© Officebooking 2017 1 Start-up Guide Officebooking – Google for work synchronization Rotterdam, juni 2017 Table of contents 1. Before you get started ............................................................................................................ 1 2. Enable API access ................................................................................................................... 2 3. Create a service account for Officebooking ............................................................................. 2 4. Create new calendar in Gsuite ................................................................................................ 4 5. Activate synchronization ........................................................................................................ 7 6. Connecting the rooms ............................................................................................................ 9 7. Testing the integrated workflow ............................................................................................ 9 8. Cancel or edit a reservation .................................................................................................. 12 9. Troubleshooting ................................................................................................................... 12 1. Before you get started The Officebooking platform enables you to share your company resources and make them available for booking by your users or employees. We support a number of interaction or touch points for end users including web, mobile and interactive signage solutions. This way your users are supported throughout their complete journey. This start-up guide will walk you through the process to set up calendar synchronization with Google Apps. In this guide we assume that you have some familiarity with the Officebooking tools and have an organization account available on the platform. If you are new to the platform make sure to review our general Getting started with Officebooking guide first. To implement the integration for Google Apps, you only need to follow a couple of simple steps. In order to do this you need administrator-level access to your Google Apps and Officebooking environment. By following the steps in this guide you will: - Create a generic user for Officebooking in Google Apps; - add resource calendars in Google Apps; - enter synchronization details in Officebooking; - connect your resources; - test the integrated synchronized workflow. If you need any help going through this process, please contact our Officebooking support center for further assistance.
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©Officebooking2017 1
Start-upGuideOfficebooking–GoogleforworksynchronizationRotterdam,juni2017
Tableofcontents
1. Beforeyougetstarted............................................................................................................12. EnableAPIaccess...................................................................................................................23. CreateaserviceaccountforOfficebooking.............................................................................24. CreatenewcalendarinGsuite................................................................................................45. Activatesynchronization........................................................................................................76. Connectingtherooms............................................................................................................97. Testingtheintegratedworkflow............................................................................................98. Canceloreditareservation..................................................................................................129. Troubleshooting...................................................................................................................12
1. BeforeyougetstartedTheOfficebookingplatformenablesyoutoshareyourcompanyresourcesandmakethemavailableforbookingbyyourusersoremployees.Wesupportanumberofinteractionortouchpointsforendusersincludingweb,mobileandinteractivesignagesolutions.Thiswayyourusersaresupportedthroughouttheircompletejourney.Thisstart-upguidewillwalkyouthroughtheprocesstosetupcalendarsynchronizationwithGoogleApps.InthisguideweassumethatyouhavesomefamiliaritywiththeOfficebookingtoolsandhaveanorganizationaccountavailableontheplatform.IfyouarenewtotheplatformmakesuretoreviewourgeneralGettingstartedwithOfficebookingguidefirst.ToimplementtheintegrationforGoogleApps,youonlyneedtofollowacoupleofsimplesteps.Inordertodothisyouneedadministrator-levelaccesstoyourGoogleAppsandOfficebookingenvironment.Byfollowingthestepsinthisguideyouwill:
- CreateagenericuserforOfficebookinginGoogleApps;- addresourcecalendarsinGoogleApps;- entersynchronizationdetailsinOfficebooking;- connectyourresources;- testtheintegratedsynchronizedworkflow.
Ifyouneedanyhelpgoingthroughthisprocess,pleasecontactourOfficebookingsupportcenterforfurtherassistance.
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2. EnableAPIaccess
YouneedtoactivateAPIaccessinyourGsuiteadmincenterastograntaccesstoOfficebookingtoaccessyourresourcecalendaranduserdata.Whenthereisnoneedforsynchronizinguserdataandcalendarsettings,justskipthisstepandproceedtothenextstep.LogintoyourGsuiteadmincenterwithyourGsuiteadministratorcredentials.ClickontheSecurityOption.Underthe‘APIReference’section,makesurethe‘EnableAPIAccess’boxischecked.
3. CreateaserviceaccountforOfficebookingYouwillneedtocreateaserviceaccountforOfficebookingthathaspermissiontoreadandwritedatatoyourresourcecalendar.Fromyouradministratorconsolepagenavigatetotheusersection.
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Selectthebig‘plus’attherightbottomofthescreenandselect‘Adduser’.Createagenericuseri.e.officebooking@yourdomain.comthatiseasytoidentify.
Setapasswordforthisuserthatyoucanchoosetomailtoregister@officebooking.net.Next:createyourresourcecalendars.
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4. CreatenewcalendarinGsuiteIfyouhaven’tdoneso,youshouldcreateanewcalendarforeveryresourceyouwanttoschedule.Aresourcecalendarisaspecificcalendartypethatisusedforschedulingcompanyassets,forexamplemeetingroomsorAVequipment.Aresourcecalendarisquitesimilartoaregularusercalendar,howevertherearesomedifferences:-Aresourcecalendarshouldn'tallowconflicts-AcalendarcanbesharedacrossmultipleuserswithinyourGoogleSuitedomain-CanbeinvitedtoeventsastoscheduletheroomInorderforOfficebookingtosynchronizereservations,resourcecalendarsshouldbecreatedfirst.Createaresourcecalendar
GototheadministratorpanelinGoogleSuiteandselectApps>GoogleApps>CalendarYourcalendarwillthenopeninanewbrowsertab.Ontheleftsideofyourdisplay,selectthearrownextto‘Mycalendars’tocreateanewcalendar.Select‘Createnewcalendar’.
