Setup guide for Exchange 2013 – Evoko Support

Important! following instructions applies to the Room Manager (ERM1001) and NOT its successor, the Liso (ERM2001).

Introduction
Create users in Active Directory
Create a Room Admin account
Create a Remote Management account (If you’re going to use the EVO functionality)
Create and configure Room accounts
Configuration via Evoko Control Panel

Introduction

The Evoko Room Manager is a system for booking and managing rooms. The Evoko Room Manager is mounted outside the room and display the booking status on beautiful touch-sensitive screens, the red or green background illumination of the screen allows you to see at a distance whether or not the room is free.
You book meetings just as you have always done in MS Outlook. The Evoko Room Manager also makes it possible to create and manage bookings directly on the touch-sensitive screen.

Account reference	Account type	No. of accounts	Comment
Room admin account⁽¹⁾	User Mailbox	1 + x/26	The Room admin account⁽¹⁾ is needed to manage the Room accounts⁽³⁾.Up to 26 resources per room admin account is what we recommend and this is due to Microsofts default throttling policy of concurrent connections.
Remote Management account⁽²⁾	User Mailbox	1	This account is used for the EVO features (Remote Upgrade / Monitoring / Statistics). Since a large number of emails are processed through this account we recommend a dedicated account for this purpose.
Room account⁽³⁾	Room Mailbox	x	Resource accounts or room mailboxes don’t have any passwords and cannot be manged on their own. The Room admin account⁽¹⁾ has to be granted “Send on behalf” and “Full access” permissions to its belonging Room accounts⁽³⁾to synchronize meeting data.

Note! Please make sure that no security functions or programs block or restrict a direct http/https (80/443) connection between Exchange and the Evoko Room Manager (e.g. domain control, firewalls, proxies, network logins etc.)

Create users in Active Directory

In most organisations running Exchange, users are first created in Active Directory before created in Exchange.
For our installation in this guide we have already setup the following accounts in our Active Directory:

Account reference	Display name	E-mail
Room admin account⁽¹⁾	Room Admin 1	room_admin_1@evoko.se
Remote Management account⁽²⁾	Remote Manager	remote_manager@evoko.se

Note! The accounts stated above are examples and you can use other account names if you wish.

Furthermore several Room Admin accounts⁽¹⁾might be necessary depending on the number of Room accounts⁽³⁾and the configured EWSMaxConcurrency for your Exchange 2013 environment.

Create a Room Admin account

Go to https://<servername>/ecp and login with your Exchange Admin account.
Go to “Recipients” > ”Mailboxes”.
Press the “+” and select “User mailbox”.
Fill in the alias of the Room Admin account⁽¹⁾and select the user in Active Directory, then press “save”.
Your Room Admin account⁽¹⁾ should now appear in the list of mailboxes.

Create a Remote Management account
(If you’re going to use the EVO functionality)

In the Exchange admin center go to “Recipients” > ”Mailboxes”.
Press the “+” and select “User mailbox”.
Fill in the alias of the Room Management account⁽²⁾and select the user in Active Directory, then press “save”.
Your Remote Management account⁽²⁾ should now appear in the list of mailboxes.

Create and configure Room accounts

A Room account⁽³⁾ or room mailbox is the calendar that will be used for booking the room via e.g. Outlook and the calendar the Room Manager will synchronize meeting data with. One Room account⁽³⁾ per Room Manager is necessary unless you want two or more Room Managers synchronizing meeting information with the same Room account⁽³⁾calendar.

Note! If you already have all the Room accounts⁽³⁾ setup for your organisation you can proceed to step 4 in this chapter with granting your Room admin account⁽¹⁾ the necessary permissions.

In the Exchange admin center go to “Recipients” > ”Resources”.
Press the “+” and select “Room mailbox”.
Enter the name of the Room account⁽³⁾, specify the email address of the account and select the Organizational Unit (OU) where you want the Room account⁽³⁾ to be placed.
Your Room account⁽³⁾ should now appear in the list of resources. Double click on the Room account, OR highlight it and press edit.
Go to "mailbox delegation".
Under the section "Send on Behalf", press add.
Add your Room admin account⁽¹⁾, then press "ok".
Under the section "Full Access", press add.
Add your Room admin account⁽¹⁾, then press "ok".

