches. Select the correct name or address and click “Save.” If no names or addresses match what you typed, RoomWizard will display a scrolling list of everyone in the company database. Select the name or address of the host or invitee and click “Save.”...
  • Page 26 1 Click “Add.” 2 Select a name from the corporate email database. 3 Click “Add.” 4 Repeat for each person you wish to invite. 5 Click “Save.” Valid names and addresses may already appear in the “Invite…” list before you click the “Add” button. If RoomWizard encounters names it does not recognize, you will see a list of partial matches to select from.
  • Page 27 SEND RESERVATION DETAILS TO ATTENDEES If a meeting room is reserved but not being used, RoomWizard can email the “Host” and “Invited people” a link to the reservation web page where they can view the reservation details. To have RoomWizard automatically email a reminder that includes reservation details to invitees and the host, check the box “Send reservation details to attendees.”...

  • Page 28: Cost Center

    To learn the name of the room administrator: Press “Details” on the touch screen, then press “Room.” • Press the One-Click Publishing icon on the touch screen. • NOTE You can adjust your reservation using the RoomWizard touch screen, so captured whiteboard notes continue to be emailed to the host and invitees.
  • Page 29 NOTE A room is not reserved until you click the “Save” button. If another person saves a reservation while you are in the process of completing a reservation form, RoomWizard displays a reservation conflict when you save your reservation. RoomWizard saves on a “first come, first serve”...
  • Page 30 USER-DEFINED TEXT FIELDS Your system configuration may contain up to three additional custom text fields. PASSWORDS FOR MEETINGS By default, room reservations can be modified or deleted by anyone. You can protect a reservation to prevent others from viewing, modifying, or deleting it. Anyone wanting to view or change the reservation must enter the password.

  • Page 31: Service Menus

    To make changes to a password-protected reservation: 1 From any computer on the network, enter the RoomWizard address in a web browser. 2 Navigate to the room and date of the meeting. 3 Click on your reservation in the timeline. 4 Enter the password.
  • Page 32 When you save your room reservation, RoomWizard emails your request(s) to the service provider(s). If you change your reservation date, location, or time, or cancel your meeting, the service provider(s) are notified. During your reservation, the RoomWizard touch screen displays the requested services to help service providers locate the correct room.
  • Page 33 RoomWizard will attempt to make all the reservations you requested. If it finds no conflicts with existing reservations, the reservations are saved. If schedule conflicts occur, RoomWizard saves the reservations that are available and provides a report of the dates with conflicts. You can then schedule room reservations individually for those dates.
  • Page 34 3 Select the appropriate group of rooms from the drop-down list. 4 Select “Find” in the RoomWizard menu. 5 Click “Find existing reservation.” 6 Enter any information about the meeting. You can enter the host or purpose of the reservation and the earliest and latest dates between which you want to search.

  • Page 35: Finding An Available Room

    FINDING AN AVAILABLE ROOM Use the “Find available rooms” option to find an appropriate room when you need it. You can enter reservation criteria and receive a list of available rooms in the selected group that meets your criteria. To find an available room: 1 On any networked computer, enter the RoomWizard web address to view the web page.

  • Page 36: Changing Or Deleting A Reservation

    A room that holds at least or at most a certain number of people • (capacity). Keywords about a room’s location. • Facilities available in the room (For example, you can search for a • room for your conference call by putting “speaker phone” in the facilities field on the search form.) .
  • Page 37 To change an existing reservation: 1 Locate your reservation on a timeline and select it. Enter the reservation password, if necessary. • If the reservation is a recurring reservation, select “just open this • occurrence,” or “open all occurrences.” 2 Edit the reservation. You can: Examine all the reservation information.
  • Page 38 CREATING ROOMWIZARD REPORTS RoomWizard provides statistics and trends on how meeting rooms are actually used. You can obtain a comma delimited (CSV) report from the RoomWizard setup pages. In classic mode, RoomWizard can report on data for the previous year, the current calendar year, and next calendar year.
  • Page 39 HOW TO CREATE REPORTS DOWNLOAD USAGE REPORT 1 Go to the homepage of the desired RoomWizard report. Click on the RoomWizard Setup link and enter the system manager password: roomwizard. RoomWizard CLASSIC MODE |...

  • Page 40: Create Reports

    2 Go to Room > Usage. Select the date range to report on. To get a report for only this room, click “Export from THIS Wizard.” To get a report from all rooms in the group, click “Export from ALL Wizards.” 3 In the File Download window, choose “Save this file to disk”...
  • Page 41 NOTE To generate a report on multiple RoomWizard groups at once, upload additional files by clicking on the “To upload additional files click here.” link. 3 Select the data to report on in the Graph Options section. 4 Select the desired Graph Style. 5 Select a date range from the available dates.
  • Page 42 Graph Options • Advance Reservations vs. Impromptu Meetings shows the number of hours a room was occupied by a meeting that had been scheduled in advance versus the amount of time a room was occupied by an impromptu meeting. Amount of time remaining when reservations are ended early shows the amount of time the room was made available by using the “End”...

  • Page 43: Exporting Graph Data

    GRAPH DATA ASSUMPTIONS AND CALCULATIONS Some graphs rely on calculating the total available meeting time • available during the date range chosen. The business day is nine hours and does not include weekends. If • the used time exceeds nine hours, the actual time is used. If a reservation exceeds one day, nine hours per day is used for •...
  • Page 44 To export reservation data: 1 Go to the RoomWizard web page. 2 Go to Setup > Room > Usage. 3 Choose the date range of the reservations you want to export. 4 Select the type of file to export. Select “Export file for reporting” to export a file compatible with the •...
  • Page 45 REPORTING TOOL ERROR MESSAGES Front Panel Availability Error messages about front panel availability are related to the “Adjust,” “End,” and “Use Now” buttons on the RoomWizard touch screen. If you are not able to adjust meetings, end meetings early, or grab a room with the “Use Now”...

  • Page 46: Technical Support

    TECHNICAL SUPPORT In the USA and Canada, contact Steelcase USA Technical Support: Phone: 1.800.334.4922 (24-hour support Monday through Friday) • Email: techsupport@steelcase.com • www.steelcase.com URL: • Outside North America, contact Steelcase Europe/Asia Technical Support: Phone: +33 3 88 13 36 36 (Support available in English, French, •...

  • Page 47: Fcc Compliance

    FCC COMPLIANCE This equipment has been tested and found to comply with the limits for a Class A digital device, pursuant to Part 15 of the FCC Rules. These limits are designed to provide reasonable protection against harmful interference when the equipment is operated in a commercial environment.

  • Page 48: Warranty

    (3) 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 49 This working unit replaces the defective unit and is warranted for the remaining warranty period of the original, defective unit. You must ship the defective product back to Steelcase in the original packaging of the replacement unit, prepay shipping charges, and insure the shipment or accept the risk of loss or damage during shipment.
  • Page 50 INDEX About menu 4 LEDs 5 Calendar 13 Meeting Catering 29 host 5 Cleaning touch screen 11 purpose 5 Confidential meetings 21 reminders 5 CopyCam 21 Menu options 13 Cost center 26 Notes 27 Details button 7 One-Click Publishing 11 End reservation 9 Passwords 28 Find...
  • Page 51 Reservation Use now 4 changing 8 User-defined text fields 28 confidential 21 deleting 34 Web page end early 9 calendar 13 finding 31 menu options 13 impromptu 16 menu 15 recurring 30 Reservation form advanced 18 simple 15 Room administrator 26 Room details 7 RoomWizard groups 13 Securing RoomWizard 16...

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