2. Setting up Room Booking in Sync - Meetio to Sync Transition Guide – Meetio Support

Steps on how to set up Room Booking for your organization if you’re transitioning from Meetio.

2.1 Meetio-Logitech Sync Comparison | 2.2 Setting up a service account and integrating a calendar system | 2.3 Setting up rooms | 2.4 Setting up devices | 2.5 Setting up Maps | 2.6 Statistics | 2.7 Set up and provisioning Tap Scheduler

Guide - Transitioning from Meetio to Logitech Sync booking software > 2. Setting up Room Booking in Sync

2.1 Meetio-Logitech Sync Comparison

Once you have all of the prerequisites in order, you can move on to setting up Rooms in Sync.

The Meetio Room/View setup consisted of the following three general steps regardless of which calendar system your organization uses (Google Workspace, O365/Exchange Online or Exchange on-prem):

Setting up a Service Account
Setting up meeting rooms
Setting up devices

The Logitech Room Booking setup flow is very similar:

Setting up calendar integration
Creating rooms (or using existing rooms)
Setting up map(s) for your building(s)/floor(s) (or using existing if you’ve already setup Logitech Desk Booking)
Setting up calendar resources and assigning them to rooms

The next section will go over how to complete the Sync setup for Room Booking and will briefly preface each step with how it was done in Meetio.

2.2 Setting up a Service account and integrating a calendar system

Requirements for a service account are the same regardless of which calendar system is used. The service account needs to be a valid licensed user that is given permissions to the room it will manage (read/write).

In O365 and Exchange, this is done via mailbox delegation -> full access.
In Google, this is done by sharing the room calendar with the service account -> make changes to events.

In Meetio

Service accounts are added:

During initial setup in the “Service account” step or
In Meetio Admin in Connections

Google and O365 both use oAuth and you will receive a pop-up window to login to the respective system, as well as approving the access. Exchange uses basic authentication and you will need to provide username & password as well as a valid EWS URL.

Once a service account is added, if using O365/Google then you will be presented with a list of rooms that were found for you to import. If using Exchange, you will need to create the rooms manually in Meetio Admin.

In Logitech Sync

Calendar integration can be found in System -> Calendars under the Service Accounts tab. Follow the steps below to set up a service account and integrate the calendar system.

Click the Connect Service Account button then click on your calendar system to connect it - you should now see the service account listed under Service Accounts in Sync Portal. Note: Both Google and O365 use oAuth and you will receive a pop-up window to login to respective systems and be prompted to approve the access.
Click on the Resources tab - from here you can review and configure a list of resource calendars that can be assigned to roms in Sync.

These steps are a high level overview of how to set up calendar integration. For detailed guide, click on your calendar system below (these links take you to the comprehensive calendar integration guides on the Logitech B2B Support site).

Google
O365

2.3 Setting Up Rooms

In Meetio

Room management is done in Meetio Admin under the Rooms tab. From there you can add rooms and manage room specific settings including:

Room statistics
Room capacity
Room resources (video conferencing equipment, whiteboard, etc)
Assign a room manager who receives an email notification when an issue is reported

In Logitech Sync

Room management is done in the Inventory section of Sync Portal. Inventory can be found in the left menu panel of Sync Portal under Meeting Rooms.

From here you can:

Add rooms
Manage how to add a room and the type of hardware a room will have
Manage room Groups/Subgroups (These groups are not to be confused with site / building / floor
mapping, Groups exist as a way to specifically manage the settings for all and/or specific groups of rooms/devices.)
Link a room(s) to a calendar resource

Follow the steps below to add or create Rooms and Groups/Subgroups

Go to Inventory under Meeting Rooms. From here you can see any existing Groups and Subgroups. If you do not have any Groups established, you will only see All Groups. Click the 3-dot menu button to create a subgroup, otherwise your room will be added to All Groups.
.
Note: These groups are not to be confused with site / building / floor mapping, groups exist as a way to specifically manage the settings for all and/or specific groups of rooms/devices.
Once you have a Group selected, you can create a room or multiple rooms by clicking Add Room in the upper right hand side of the screen. Select one of three choices for the type of room and how to add it:

Next you have two options to create new rooms:
1. Create a few - manually type room details
2. Create a bunch - copy/paste information from a CSV file to add room details in bulk
Once you’re satisfied with the details, click Create to finish creating the room.

