Condeco Group Ltd 2 Harbour Exchange Square London E14 9GE, UK

Transcription

1 Technical Overview Condeco Group Ltd 2 Harbour Exchange Square London E14 9GE, UK

2 2 Contents Product Overview... 3 Functionality... 4 Cloud Application functionality... 4 Screen functionality... 6 Mobile functionality... 7 Screen Hardware, Connectivity & OS... 8 Screen Hardware... 8 Screen Software & OS... 8 Connectivity & Data Security... 9 USB recovery updates Frequently asked questions Screen functionality Data storage Mobile functionality MS Exchange Calendar Connectivity Implementation Commercial... 14

3 3 Product Overview Connect is a cloud-connected digital room screen solution that needs no extra software or complex installation, you can easily move and scale it, to meet the demands of your growing business. Seamlessly integrating with Microsoft Exchange and Google G Suite.

4 4 Functionality Cloud Application functionality The Connect Cloud portal is a multi-tenanted application hosted in the cloud using Microsoft s Azure hosting service. The Cloud portal is the main administration interface for Connect. Here admins can see reports, manage screens and users, and adjust settings. Being multi-tenanted, all Connect customers reside within one instance of the Connect Cloud software, but their data is fully segregated. There is no booking information or MS Exchange / Google G Suite account information stored in the Connect Cloud application. The application enables you to set up and manage the following: Calendar Service This is the URL(s) of the MS Exchange / Google G Suite server to connect to. You can set multiple calendar services, and choose to connect with a service account if preferred. Screen Settings These are the settings for the screens. Parameters that can be set and defined to each group of rooms are: Business days and hours The days and hours to report on. Booking policy The screens can be set up in different ways to enable or disable booking on the screen: Same day and future bookings: With this setting chosen, users can make bookings for the current day and book ahead. Same day bookings only: With this setting chosen, users can only make bookings for the current day. Current time only: With this setting chosen, users can only book for the current time. No booking on screen: With this setting chosen, the screens are display only, no bookings can be made on screen.

5 5 Authentication The screens can be set to ask for user authentication for the following actions: Book Check in End Extend Delete If users don t need to authenticate to book, none of the other options can be enabled. Check in on screen The screens can be set to ask users to check in when arriving at the room. The time for this is configurable (typically set to 15 min). The screen can also be set to automatically cancel bookings if users have not checked in. The timeframe for this is configurable too (typically set to 15 min). Default booking title This is the default title for a booking made on the screen. Default organiser name This replaces the name of the organiser if the booking has been made without any authentication. Privacy The screen can be set not to show the meeting title for all meetings. Meetings that are marked as private in MS Exchange have the title hidden by default. The screen can be set to hide the meeting organiser for all meetings User Access You can add domains that are allowed for user registration. This means, that if a user has an of that domain, they can register. Locations Locations can be set up within a country. For each location, floors can be added. Floors can be freely named.

6 6 Rooms and Screens Each room can be set up individually against a location and a floor. For each room a mailbox address is required. For MS Exchange rooms, the mailbox password is entered when the screen is activated and not held in the cloud, but securely encrypted on the device. For G Suite rooms the key file passphrase must be entered so that the key file can be decrypted. Reports Available reports are: Total number of meetings / average time of meeting Bookings on screen / as total percentage of bookings Number of no shows Hours gained cancelling no-shows Average room utilisation per day as percentage Overall room utilisation as percentage Most used rooms Least used rooms Screen functionality Initial setup and activation During first time setup, admins can set the screen language and time format, and connect the screen to the network. The actual process may differ slightly dependant on software version. The screen is activated by creating a unique short lived activation code in the cloud portal and entering it into the screen, and in reverse entering a second code generated on the screen back into the portal.

7 7 Viewing and booking What users can do on the screen is dependent on the settings profile. Key function available are: Book now Book ahead by selecting start and end slot Start End Extend Delete View booking details Enter PIN Present RFID Card Account and card registration Users can register for a user account from the screen. This is only required if users must authenticate to book. If authentication is not required, users will not see the register option for the screens in question. To register, users enter their name and . The domain is selectable from a list of allowed domains for the client account. They are then sent an from the Cloud portal that gives them access to a unique PIN. This PIN can be used to make booking or register an RFID card. To register an RFID card, users need to start a booking, present their RFID card, and then enter their PIN. Screen themes Administrators are able create multiple screen themes within the self-service portal. For each theme, they can choose from a range of available background images or upload their own. In addition, they can choose to upload their corporate logo. The administrator can choose a theme for each screen and the themes are automatically pushed to screens. Mobile functionality A mobile app is available for ios and Android. The Connect mobile app enables users to search for any rooms that have a Connect screen. The search results show the user the room availability for the next 14 days, and allow them to book a room. Users need to make use of the mobile device s native calendar and enable Bluetooth.

