PanL BRTSYS_AN_027 Room Manager User Guide

Room Manager
User Guide

Part 1 – Introduction

Document Version: 1.0
Issue Date: 16-02-2024
Neither the whole nor any part of the information contained in, or the product described in this manual may be adapted or reproduced in any material or electronic form without the prior written consent of the copyright holder. This product and its documentation are supplied on an as-is basis and no warranty as to their suitability for any particular purpose is either made or implied. BRT Systems Pte Ltd will not accept any claim for damages howsoever arising as a result of use or failure of this product. Your statutory rights are not affected. This product or any variant of it is not intended for use in any medical appliance device or system in which the failure of the product might reasonably be expected to result in personal injury.
This document provides preliminary information that may be subject to change without notice. No freedom to use patents or other intellectual property rights is implied by the publication of this document.

1.1 About PanL Room Manager (PRM) User Guides
The below set of PRM user guides for the following components aims to provide necessary information for PanL Room Manager (PRM) hardware and software installation, configuration and operating information.

• PRM Server Installation & Configuration
• Mail Server / Calendar Server Setup & Configuration| BRTSYS_AN_027_PRM User Guide – 2. Installation & Configuration
2| PRM Management Console| BRTSYS_AN_028_PRM User Guide – 3. PRM
Management Console
3| PRM Supervisor and PanL Hub Supervisor Console| BRTSYS_AN_029_PRM User Guide – 4. PRM and PanL Hub Supervisor Console
4| PRM Outlook Add-In| BRTSYS_AN_030_PRM User Guide – 5. Outlook Add-In
5| PanL PD100 Display| BRTSYS_AN_031_PRM User Guide – 6. PanL PD100 Touch Display

1.2 About this Guide
The guide provides an overview of PanL Room Manager Eco-system, its features and safety guidelines.
1.3 Intended Audience
The intended audience will be System Integrators, Technical / Administrative users who will assist in realizing the capabilities, functionalities and the full benefits of the product.
1.4 Safety Guidelines
Important Safety Instructions:

WARNINGS:

• This symbol, , when used on the product, is intended to alert the user of the presence on uninsulated dangerous voltage within the product’s enclosure that may present a risk of electric shock.
• If the product is damaged and any internal components can be seen through the damaged area; unusual odours or unusual noises are detected; disconnect the device from the electric outlet and contact our support. See the user guide for the appropriate contact information.

ATTENTION:
– This symbol, when used on the productis intended to alert the user of importanoperating and maintenance (Servicininstruction in the literature provided wiequipment.

General Guidelines:
Follow these sensible guidelines:

• Read instructions- Read and understand all safety and operating instructions before installing or using the equipment.

• Retain instructions- Keep the safety instructions for further reference.

• Follow warnings- Follow all warnings and instructions marked on the equipment or in the user information.

• Comply with codes- Install all products in accordance with international, national, and local electrical and building safety codes. Some examples for reference are as follows:
  – In the United States of America, refer to ANSI/NFPA 70, US National Electrical Code (NEC).
  – In Canada. Consult the Canadian Electrical Code, Part I, CSA C22.1.
  – Elsewhere, refer to International Electro technical Commission (IEC) guideline 60364, parts 1-7.

• Avoid attachments- Do not use tools or attachments that are not recommended by the equipment manufacturer because they may be hazardous and they may void the warranty.

• Avoid water – Do not use this or other electrical equipment near water or objects filled with water. Clean the device with dry cloth only.

• Protect the power cord from being walked on or pinched particularly at plugs, convenience receptacles, and the point where they exit from the apparatus.

• Only use attachments/accessories specified by the manufacturer.

• Unplug this equipment during lightning storms or when unused for long periods of time.

WARNING: To reduce the risk of fire or electric shock, do not expose this equipment to rain or moisture.
This equipment shall not be exposed to dripping or splashing and no objects filled with liquids, such as vases, shall be placed on the equipment.

• Refer all servicing to qualified service personnel. Servicing is required when the equipment has been damaged in any way, such as when power supply cord or plug is damaged, liquid has been spilled, or objects have fallen into the equipment, the equipment has been exposed to rain or moisture, does not operate normally, or has been dropped.

Grounding (Earthing):

• Grounding faceplates – For products with metal faceplates, ground the faceplates to the product ground, and tie all the products in a system to a common ground. This prevents electrostatic discharge and can prevent video ground loops.
• Do not defeat the safety purpose of the polarized or grounding –type plug. Apolarized plug has two blades with one wider than the other. A grounding type plug has two blades and third grounding prong. The wide blade or the third prong is provided for user’s safety. If the providedplug does not fit into the outlet, consult anelectrician for replacement of the obsolete outlet.

Power and Electrical Supply:

• Appropriate power supply
  – Use only provided power supplies and power sources with our products. Use of unauthorized power supplies may harm the equipment, may void the warranty, and will void the regulatory compliance status.
  – For power adapters with detachable DC cords, consult the Manufacturer for guidance.
  – Power supplies are intended for continuous operation.
  – Our power supplies are universal input voltage supplies that operate from 100240 VAC and are intended to function at 50 to 60 Hz. The ambient temperature shall not exceed 50 o C and the altitude shall not exceed 2000m. Consult the Manufacturer if the input power supply being used is not provided by us. Make sure to use the appropriate power supply for corresponding models. Ensure that it is marked as “LPS” or “Class 2” if it is an LPS or Class 2 type.