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Enterthedatafortheroom.Theminimumrequiredinformationperroomisthenameoftheroom.
Makesureyouticktheboxfor‘Sharethiscalendarwithothers’.Choose‘Sharethiscalendarwith
everyoneintheorganizationOfficebooking’.
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Next,addtheOfficebookinguseryoujustcreatedasaspecificuserandmakesureyouselect‘MakechangesANDmanagesharing’atthepermissionsettings.Thisway,Officebookinguserisabletoreadandwriteeventstotheresourcecalendar.
Finally,select‘Createcalendar’buttonatthebottomortopofthepage.YouhavenowsuccessfullycreatedyourRoom
calendar.SetCalendarpermissionsNowselect‘Calendarsettings’tosetCalendarpermissions.
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Youneedtotick‘Auto-acceptinvitationsthatdonotconflict’inordertopreventdoublereservations.Selectthesavebuttontostoreyourchanges.Next:Activatesynchronization.
5. ActivatesynchronizationWhenyou’redonecreatingroomswithinGoogleSuiteit'stimetosetuptheconnectionwithOfficebooking.WeassumeyouhavealreadysetupyourcompanyaccountinOfficebookingandcreatedyourrooms,otherwiseweadviseyoutodosobyfollowingtheGettingstartedguide.LoginusingtheOfficeAdminaccount.Select‘Company’fromthemenu.Select‘Connect’buttonatGoogleforWorklogo.
YouwillberedirectedtoaGoogleforworkpagethatrequestsyoutoentertheserviceaccountyou’vecreatedearlier.EntertheEmailaddressandselectNext.
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AllowtheOfficebookingusertomanageyourcalendars.YouarenowconnectedtoOfficebooking.YoucantesttheconnectionbyselectingtheListcalendarsbutton.
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Thispopupshowsalistofallroomsyoucannowaccesswithyourserviceaccount.
6. ConnectingtheroomsItsnowtimetoconnectyourgsuitecalendarstoOfficebookingassets.NavigatetotheAssetstabandselecttheassetyouwishtopair.Scrolldownuntilyousee‘GoogleEmail’.Hereyoucanselecttheresourcecalendaryouwishtopairwith.
Saveyourassetandyes,you’regoodtogo!
7. TestingtheintegratedworkflowAftertheGoogleconnectionhasbeensetup,logintoOfficebookingandcreateareservationatoneoftheresourcesyou’veadded.InourexamplewebookameetingatintheMauveroomfor4persons.Navigatetoyourassetandselect‘Reservations’.WhenyouselecttheAddbuttonattherightcorneroftheoverviewyoucanenteranewreservation.
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CheckthatthereservationisaddedtoyourreservationslistinOfficebooking.
Nowlogintogooglecalendar,assumingyoualsoareabletoviewthecalendars.Checktoseethatthemeetingwasaddedtotheroomcalendar.
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Rememberthatthereisasynchronizationtimeinterval.Currentlywesynchronizeevery3-6minutes,dependingonthetrafficandloadofourservers.Nowalsotesttheotherwayaroundsocreateaneweventinyourcalendarandinvitetheroom.
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It’simportanttoseethedifferencebetweenLocationandGuestsfortheevent.Theroomisinfactaregularuserwithaseparatecalendarandshouldbeinvitedifyouwantthemeetingtotakeplaceinthedesiredroom.Savethebookingandwaitforsynchronization.WithinOfficeAdmincheckyourreservationspage.Themeetinghasbeenaddedtoyourreservationsoverview.
8. CanceloreditareservationAnychangetothereservationyousubmitineithersystem(GoogleSuiteorOfficebooking)shouldbesynchronized.PleasenotethataftercancellingameetinginOfficebooking,theoriginalmeetingstaysinyourcalendar,themeetingisremovedfromtheresourcecalendar.InOfficebookingthebookingiscancelledbutcanstillbeviewed.Youcanviewallreservations,includingcancellations,byselecting‘Allbookingsthismonth’inthereservationview.Whentestingchangesandcancellationskeepinmindthatwesynchronizeevery3minutes,itcantakealittlewhilebeforeyourchangesaredisplayedineitherGooglecalendarorOfficebooking.
9. TroubleshootingRecurrentmeetingsCurrentlywedon’tsupportrecurrentmeetings.Thismaybeconfusingfortheuserasweignorerecurrentmeetings.Althoughwe’recurrentlyworkingonasolutionto(limited)supportofrecurrentbookingsitmaytakesometimebeforewe’rereadytoimplement.Also,beawarethatthebiggestcauseofno-showsarerecurrentmeetings.ConflictsOfficebookingdoesn’tallowmultiplereservationsforthesamedateandresource.If,bymistake,youforgottoselectthe‘Autoacceptwithoutconflicts’buttonthereservationthatwasmadefirstisaccepted.AnyotherbookingatthesametimewillbeignoredalthoughGsuitewillacceptit.
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