8 8 Screen Hardware, Connectivity & OS Screen Hardware Processor: Dual core ARM A9, 1GHz Processor Memory: 1GB 64 bit DDR3 Storage: 8GB NAND Flash Display: 10.1, 24 bit LCD capable of reproducing 16.7M colours Touch Panel: Capacitive Multi touch Power: Power Over Ethernet LED lights with 180-degree visibility Wired Network: 10/100/1000 Ethernet Power button: Yes, on the back to Shut down / Restart the unit Wireless network adapter: b/g/n WIFI RFID Interface: Support for 125KHz and 13.5 MHz RFID cards. The RFID readers are designed in accordance with ISO14443A, ISO14443B and ISO Bluetooth: Beacon using Bluetooth LE Screen Software & OS OS: Android Lollipop Supported languages: English (US), English (UK), French, German, Italian and Spanish. Booking titles and room names entered in other language will display, including non-western character sets, but the display behaviour will not be supported by our helpdesk. Date display formats shown on the screen are regionalised. Network support: The Screen support DHCP networks and static IPs, a direct internet connection is required, with no proxy support.

9 9 RFID card support: Connect supports the normal wide range of RFID cards based on 125 KHz and 13.5 MHz frequencies. Most cards from the following vendor ranges are supported: HID Prox HID iclass Mifare Desfire Calendar support: MS Exchange 2010 SP2 and above and MS Office 365. Each room will require an MS Exchange account and password. The password must be set to not expire. G Suite with a service account G Suite key file in JSON format (the service account will need Gmail API and Calendar API enabled; it will need Domain-wide Delegation and it will need access to the following API scopes; Calendar (Read - Write) Ideally, all calendars need the same owner, and where calendars have difference owners, a new service is required. WiFi: The screen supports Wi-Fi (WPA2). Over the air application updates are automatically provided. Connectivity & Data Security Screen to/from MS Exchange Method: All calls via https to Exchange Web Services (EWS). Description: Used to get booking information to/from the room screen to MS Exchange: Meeting changes (pushed by EWS) Meeting requests (booked on screen) Meeting data sync (on initial start; power-on etc.) Connect Cloud Method: Calls over https secured by device certificate. Description: Calls to our Microsoft Azure hosted cloud application Initial Screen Registration (PIN exchange) User registration PIN/RFID lookup

10 10 Connect IOT Hub Method: Calls over https secured via Shared Access Token Description: For certain message types, we use the Microsoft Azure IoT Hub: Reporting data Licence request/response Availability updates (to support mobile) Bump warnings Microsoft Azure Blob Storage Method: Calls over https secured by Shared Access Token Description: Used for fast storage and retrieval of files needed for various aspects of the Connect solution. Device Settings Application images (APK files) used for over the air application updates USB recovery updates The screens are updatable via a USB memory stick. You can download a suitable file or files to a USB memory stick. When inserted into the USB port on the back of the screen and when pressing and hold the screen s power button (also on the back of the screen) the memory stick will be read and the update will be installed onto the screen.

11 11 Frequently asked questions Screen functionality From the room screen, can I see and make future bookings? Yes, you can browse forward and backwards in days to view upcoming bookings, and make future bookings, up to 7 days into the future, subject to the setting chosen in the screen profile. If you want users to only be able to book on the same day, or present point in time, you can set this up in the screen settings. What is the default booking period and can this be changed? We only support 15 min slots on the screen and this cannot be changed. For the mobile app, the default booking period is 30 min. Can I deploy Connect with anonymous booking mode to allow users to book without a PIN or RFID card? Yes, in the settings profile the screen can be set up to allow booking without authentication. Start, end and extend cannot require authentication if book is not set to require authentication. The screen will not show any authentication and registration options if this setup is chosen. Can I change the auto-cancel grace period? Yes, the auto-cancel grace period can be set to a value in minutes in screen settings. Will you support non-western languages? Yes, later in 2018 we will support Arabic, Japanese and Simplified Chinese. In Arabic, the screen layout will be mirrored. Data storage Does the Connect Cloud software hold any booking information or MS Exchange / Google G Suite passwords for rooms? The Connect Cloud application does not talk to Calendars or hold calendar passwords. It holds limited meeting information (start and end times, booker address) for reporting including free/busy periods. The room screens hold their own mailbox password securely encrypted in the native Password Vault of the screen s operating system. The Cloud Portal only holds the calendar URL and the mailbox address.