• Location of power supplies
  – External power supplies with either plastic enclosures or metal enclosures with vents must not be located within environmental air handling spaces or a wall cavity.
  – Our power supplies are intended for indoor use only.
  – The power supply must not be permanently fixed to the building or similar structure.

Power Sources:

• This equipment should be operated only from the power source indicated on the product. This equipment is intended to be used with main power system with a grounded_Neutral_conductor or Line to Line. The third (grounding) pin is a safety feature, do not attempt to bypass or disable it.
  WARNING for Class I Products:
  Class I products must be connected only to a mains socket outlet with a protective Earthing (Grounding) connection.

• Power and IT system – Consult us before installation if the product will be connected to an IT power distribution system.

WARNING: Disconnect the equipment from the AC main before performing any service to the equipment.

• There are no user serviceable parts inside our equipment.
• Refer all servicing to qualified service personnel. To prevent the risk of shock, do not attempt to service this equipment by yourself because opening or removing covers may expose users to dangerous voltage or other hazards and may void the warranty

Ventilation, Mounting and Temperature:

• Ventilation slots and opening – If the equipment has slots or holes in the enclosure do not block any ventilation opening, as this may cause the product to malfunction. Install the device in accordance with the manufacturer’s instructions
• Temperature – Do not install electronic devices near any heat sources such as radiators, heat registers, stoves or other apparatus (including amplifiers) that produce heat. If possible, do not expose the product to direct sunlight. Also see “Rack mounding guidelines” below for temperature guidelines.

Placement Guidelines:
The following guidelines pertain to the safe installation of our device on a desk.

• Ensure that the device is not placed on the desk edges.
• Ensure that the placement is visible to the user.
• If using a glass or slippery desk, ensure that the rubber feet are in place. Use the rubber feet to stick to the bottom of the device. The rubber feet are provided as part of the package.
• The placement desk should be flat (Horizontal to ground), should not be in a slanting position.
• Please do not mount the device on a vertical wall / table.

FCC Statement:
This equipment has been tested and found to comply with the limits for a Class B digital device, pursuant to part 15 of the FCC Rules. These limits are designed to provide reasonable protection against harmful interference in a building installation. This equipment generates, uses and can radiate radio frequency energy and, if not installed and used in accordance with the instructions, may cause harmful interference to radio communications. However, there is no guarantee that interference will not occur in a particular installation. If this equipment does cause harmful interference to radio or television reception, which can be determined by turning the equipment off and on, the user is encouraged to try to correct the interference by one or more of the following measures:

• Reorient or relocate the receiving antenna.
• Increase the separation between the equipment and receiver.
• Connect the equipment into an outlet on a circuit different from that to which the receiver is connected.
• Consult the dealer or an experienced radio/TV technician for help.

This device complies with Part 15 of the FCC Rules.
Operation is subject to the following two conditions:

1. This device may not cause harmful interference, and
2. This device must accept any interference received, including interference that may cause undesired operation.

FCC Radiation Exposure Statement
This device complies with FCC radiation exposure limits set forth for an uncontrolled environment and it also complies with Part 15 of the FCC RF Rules. This equipment must be installed and operated in accordance with provided instructions and the antenna(s) used for this transmitter must be installed to provide a separation distance of at least 20 cm from all persons and must not be colocated or operating in conjunction with any other antenna or transmitter. End-users and installers must be provided with antenna installation instructions and consider removing the nocollocation statement.

