iOffice-integration-guide-iOffice

1. Prepare iOffice

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

Two steps are required to prepare iOffice 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 iOffice.

Create Service Account: This is used by the Embrava DMS to create authenticated requests to the iOffice API.

These steps are detailed further below:

Gather Platform Service URL

For the Embrava DMS to make calls to your iOffice instance, the Embrava DMS requires that your enter an iOffice API Endpoint.

Follow the steps below to gather your iOffice API Endpoint:

Browse to your iOffice Portal page.

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

Create Service Account

For the Embrava DMS to connect to your iOffice instance, the Embrava DMS requires a service account to securely access the iOffice API to synchronize bookings between iOffice and the Embrava Desk Sign.

Follow the steps below to create a service account:

Click Admin -> Users from the main menu and click Add User as shown below:

Create a new user with Site Admin permissions as highlighted below:

Complete all the User information and click Create.

Once the user is created, click the Reset Password button as shown below to receive a link to set the password of the user to the email address that was specified.

Note the Username and Password of this user as it will be used later in this document when setting up your Embrava DMS instance.

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

2. Connect Embrava DMS to iOffice

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

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

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

Enter the Username, Password and Platform Service URL gathered in Section 1 – Prepare iOffice as shown below:

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

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

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

3. Create Desk Sign Configuration

Once you have successfully connected your Embrava DMS to your iOffice 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 Space in iOffice.

4. Map Desk Signs to Spaces in iOffice

The purpose of this section is to illustrate how Desk Signs are mapped to Spaces in iOffice.

For a Desk Sign to manage the availability of a Space in iOffice, the Desk Sign must be mapped to that Space within the Embrava DMS.

Use the steps below to map Desk Signs to Spaces in iOffice:

Select Admin -> Space -> Sensors from the main menu as shown below:

Click Add Sensor and select the Space you want to assign the Desk Sign to, enter the Embrava ID of the Desk Sign as the Sensor ID and select “Embrava” and “Desk Sign” for the Vendor and Type fields respectively and click Save.

You have now mapped a Desk Sign to a Space in iOffice. Repeat Steps 1-3 to assign Desk Signs to all your required Spaces with iOffice.

Now all your Desk Signs are mapped to Spaces in iOffice, you must now assign badge numbers to users in iOffice so your users can use their security badges to quickly book a workspace when required.

5. Assigning Badge Numbers to Users

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

When integrating with iOffice, all user data is held within the iOffice user repository.

To assign a user a badge number so that they can tap a security badge to book a space, please follow the steps below:

Search for the user you would like a badge number assigned, select the user and enter the badge number in the Employee ID field as shown below and click Save:

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

With Desk Signs mapped to Spaces and badge numbers assigned to users, your Embrava Desk Signs are now ready to manage the availability of your Spaces within iOffice.

Integrate with

Overview

The main features of the solution include:

Desk Sign

Embrava DMS

Stored in iOffice