Appspace-integration-guide

1. Prepare Appspace

The purpose of this section is to detail the steps required to prepare Appspace to allow the Embrava DMS to connect and display resource availability from Appspace on the Embrava Desk Sign.

Two steps are required to prepare Appspace for a connection with the Embrava DMS:

Gather Platform Service URL: This is the endpoint that the Embrava DMS will use to synchronize bookings with Appspace.

Create API Token: This is used by the Embrava DMS to create authenticated requests to the Appspace API.

These steps are detailed further below:

Gather Platform Service URL

For the Embrava DMS to make calls to your Appspace instance, the Embrava DMS requires that your enter an Appspace API Endpoint (Platform Service URL).

Follow the steps below to gather your Platform Service URL:

Browse to your Appspace Portal page.

Take note of the hostname listed in the browser as this will be used as the Platform Service URL in  Section 2 – Connect Embrava DMS to Appspace.  

a. In the example below the Platform Service URL is app4.cloud.appspace.com

Create API Token

For the Embrava DMS to connect to your Appspace instance, the Embrava DMS requires an API Token to securely access the Appspace API to synchronize bookings between Appspace and the Embrava Desk Sign.

Follow the steps below to create an API Token within Appspace:

Select Integrations from the main menu as shown below:

Select the API Tokens tab and click Add.

Enter a Client/Application name and select a User with an admin role as shown below:

Once the API Token has been created, take note of the Subject ID and Refresh Token as shown below. This will be used by the Embrava DMS to authenticate with your Appspace instance.

This completes the Appspace preparation steps. You are now ready to connect your Embrava DMS to your Appspace instance.

2. Register Webhooks

To enable your Appspace tenant to send booking events to the Embrava DMS so they can be displayed on the Desk Sign, webhooks must be configured on your Appspace tenant.

Follow the steps to register the different webhooks for the various booking events:

Select Integrations from the main menu as shown below:

Select the Webhooks tab and click Create.

Enter Callback URL(https://eusfuncapp01.azurewebsites.net/api/appspace/{Org id}/event) ,name and description to define your webhook. Select Events "Resource Event Created Event" , "Resource Event Ended Event" , "Resource Event Updated Event" , "Resource Event Started Event" , "Resource Event Deleted Event" , "Resource Event Cancelled Event" and click create.

Note: The Organization ID required for each webhook can be found in your Embrava DMS Portal under Account -> Organization Details -> Org ID as shown below:

Your webhooks should look as follows once completed:

This completes the Appspace preparation steps. You are now ready to connect your Embrava DMS to your Appspace instance.

3. Connect Embrava DMS to Appspace

The purpose of this section is to describe how to connect the Embrava DMS to your Appspace instance.

Use the following steps to connect the Embrava DMS to your Appspace instance:

Follow the Wizard until you get to Step 2 – Connect your Platform. Select Appspace as your Platform and click Next as shown below:

Enter the Subject ID, Refresh Token and Platform Service URL gathered in Section 1 – Prepare Appspace as shown below:

Once you have entered these details, click Test Connection to confirm that the Embrava DMS can now communicate with your Appspace instance.

Once the connection is tested successfully, click Complete Step 2 to finalize the Embrava DMS connection with your Appspace instance.

You are now ready to create a default Desk Sign configuration.

4. Create Desk Sign Configuration

Once you have successfully connected your Embrava DMS to your Appspace instance, you must create a default Desk Sign configuration so that when your Desk Signs are first powered and connected to a network they will pull down and use this configuration from the Embrava DMS.

Create a default Desk Sign configuration by completing Step 3 of the setup wizard as shown below:

Enabled Components – Enable network and card reader components. 
Network: Choose the network type the Desk Sign should use to connect to the Embrava DMS. 
Card Reader: Enable the 125KHz or 13.56MHz card reader based on the security badge you will use.

Wi-Fi Details – Specify credentials if connecting the Desk Sign to a Wi-Fi network.

Alert Settings – Different settings that control the state of the Desk Sign. 
Alert Mode: Specifying if the device will display workspace or user availability. 
Booking Duration: The default booking duration that is used when a user taps their security badge to create a booking on the Desk Sign. A value of ‘0’ creates a reservation for the full day.  
Ending Alert Time: The amount of time remaining in a reservation where the Desk Sign will change to the Ending state to alert the user that their reservation is about to end.  
Enable Clean State: Display the Requires Cleaning state when a checked-in reservation has ended.

Display Settings – Used to control what is displayed on the Desk Sign screen. 
Name Display: Toggle between displaying the name of the event/reservation and the owner of the reservation. 
Anonymize Name: Prevent the name of the reservation from being displayed on screen to keep the reservation private.

Time Settings – Specify the time format and time servers the Desk Sign should use to synchronize and display time.

Workspace Status Settings – Define which colors the Desk Sign should use to depict the workspace status: Available, Reserved, Checked-In or Ending.

Once you have created your default Desk Sign configuration you are ready to map the Desk Signs to a workspace in Appspace.

5. Map Desk Signs to Resources in Appspace

The purpose of this section is to illustrate how Desk Signs are mapped to Resources in Appspace.

For a Desk Sign to manage the availability of a Resource in Appspace, the Desk Sign must be mapped to that Resource within the Embrava DMS by assigning the ID of an Appspace Resource to a Desk Sign.

Use the steps below to map a Resource in Appspace to a Desk Sign in your Embrava DMS:

Select Reservations from the main menu as shown below:

Select the Resources tab and find your Resource.

Once you have found your Resource, click the “…” menu button to Edit the Resource as shown below:

Take note of the Resource ID as shown below. This will be used to map a Desk Sign to this Resource.

Now you have your Resource ID, login to the Embrava Device Management Portal at https://portal.embrava.com

Select “Devices” in the main menu. Create a new Device by clicking the “Add Device” button as shown below:

When adding a new device, enter the serial number of the Desk Sign as the ID and then Resource ID captured above into the Resource ID field and click Add Device as shown below:

Once added you will see the new device listed with its mapped Resource name as shown below:

The device will automatically inherit the default configuration you prepared in Section 3 – Create Desk Sign configuration.
Click the Edit icon as shown above if you wish to customize the configuration of your newly added device.

10.

Repeat the steps above for all Desk Signs you would like mapped to a Resource in Appspace. For bulk mapping, please contact support@embrava.com for assistance.

Now all your Desk Signs are mapped to Resource in Appspace, you must now add users to your Embrava DMS so that any Resource reservations your users create in Appspace will be displayed on the Desk Sign.

6. Adding Users

The purpose of this section is to describe how users and their badge numbers are added to the Embrava DMS.

When integrating with Appspace, all user data is held within the Appspace user repository. Since Appspace is yet to support badge numbers/employee IDs, we must map badge numbers to Appspace users within the Embrava DMS.

To add an Appspace user to the Embrava DMS and assign them a badge number and employee ID so that they can tap a security badge or enter an ID to book a space, please follow the steps below:

Select “Users” in the main menu and click “Add User” as shown below:

Search for the Appspace user, enter their Badge Number, Employee ID and click Add User as shown below:

This user can now tap their security badge on the Desk Sign to automatically create a Resource reservation in Appspace.

With Resources mapped to devices and users added to your Embrava DMS, your Embrava Desk Signs are now ready to manage the availability of your agile workspaces.