Repeat this step for any additional group(s) where you want to create rooms for. In addition, rooms can be created this way in a single group as well, and can be selectively moved to specific group(s) afterwards from the inventory - simply select the desired room(s), click Move to group option in the upper left section of the screen, select destination group and click Move.

Once all rooms have been created, you need to link the rooms to the calendar resources that will represent those rooms. This can be done in two different ways:

Method 1 - Link a calendar resource from the Resources section

Navigate to System -> Calendars tab
Click Resources
Click the link icon in the Link column to bring up a list of available rooms
Select a room to link the calendar resource to, then click Confirm

Method 2 - link a calendar resource from an individual room

Go to Meeting Rooms -> Inventory
Select the desired room
From the room page you will be able to link a calendar resource from the right menu panel under Calendar

2.4 Setting Up Devices

In Meetio

Devices are added and authenticated with their serial number initially. Under the “Devices” tab, you can:

See all your Meetio Room and View devices
Add/remove devices
Configure settings,
Assign licenses to devices
See status of individual devices

Once a device has been added, settings can be managed/configured on an individual device or by device groups. On the group level, settings are inherited by all devices in the group and you can override individual settings using the “Override” checkbox next to each setting.

Individual devices:

Licenses
Device properties

Meetio Room group managed settings include:

Styling
Display (show subject/organizer)
Quick booking/future bookings
Check-in
Non-app related settings such as time & language, timezone, 24 hour time format, power saving, software updates

Meetio View group managed settings include:

Display (subject/organizer, room occupied/available)
Quick booking
Map related settings (rotate map, room name positioning)
Non-app related settings such as time & language, timezone, 24 hour time format, power saving, software updates

In Logitech Sync

Unlike in Meetio, initial device registration in Logitech Sync / Room Booking is approached in a slightly different way. You will be registering the device(s) to room(s) in Sync by using provisioning code(s) that can be generated from the specific room, groups or globally (in order to assist in larger-scale deployments) - or by logging into the device during setup with your Sync credentials (requires certain privilege levels).
These registration options are available during initial setup of Tap Scheduler(s) and are mandatory steps of device’s setup.

Full initial setup steps for Tap Scheduler are available here.

To onboard the device, you will need to do the following:

Unbox and connect the device to power / network
Start initial OOBE setup
1. Select regional settings
2. Agree to EULA
3. Connect to the network
4. Apply updates
5. Select Logitech Room Booking as the service provider

At this point of setup, you will be asked to enroll the device to Sync by using provisioning code, or by signing in with Sync credentials.

Using provisioning code to enroll:

Selecting the “Enter provisioning code” options will require you to get the provisioning code for the room that you want to link with this device. To get this first go to your Sync portal and log in with an admin account.
Once you are logged in go to Meeting Rooms -> Inventory and click on the room you want to link to your Tap Scheduler from the list.
Now on the room page you should see a provisioning code in the middle of the page.
If you do not see the provisioning code in the middle of the page it means that you have other hardware assigned to this room. In this case, simply click on the “Provision” section of the portal near the top of the page.
After obtaining the provisioning code you can enter it in on the Tap Scheduler.

Using Sync credentials to enroll:
Simply select the option to sign in, and provide your Sync account credentials (requires sufficient privileges). After you have successfully signed in, follow the on-screen instructions to select the org / group and room where the device will be enrolled.

Once Sync enrollment is complete, you will be asked to review installation summary. After that, your device will be fully set and ready to be used, provided that all previous steps have been completed.

If you have set it up correctly you will see the Logitech Room Booking home screen. If you do not see this, please verify you have completed all of the steps to set up Logitech Room Booking.

Managing Devices in Sync

With devices set and enrolled in Sync, you can start managing your meeting policies, push policies to selected device(s), groups of devices or whole fleet in your Sync organization. Navigate to Meeting Rooms -> Settings -> Room Booking Settings to manage Meeting Room policies.

From this page, you can select your group from the org tree on the left, and modify policies on the list.

