Clevertouch | CleverLive | How to setup Room Booking using MSGraph (Office365)

Please find a copy of the article below attached as a PDF

Setting up Office 365 Rooms

Before you setup the Cleverlive Room Booking system, it is important to setup the room resources within Office 365 because changes within Office 365 can take an hour to propagate.

For this process you will need an Office 365 Administrator account to setup an Office 365 User account for the Room Booking Service account. The service account will only have permissions over the resources that the administrator grants within Office 365.

Create the Room Booking Service account

As the Office 365 Administrator, create the Room Booking Service account in the Office 365 portal:

https://admin.cloud.microsoft/?source=applauncher#/users

This user only needs the Basic license:

Setting up Room Resources in Office 365

For each device you will need to add a room resource within the Office 365 admin center:

https://admin.cloud.microsoft/?source=applauncher#/ResourceMailbox

Once you have added the rooms, you must edit each of the room resources in the “Booking options” to enable “Auto accept meeting requests”:

Next edit the “Delegates” to add the “Room Booking Service” account as a delegate:

Once the delegate has been added, click to edit the room and the “Delegation” tab:

Click on the “Read and manage (Full Access)” and add the “Room Booking Service” account to this permission. This can take 5mins to propagate.

Setup Outlook account

Next you will need to login to Outlook as the Room Booking Service (using an Incognito window):

From the top right menu select the “Open another mailbox” option and open each of the room Resources in turn and edit the “Sharing and permissions” on the calendar:

Set the Room Booking Service account to be a delegate and let it also view the private events:

Once you have selected the Delegate option you can then select the “Delegate and send me a copy” option:

Then for each room resource, using the Room Booking Service account, “Add calendar”  -> “Add from directory”:

 

Setting up Room Booking in CleverLive

Login, to https://www.cleverlive.com and make sure you can find the room-booking icon within the home page:

Your room booking screen will look like this if you have not setup anything:

Authenticate/link your Microsoft account

Select MS Graph as your calendar choice and save

Scroll down beneath calendar options to Authentication, here you will login to your Microsoft account and effectively link it to your room booking.

A new page window will open telling you to close it once you have successfully logged in. Head back to the room booking page and click refresh (F5).

When done, you should be greeted with a green bar with the text Authenticated at the top of the room booking page.

Create a new room to use

On the room booking page, scroll until you find the rooms section.

Add new room, under calendar account choose your calendar you want to use for the room.

Fill out the remaining details as you see fit and save. You should now see a new room listed.

You can preview the room by selecting the “Edit” button next to the room you want to preview, then on the pop-up window select preview.

Setting up your tablet with the room booking screen

Head over to the screens page to create a new screen for your tablet.

Create your new screen and fill out the details.

When editing the room select the “Room Booking” button, this will allow you to sync the screen and the room you created in the admin panel.

Troubleshooting and Debugging

If any problems arise from the instructions or other issues from use, you can find a list of helpful resources at the bottom of the room booking page.

If you are requesting help from a developer, they may ask for you to show your error log to help them troubleshoot.