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EMS Environments for Room Agent™ Setup Guide

IntroductionThis setup guide describes the server-side setup necessary for Event Management System (EMS) Calendar Server environments to work with Room Agent Touchlink Scheduling Panels.

Prerequisites• EMS version 44 or later (if you are using version 43, see Appendix B: Enabling JSON to Query Data on page 6)

• EMS Platform Services API installed

• EMS Web Administrator role (to obtain client app information)

• EMS Desktop Administrator account

Step 1: Verify the EMS Platform is RunningThe Extron Room Scheduling System interacts with the EMS Server using the EMS Platform Service. This is a middle-tier RESTful API that allows complete, scalable access to any EMS architecture.

NOTE: For help with installing or updating the EMS Platform Service API contact your EMS Support Representative.

1. Attempt to access the EMS Platform domain via a web browser. The URL is similar to http://your-ems-server/EmsPlatform. If it is installed, you will see a message with the EMS Platform Status and version information:

EMS Platform Services StatusConnection Status Connected

API Version 44.1.26000.421

Server Version 44.1.0.0

2. Verify that the version is at least 44. If not, see your EMS representative about upgrading.

Step 2: Get a Client ID and Client Secret1. Access the admin portal via a web browser. The URL is similar to http://your-ems-server/EmsPlatform/admin/.

The EMS Platform Services login page opens:

2. Enter the Username and Password for an EMS Web Administrator account. For information see Appendix A: Creating Web Administrators on page 4.

3. Click Sign In.

EMS Environments for Room Agent™ Setup Guide (continued)

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4. When the program opens, select Integrations (1).

5. An EMS Client ID is required for Extron TLS panels to access the API. You can use the default integration client, which is created automatically, or you can create your own.

To create your own integration client, click New Integration Client (2).

NOTE: If you create your own integration client, select Allow this client to book without Everyday User Templates and ignore Booking Rules for the TLS panels to be allowed to make ad hoc bookings.

6. Select the Client ID. This is the client ID that is used by the Room Agent software to grant permission for the TLS panels to access the EMS calendar details.

You can use the default client or one that you created yourself. You can use a single client for all TLS panels or create multiple clients that are each associated with a subset of the TLS panels.

7. The Client ID (1; concealed in the figure above must be entered in the Client ID field in Room Agent for each TLS panel.

8. Click Reset Secret (2). The EMS website generates the Client Secret. This is a number, which is required for secure communication between the touchpanels and the EMS calendar server.

9. A pop-up opens, warning This action is permanent. Would you like to continue? Click OK.

The Client Secret is displayed (it is blurred out in this image).

10. Copy the Client Secret into the Panel Configuration page.

NOTE: This is the only time this code is displayed. You must copy it now and store it in a safe location to continue using it

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Step 3: Verify Room NamesRoom names are used to identify which TLS panel is associated with which EMS room. To verify a room name:

1. Open the EMS Desktop app by clicking on the EMS icon (see the figure at right).

2. Ensure you are logged in as an administrator with the appropriate read/write rules.

3. Select Configuration > Facilities > Rooms.

4. In the Rooms window, select the correct building for the room you wish to verify.

5. A list of rooms from that building appears in the window. Verify that the EMS Room Name corresponds to the Room Agent Space Name. If the names do not match, edit the name that is used in Room Agent.

Room Code (2) Room Name Building

Test-PMConf Test PM Conference RoomTest-SLSConf SLS Test Room 1

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Step 4: Verify Ad Hoc Booking StatusTo ensure that an ad hoc booking can be carried out correctly, an Event Type must be created.

1. Open the EMS Desktop app by clicking on the EMS icon (see the figure at right).

2. Ensure you are logged in as an administrator with the appropriate read/write rules.

3. Select Configuration > Other > Event Types.

The Event Types window lists all the event types that are available in EMS.

4. If you wish to use one of the event types that are available in EMS enter that name into the Event Type field in Room Agent.

If no event types are available in EMS or you wish to create your own, see “Creating an Event Type”, below.

EMS Environments for Room Agent™ Setup Guide (continued)

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Creating an Event Type1. In the EMS Event Types window, click New (1).

The Event Type dialog box opens.

2. Enter a name in the Event Type field (1).

3. Check Display to Everyday Users (2) and Available to All Process Templates (3).

4. Click OK (4).

5. The EMS event type corresponds to Event Type Name in Room Agent. Use Room Agent to associate the desired properties with the Event Type Name.

Appendix A: Creating Web AdministratorsA web administrator role is required to log into the EMS admin portal to create a client ID.

NOTE: If you already have an EMS web administrator, you do not need the following information.

1. Open the EMS Desktop app by clicking on the EMS icon (see the figure at right).

2. Ensure you are logged in as an administrator with the appropriate read/write rules.

3. Select Configuration > Everyday User Applications > Everyday User Security Templates.

The Everyday User Security Templates dialog box opens:

4. Select New (1).

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A security template dialog box opens:

5. Add a description of the security template (1).

6. Select Roles tab (2).

The Roles tab opens:

7. Select Web Administrator from the list in the left panel (1) and use the >> button (2) to move it to the right panel (3).

8. Add any other roles that are required.

9. Click OK.

NOTE: Create a new Everyday User with this security template to grant that user permission to access the web admin portal.

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EMS Environments for Room Agent™ Setup Guide (continued)

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Appendix B: Enabling JSON to Query DataTo interface with the API using JSON, it must first be enabled. By default, JSON is disabled.

To enable JSON:

1. Open the web.config file and edit it by adding <add key=”UseJSON” value=”false”/>

2. Set the value to be “true”.

NOTES:• This option is available in version 1.1.18 of the API or later.

• You must finish installation before you can enable JSON.