In addition to managing policies, you can also manage device’s settings remotely through Sync. Navigate to Meeting Rooms -> Settings -> Device Settings page, select the group of devices you wish to manage on the left hand menu, click on Tap Scheduler on the list, and select what you wish to manage.

There are few categories of settings that are available to be managed:

CollabOS menu tab will allow you to review current CollabOS version(s) that are available for the devices in the group you selected. You will be able to publish updates to applicable devices (if there are any newer versions available)
Settings menu tab will allow you to modify device settings remotely, for example enabling/disabling Bluetooth, enabling/disabling remote access, local network access, adjust the NTP, date & time etc
Reboot menu tab allows you to configure reboot options (ad hoc, scheduled reboots)
Resources menu tab gives you direct link(s) to relevant support materials for your device that are available on our public support pages

2.5 Setting up Maps

In Meetio

Maps are built by the Meetio team by request. Once a map is created, you can see all available maps under Maps. From there you will be able to link room resources to predefined areas on the map.

In Logitech Sync

Floor maps are used on Tap Scheduler, Logi Tune mobile, and Logi Tune desktop to help users find rooms, desks, and navigate the office. You can add amenities, such as kitchens, toilets, elevators, and much more to the maps, as well as plot the rooms that employees within your organization can book.

Prerequisites
If you have started your free trial for the room booking premium features or have a full room booking license you’ll be able to create maps for floors.

To add and manage floor maps for your Logitech Sync organization you need to be logged in as an administrator in Sync with Owner privileges.

Add a map

Adding a map starts by finding a file that represents the floor plan. We recommend using a picture that clearly outlines the structural walls and that is not cluttered with a lot of additional elements.
Once you find a good picture of your office floor, make sure it's saved as a JPG or PNG file (maximum size: 2MB).
Then go to System -> Maps to access your organization's maps. Once there you can click the Upload Map to begin the process. Select a supported image type to upload your map to Sync.
After selecting your file you will be asked to specify the dimensions of the floor in real life. Note that the dimension should be for the whole image, not just the width of the floor. In the example below the width of the actual floor is 25 meters, but with the padding on the picture, the total width is 50 meters.
Once you’ve uploaded your map - you will need to assign it to the floor that it should represent.
After your map has been associated with a floor, you’re ready to plot your rooms, desks, and your points of interest on the map.

Map Editor
To help you manage maps Sync has a built-in map editor. Below we cover some of the controls in the map editor and how to configure your floor map.

Hidden or visible
You’ll notice in the map editor that there’s a “Hidden” label in the top right corner. This can be changed to “Visible” from the menu options. Once visible it will be shown in Tune for all end users associated with your organization.

Reassigning
If you accidentally assigned the map to the wrong floor it can easily be reassigned to another floor.

Scale and Rescale
The scale of the floor is an important data point. It determines both how the markers are rendered on the map (the size of the desks should correspond to roughly 80 centimeters on the floor) and at what zoom level certain objects show.
Note that the dimension should be for the whole image, including any padding.
You can review and change the scale of the floor by using the Rescale option from the drop-down menu in the top right corner.

Adding and arranging rooms
To plot rooms on the map, select the room option from the right side, then you can use your mouse to click and outline the shape of a room on your map.

Once you have completed the room shape you will see a menu pop up asking you to select the room you have created in Sync that you wish to link to this room on the map.

After linking a room to the newly plotted room on the map you will need to plot your Tap Scheduler. Placing this in the correct spot in the room allows the map to be oriented correctly when viewed from the Tap Scheduler.

After plotting the room, linking it to a Sync room, and plotting the Tap Scheduler you are ready to plot your next room.

2.6 Statistics

In Meetio

Statistics can be filtered based on time & date, as well as on a per room basis. Statistics are as follows:

Average room usage (based on select time & dates)
Booking types (direct bookings vs scheduled bookings)
Meeting behavior (meetings ended on time, ended early, were extended and if so how long)
Average meeting length
Attendance (counts invited attendees)

In Logitech Sync
For the meeting room devices, all of the usage stats (called Insights) can be found in Logitech Sync -> Meeting rooms -> Insights menu.