12 12 Mobile functionality Can a user edit or delete their room bookings from the Connect mobile app? The user can delete bookings at the screen but can t edit. To edit bookings, the user would either use their computer to access Outlook or Google G Suite in the normal way, switch to their mobile phone s preferred mobile calendar application which has a connection to the same MS Exchange / Google G Suite environment as the room screens are, or delete and re-book at the screen. How is Bluetooth used with Connect? Each room screen transmits a Bluetooth signal, unique to that room screen and contains information about the rooms. The user s Connect mobile app picks up the signals of any rooms within range and uses the signal to identify when a user is near a room. Typical range of the Bluetooth signal will be around 50m radius from the room screen, dependant on the office environment. It will obviously be reduced due to partitions, walls and furniture getting in the way. We have our own app store. Can the app get security wrapped? No. The apps are only available through the app store, so all clients can benefit from new features and necessary upgrades. We are not using the phone s native calendar. Can people still make bookings? No. Both apps use access to the phone s native calendar to make bookings. MS Exchange In some cases, there are no end dates for recurring meetings within Outlook. Are these types of openended bookings supported in Connect? Yes, infinitely recurring meetings are supported. Calendar Connectivity What happens if a room screen loses its internet connection, or if the connection to the calendar service (e.g. Exchange / Google G Suite)? What will be displayed on the room screen, and what functions will be allowed on the screen? The Connect room screen stores 7 days of booking information on-board within the application on the screen. If a connection is lost, the screen will display an error message. A user can click OK to remove the message and the screen will continue to display all upcoming bookings, but functions such as Extend, End and Book are blocked, however the user will be able to start a meeting.

13 13 Implementation Do I need to install or look after any middleware to make Connect work? No, each screen connects directly to the chosen calendar service to retrieve booking information. The Cloud portal is used for configuration of the solution and reporting, but this is fully managed by Condeco s technical team. Do I need additional professional services? No, Condeco Connect has been designed to be deployed without the need for any Condeco professional services. How long does it take to set up and configure the Connect Cloud application and room screens? Provided you have set up MS Exchange or Google G Suite correctly it should take you under a minute to set up a room and about two minutes to set up a screen. How do users get registered with a Connect account to enable them to start making bookings from screens, with RFID card enabled? You can manually create accounts for your staff, but the recommended approach is to not do this, but instead send communications your staff explaining how to register for their own account directly from their nearest room screen. To create an account on the screen, users can enter their first name, last name and on the screen. They then get sent an with a link to get their PIN, and can register an RFID card using the PIN. Do I need to import any data into Connect? No. All bookings are already in the room calendar (e.g. MS Exchange / Google G Suite) and users are set up manually. How is the Connect Cloud application, room screens and mobile apps updated in the future? The Connect Cloud portal will update with every release. Condeco will release updates to the software running on the Android-based room screens. Room screen updates can be carried out by Over The Air (OTA) application updates, pushed out by Condeco s technical team. There is also the option of updating screens via a USB key manually inserted on each device. The USB update is always available in case an OTA update fails. Mobile app updates are issued via the usual ios and Android app store update processes. The is no way to opt out of updates.

14 14 From a data sovereignty point of view, in what country is the Connect Cloud data be stored? The cloud-hosted aspects of Connect are all located within Microsoft s Azure cloud hosting service. Please talk to your sales rep for information about currently available data centres. There will not be replication from one Azure datacentre to another. Can I have Connect on premises without the cloud? No. Connect requires the cloud application to activate the screens. Screens will be able revert to a standalone mode to connect to MS Exchange only (future development). Commercial Is there a minimum purchase volume for Connect screens? No, there is no minimum. We can sell you one screen if needed. Can I upgrade from Condeco Connect to Condeco Enterprise? Yes, you can. We will change the screen software to work for Condeco Enterprise.