TOPDesk

Content

Create a User in TOPDesk

1️⃣ Create an Authorisation group with the name ROOMZ-API and assign the following rights to the group:

Ruprik	Settings	Read	Change	Create	Delete
Reservation-management	Reservation requests	x	x	x
	reservations	x	x	x
	reports about reservations	x
	reports about object reservations	x
	reports for rooms	x
	report assistant services	x
	KPIs for reservations	x	x	x
	KPIs for object reservations	x	x	x
	KPIs for room reservations	x	x	x
	KPIs for services	x	x	x
	setup reservations management	x
Report-API	REST API	x
	Data access for extended reporting	x
	use application passwords		x
	reservation overview API	x

2️⃣ Create a new editor and link him with the authorisation group created before, login now in top desk with the new editor and create a new application password (my settings).

Please not the password, this is only visible once!

3️⃣ Move to the next step.

Setup

Go to the Portal and navigate to Settings – > Bookingsystem, click on + Add Bookingsystem:

Define the name of the connector, and add the URL and the credentials:

Provide the URL of the space you want to connect, e.g. https://topdesk.yourdomain.com/tas/api
Paste Username and password
Click 'Save.'

Setup Instant booking

To be able to book and release meetings with the ROOMZ Display, you need to follow these steps:

Create a new person, with this person the ROOMZ Server is able to create bookings (Instant books). It is important that this person is able to reserve the meeting rooms, check the permissions for the self-service portal.
To get the UUID (requester ID) you need to go to:
1. the settings of the person you would like to get the ID
2. click to more
3. select print
4. now a new page will open, you can see the UUID in the URL, copy the UUID and format it like it is requested from the ROOMZ Portal:
  1. XXXXXXXX-XXXX-XXXX-XXXX-XXXXXXXXXXXX (8 digits / 4 / 4 / 4 / 12)
5. Enter this number as requester ID in the settings of the booking system in ROOMZ:
6. use a ROOMZ Display to check if an instant book is working, if the book button is not visible make sure that the room is free for at least 15' and instant book is active in the option set

Add resources

Fetching resources:

Click on the booking system
On the top right, click on fetch resources

In the window that appears, you have the option to use the names of your resources as they are in Cobot by toggling Overwrite, or you can give your resources unique names in ROOMZ by clicking 'Keep'.

To keep things familiar for your members, we recommend using the Overwrite toggle. Once you’ve made your selection, click 'FETCH RESOURCES.'

If you are unable to fetch resources, you’ll need to '+ ADD RESOURCE' and manually provide the name and ID of each resource.

Once you’ve added your resources, click 'TEST ALL' in your ROOMZ portal:

If all of your resources are connected successfully, they will each have a green circle in their row.