/
8 - Adding new devices to an existing ROOMZ environment

8 - Adding new devices to an existing ROOMZ environment

If your ROOMZ system is already configured and you simply want to add new ROOMZ displays or sensors, follow the steps below.

Content

 

Step 1 – Booking system preparation

If you are installing ROOMZ sensors only, you can skip this section and go directly to Step 2.

First, verify which configuration is used in your environment, go to the ROOMZ Portal → Settings → Booking Systems and select your booking system. Then open the Settings tab at the top of the page, your booking system can be connected using one of the options below :

Microsoft Exchange / Microsoft 365

Delegation Permission

If your system is configured using delegation, you must:

  1. Create new meeting room resources in Exchange / Microsoft 365, or use existing ones.

  2. Grant Full Access delegation to the account connected to the ROOMZ portal so ROOMZ can access the room calendars. To do this, select the resource in your exchange server, go to the Delegation tab, and add the user with Full Access permissions.

If you cannot find the account in the graphical interface, it is usually because the account does not have a license assigned.

In that case you can:

  • Temporarily assign a license so the account appears in the graphical interface

  • Grant the required permissions

  • Remove the license afterwards if needed

Alternatively, you can perform the configuration using PowerShell if you do not have an available license.

Grant permissions using PowerShell

To grant access to the ROOMZ account to the meeting room calendars, you can use PowerShell.

Connect to Exchange Online:

Connect-ExchangeOnline

Grant access per room

To grant the ROOMZ account connected to the ROOMZ portal access to a specific meeting room calendar, execute the following command for each room.

Replace:

  • roomz-manager with the email adress of your ROOMZ account.

  • my-room with the email adress of your meeting room.

Add-MailboxPermission my-room -User roomz-manager -AccessRights FullAccess -InheritanceType All

Grant access to all room mailboxes

Alternatively, you can grant access to all room mailboxes at once using the following command.

Replace roomz-manager with the email adress of your ROOMZ account.

Get-Mailbox | Where-Object {$_.RecipientTypeDetails -eq "RoomMailbox"} | Add-MailboxPermission -User r

Application Permission

If your environment uses Application access with RBAC, no action is required.

ROOMZ automatically has access to the meeting room calendars.

If your configuration uses a Mail-enabled security group, follow the steps below.

Mail-enabled security configuration (graphic mode)

  1. Go to the Exchange Admin Center.

  2. Create the room resources if they are not already created.

  3. Navigate to Recipients → Groups → Mail-enabled security.

  4. Locate the group authorized for ROOMZ.

By default this group is named:

RoomzResources

However, it may have been renamed. You can search for Roomz in the search bar.

  1. Add the new room resources as members of this group.

Exchange On-Premises

The following commands must be executed using the Exchange Management Shell on the Exchange server with administrator privileges.

After executing the commands, it may take up to 15 minutes for the permissions to become effective.

The ROOMZ service account (e.g. roomz-manager) needs permission to access and manipulate the meeting room calendars.

Two configuration options are available:

  • Option 1 — Impersonation (recommended)

  • Option 2 — Full Access permissions

We strongly recommend using Option 1 (Impersonation) for better scalability, performance, and easier maintenance.

Option 1 — Impersonation (recommended)

This configuration only needs to be executed once.

Replace roomz-manager with the name of your ROOMZ service account.

New-ManagementScope -Name "RoomzScope" -RecipientRestrictionFilter {RecipientTypeDetails -eq "RoomMailbox"} New-ManagementRoleAssignment -Role ApplicationImpersonation -User roomz-manager -CustomRecipientWriteScope "RoomzScope"

This configuration grants the ROOMZ account impersonation rights for all room mailboxes.

Option 2 — Full Access permissions

This configuration must be executed for each meeting room mailbox.

Replace:

  • roomz-manager with the name of your ROOMZ service account

  • my-room with the name of the meeting room mailbox

Add-MailboxPermission my-room -User roomz-manager -AccessRights FullAccess -InheritanceType All

Google

Google Workspace (delegation)

If your environment uses Google delegation, please follow the process below.

  1. Go to “Your Calendar” by connecting to: https://calendar.google.com.

  2. Search for “Other Calendars” on the left side of the screen, and click on the + to “Browse Resources”.

2023-07-27 14_52_03-Setza SA - Calendar - Browse resource calendars.png

  1. Click on the room's name on the left of the screen and open “Share with specific people or groups”

Under “Integrate calendar you will find the calendar ID you will need this later to connect the resource with the portal.

  1. Click on “Add people and groups”, you will arrive at this page: 

     

  2. Share the room with the email address of the Roomz user. Make sure to select “Make changes to events”.

  3. Repeat these steps for each resource

If you are using a different booking system, please refer to the corresponding documentation → Others

 

Once this configuration is completed:

  1. Go to the ROOMZ Portal

  2. Go to Settings -> Booking System

  3. Select your booking system

  4. Click Add resource

  5. Add the new rooms

In 90% of cases, the Resource ID corresponds to the room email address.

Step 2 – Device registration

Register the new devices.

Please follow the procedure below:

3 - Device Registration

Step 3 – Wi-Fi connection

Connect the new devices to the Wi-Fi network.

The easiest method is to use NFC to copy an existing Wi-Fi configuration and apply it to the new devices.

Using NFC

Alternatively, you can use another method described in the following documentation: 4 - Connection to the Wi-Fi

Step 4 – Creating spaces and assigning devices

  1. Go to My Organization in the ROOMZ portal.

  2. Select your building, or create a new one if needed.

  3. Select the appropriate floor, or create a new one.

Click Add Space and choose the correct type:

  • Room → for ROOMZ display

  • Desk / Huddle / other type → for sensors depending on the setup

Once the spaces are created:

  1. Assign the booking resource created in Step 1 (for screens only).

  2. Assign the devices registered in Step 2 by clicking the "+" button.

For meeting rooms you can also add Room Sensors if needed.

If you are installing both:

  1. Assign the Roomz screen

  2. Then assign the Room Sensor

Once completed, your new ROOMZ devices will be fully operational.