Electrical appliances classes defined in IEC 61140, and are categorized into one of the five Classes
– Class I, Class II, III, 0 or 01. In a Class I products, the body or casing, which is usually made of metal, is connected to earth via an earth wire and plug. This earth connection provides an alternate path for electric current to flow in case of a fault, such as a failure of basic insulation.
1.5 Overview
The PanL Room Manager (PRM) is designed to support from large to small organizations to automatically handle meeting room booking issues such as room booking conflicts, ghost bookings, under-utilized rooms, etc. PRM is able to mitigate or completely eliminate these common problems and potentially help to reduce the number of rooms needed while increasing room utilization. Booking experience is further enriched with the use of intuitive touch displays with RFID/Passcode feature. Consequently, minimal efforts are needed to book rooms and fruitful meetings can happen without interruptions increasing overall employee productivity.
The PRM ecosystem is illustrated in Figure 1 consisting of PRM Software installed on an on-premise server which is fully integrated with supported major calendaring systems such as Microsoft Exchange and Microsoft 365 through configuration via a simple web console interface. Single or multiple PanL PD100 Touch Display Panels placed outside meeting rooms are linked to the PRM network via PanLHub through RJ45/Ethernet cable. PRM enables the panels and the calendars to be integrated seamlessly, synchronizing all scheduling data across all platforms on the same network. All communications in between are encrypted to ensure data security. The number of displays can scale up according to the number of rooms by simply adding more PanLHubs. The PRM centralized hub architecture enables cost effective PanL panels to be used while providing an easy way to power up the panels without any need for additional power supplies. It also provides a platform where automatic control functions can be added in the future such as controlling a room air- conditioner or a projector. Users have the option to book a meeting room right from the panel, Outlook or through mobile devices using Outlook Web Access (OWA). The panels are synchronized with the configured calendar and displays meeting information such as meeting times, meeting hosts and the meeting subject. Users can view the room’s meeting timeline for the day and perform on-spot booking on free timeslots. One touch claim, extend and end meeting functions are also available on the panel without users having to go through their own devices. With the claim and end meeting functions, PRM ensures unused rooms are always available for the next user. Users can browse/book/modify/cancel meetings of other rooms from the PanL using the Rooms function button. The display panel also comes with built in LED indicators to help users to view room availability status from afar through different colour schemes. The web management console (PRM Management Console) serves as a single administrative interface to configure PRM to functionoptimally. It allows system administrators/IT personnel to configure calendar, assign infrastructure layouts across local or multi-site locations, setup PD100 Display panel operating hours and authorization access (via Passcode or RFID Authentication) and configure a variety of room booking policies such as maximum claim time limit for auto room release, maximum booking and extend limit hours, etc. A dashboard which displays booking statistics data provides valuable insights to building management to understand and manage room booking behaviour to further improve utilization. Administrators are also able to fan out room information, catering and equipment ordering options to users through Microsoft Outlook Add-In feature via PRM Management Console.
1.6 Features
The following are some key features offered by PanL Room Manager (PRM) –
❖ Make room reservations right from the PanL Display panels, Outlook or mobile devices or Outlook Web Access (OWA)
❖ PRM Software provides seamless integration with supported calendaring systems such as Microsoft Exchange and Microsoft 365
❖ Room release through claim and end meeting feature preventing unnecessary room hogging
❖ Able to view detailed meeting information for the day on panel and perform on spot room booking
❖ PanL PD100 Touch Display panels with built-in LED light indicators allow users to locate a vacant room from afar – LED color code: Green (Available), Yellow (Awaiting Room Claim), Red (Meeting In Progress)
❖ Passcode entering and RFID Card access authentication options for panel booking
❖ Easy remote management and firmware updates of display panels and hubs through PRM Management Console and Supervisor
❖ Number of panels can be scaled accordingly and settings can be centrally managed and synchronized across multi-site locations
❖ Easy deployment of panels powered by PanLHub through RJ45 Ethernet cable. Operating hours for panels can be set for power savings
❖ Booking statistical data dashboard provides insights on room utilization, booking behaviours to better optimize user experience
❖ A single admin console interface provides a one stop management of calendar settings, infrastructure assignment, room booking policy settings and display panel and Hub configurations
❖ Secure communications between the clients and server over https. Database encryption over user account credentials
❖ Easily accessible room layout information such as room size, occupancy limit and equipment availability
❖ Convenient ordering of catering and equipment for meetings upon booking request
❖ Customizable notification email template
❖ User and system activity log file available through PRM Management Console

Appendix

2.1 Glossary of Terms, Acronyms & Abbreviations

organization that oversees the development of voluntary consensus standards for products, services, processes, systems, and personnel in the United States.[3] The organization also coordinates U.S. standards with international standards so that American products can be used worldwide.
FCC| The Federal Communications Commission is an independent agency of the United States government that regulates communications
by radio, television, wire, satellite, and cable across the United States.
HTTPS| Hypertext transfer protocol secure is the secure version of HTTP, which is the primary protocol used to send data between a web browser and a website. HTTPS is encrypted in order to increase security of data transfer.
IEC| International Electrotechnical Commission is an organization that prepares and publishes international standards for all electrical, electronic and related technologies.
LED| Light Emitting Diode is a semiconductor device that emits light when current flows through it.
NEC| The National Electrical Code is a regionally adoptable standard for the safe installation of electrical wiring and equipment in the United States.
NFPA| The National Fire Prevention Association is a global, non-profit organization that promotes safety standards, education, training, and advocacy on fire and electrical-related hazards
OTA| Over-The-Air update is an update to an embedded system that is delivered through a wireless network, such as Wi-Fi or a cellular network.
OWA| Outlook on the web (formerly Outlook Web App) is the browser-based email client for users to access email, calendars, tasks and contacts from Microsoft’s on-premises Exchange Server and cloud-based Exchange Online.
PRM| The PanL Room Manager is designed to support from large to small organizations to automatically handle meeting room booking issues such as room booking conflicts, ghost bookings, under-utilized rooms, etc.
RFID| Radio-Frequency Identification uses electromagnetic fields to automatically identify and track tags attached to objects.

2.2 List of Figures
Figure 1 – PanL Room Manager Ecosystem ……………………………………………………………. 7
2.3 List of Tables
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Revision History

Document Title : BRTSYS_AN_026 PRM User Guide – Introduction
Document Reference No. : BRTSYS_000081
Clearance No. : BRTSYS#059
Product Page : https://brtsys.com/prm/
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References

• Home - PanL Room Manager
• Satellite television in the United States - Wikipedia

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