Insights will give you the ability to track usage of all meeting rooms / devices / booking for the last 30 days (updated in real time) and review the following:

How many rooms have Insights enabled
Average Meeting Usage
Average Seat count
Graph outlining rooms usage per group select
Enable / disable occupancy limits

Main Graph

Horizontal: Room usage - If the activity is right of the center it means that room is being utilized more the day.If the activity is left of the center it means that room is not being used frequently.

Vertical: Seat usage - If the room activity is up of the center it means that room is overcrowded and if the room activity is down the center it means that room is not being fully utilized.

Ideally, all the activity is centered on the graph, this means that the room is normally occupied and not overcrowded.

2.7 Set up and provisioning Tap Scheduler

This section will walk you through the process of getting your Tap Scheduler set up and ready to integrate with Logitech Room Booking

Prerequisites
To follow this guide you will need three things, a Tap Scheduler, a room set up in Sync, and to be logged in as an administrator in Sync with Admin privileges. More information can be found here: Sync Admin Guide

Unboxing
Here is a short video that goes through the unboxing experience for Tap Scheduler

https://www.youtube.com/watch?v=tyqxMCCSs_Y

Initial set up
Once you have removed Tap Scheduler from its packaging and have connected it to POE you are ready to start setting up the software side of the device.

Once the Tap Scheduler is powered on you will be presented with regional settings for the device. This allows you to set the country, timezone, and language.
After you have gone through these initial settings you will be prompted with the End User License Agreement (EULA). To proceed, read and accept the EULA.
You will then be prompted to set up the network configuration. Note: Tap Scheduler can be set up to use either an ethernet connection or a wifi connection for network access.
Once you are connected to the network Tap Scheduler will check to see if there is an update available. We always recommend that you are on the latest version of CollabOS.
You will then be shown a list of providers to choose from. Select “Logitech Room Booking” from the list.

Provisioning to Sync

Provisioning your Tap Scheduler connects the hardware to our backend and tells the device what room it is associated with.

After you have selected Logitech Room Booking as your service provider, you will see an option to enter a provisioning code, sign in with credentials, or skip. Below are details on each option.

Enter provisioning code

Selecting the “Enter provisioning code” option will require you to get the provisioning code for the room that you want to link with this device. To get this first go to your Sync portal and log in with an admin account.
Once you are logged in go to Meeting Rooms>Inventory and select the room you want to link to your Tap Scheduler from the list.
Now on the room page you should see a provisioning code in the middle of the page.If you do not see the provisioning code in the middle of the page it means that you have other hardware assigned to this room. In this case, simply click on the “Provision” section of the portal near the top of the page.
After obtaining the provisioning code you can enter it in on the Tap Scheduler.

You will then be prompted with an installation summary screen. This will allow you to verify or change any aspects of the installation you have set up so far. To continue, press the arrow at the bottom of the page.
With the provisioning code entered and the installation has been confirmed on Tap Scheduler, it will load the associated room details. If you have set it up correctly you will see the Logitech Room Booking home screen. If you do not see this, please verify you have completed all of the steps to set up Logitech Room Booking.

Sign in with credentials
The option to sign in with credentials will allow you to sign into your Sync admin account on Tap Scheduler. You can then select from a list of rooms to pick the room you wish to link with this Tap Scheduler.

After tapping “Sign in with credentials” you will see a screen that prompts you to sign in with your Sync admin email and password. Once you have entered your Sync admin account credentials, tap “Continue”.
You will then select the room you wish to link to this device from the provided list.
Note: If you do not see the room you wish to link, ensure it has been created correctly in Sync.
You will then be prompted with an installation summary screen. This will allow you to verify or change any aspects of the installation you have set up so far. To continue, press the arrow at the bottom of the page.
With the Sync room selected and the installation confirmed on Tap Scheduler, it will load the associated room details. If you have set it up correctly you will see the Logitech Room Booking home screen. If you do not see this, please verify you have completed all of the steps to set up Logitech Room Booking.

Skip the provisioning code
If you choose to skip the provisioning step after selecting Logitech room booking as your service provider you will not be able to use Logitech Room Booking. You will continue to see a screen with an option to enter a provisioning code.