Note! If you would like to setup several Room accounts⁽³⁾simply repeat above steps in this chapter.

Configuration via the Evoko Control Panel

Download and install the Evoko Control Panel. The software is available at our website.
Launch the Evoko Control Panel.
Choose “Exchange 2013” as your mail server, enable EVO if you would like to use the EVO features (remote upgrade, monitoring, statistics) and if you have set up a Remote Management account.
Click on “Continue to connectivity settings” in the bottom right corner to continue.
Fill in your Exchange 2013 mail server address.
If you are unsure which address to use to use you could try the “Autodiscover” feature.
Optional: Test your accounts for functionality.
- Exchange user - Fill in your Room Admin account⁽¹⁾.
- Exchange password – Fill in your Room Admin account⁽¹⁾ password.
- Mailbox owner – Fill in the email-address for your Room account⁽³⁾.
Click on “System properties” in the bottom right corner to continue.
Choose your “Time format”.
Choose the language which will be displayed on the Evoko Room Manager.
Optional setting: Enter the name of your Organization.
Enter the email-address to your System Administrator.
Choose a system Admin PIN code, the code is used to access the Admin menu on the Room Manager.
Add one or two email-addresses to the “Facility manager”.
Choose a Facility manager PIN code, the code is used to access the Facility manager menu on the Evoko Room Manager.
Fill in your Remote Management account⁽³⁾.
- Remote Management user – Fill in your Remote Manager account user⁽²⁾.
- Remote Management password – Fill in the password for your Remote Manager account⁽²⁾.
- Remote Management email – Fill in the email-address to your Remote Manager account⁽²⁾.
- Remote monitor update duration - (This sets how often each Room Manager send email- reports for the monitoring feature).
Add a unique “Security key” (Max 16 characters).
Choose if you want the Evoko Room Manager always on or set by time.
Choose your Time zone at the Evoko Room Manager unit location.
Optional Setting: Assign one or multiple NTP-servers, separate the servers with a comma.
e.g. 0.pool.ntp.org, 1.pool.ntp.org, 2.pool.ntp.org, 3.pool.ntp.org
Click on “Admin credential” in the bottom right corner to continue.
Click on button “Add users”.
Add your Room Admin account(s)⁽¹⁾.
Click on “Room dashboard” in the bottom right corner to continue.
Click on “Add group” to create a group.
Choose method to add a room, for this guide we’ll go with “Quickly”.
Fill in Room Name, “Exchange User” (Room Admin account⁽¹⁾) and “Mailbox owner” (Room account⁽³⁾).
Fill in the amount of seats in the room and choose the room facilities.
Enable the optional features that you would like to configure your Evoko Room Manager with.
- Book meeting - Enables the user to book a meeting on the Evoko Room Manager.
- Extend meeting - Enables the user to extend a meeting on the Evoko Room Manager.
- End meeting – Enables the user to end a meeting on the Evoko Room Manager.
- Report issue – Enables the user to report any of the chosen facilities.
  When reporting any of the chosen facilities a email is generated to the assigned facility manager(s).
- Display Subject – Enables the subject of the meeting to be displayed on the Room Manager.
- Display Organizer – Enables the organizer of the meeting to be displayed on the Evoko Room Manager.
- Confirm Meeting (5-30min) – Enables a check in feature which will trigger a confirm/check-in button that will popup on the Evoko Room Manager 10 min prior to the meeting start and will be displayed 5-30 min post to the meeting start. If the confirm button isn’t pressed within the selected timeframe the meeting room will be released.
- Confirm Reminder – Enables a reminder-email which will be sent to the organizer of the meeting. This email is triggered 5 minutes before the confirm time expires and is only sent out if the room hasn’t already been confirmed/checked in.
Note! To add several Rooms to your configuration simply repeat step 6.25-6.28.
Insert an empty USB-stick in your computer (4 GB or less and FAT-formatted is recommended).
Click on “Export to USB” in the bottom right corner to export your configuration.

Now that you’re done with the configuration, to proceed simply upload the configuration to the Evoko Room Manager via your USB-stick and follow the instructions on the screen.