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EventBoard Admin Overview

iOFFICE + SpaceIQ Knowledge Center

EventBoard Admin Overview

This article explains how the hierarchy works and explains the EventBoard room display settings that are controlled in the admin dashboard. Settings controlled from the displays can be found in the iPad and Android articles. We also cover what settings we find to work best for most of our customers.

Hierarchy 

Hierarchy encompasses your entire organization, You can set default settings for your organization as well as override those default settings at any level of your organization ( Campus, building, Floor, Room, and Device). Overrides give you the ability to make an exception to any of the default settings you have made for your organization. 

Think of hierarchy like a river, with default Organizational Settings being upstream and Devices downstream, If you choose to override a setting it will take effect at that level and trickle down to any level below it. 

Example: If you set an override to change a theme for a Building in your organization, that change will trickle down to all Floors, Rooms, and Devices in that building. 

Recommended Settings 

Teem has a number of options and settings you can manage, below are some of our suggestions. You can choose to set up your organization however works best for you, these are simply some settings we have noticed work well for a lot of our customers. 

Each setting has an icon above to let you know which devices it is compatible with i.e. Apple or Android

Eventboard Theme

There is a lot to learn about themes, we have created a whole article to cover this. To learn more click here.

Display Theme - Recommendation: Any theme that includes "Refresh" in the name

You can select a theme to be the default for all of your devices. We offer our Refresh themes in both portrait and landscape format. 

Booking from EventBoard Room Display

Allow Reservations - Recommendation: ON

This controls the ability to make room reservations from our tools including the EventBoard app, the Teem mobile app, and the Employee Tools at app.teem.com. Where you apply this setting will control where you are allowed to create an event. If this feature is turned off in the space overrides but turned on in the device overrides, you will be allowed to book from a tablet but not our mobile or web booking solutions. If it’s turned on at the space level but off at the device, you will not be able to book from the device but would be able to book via the web booking solutions. For the most flexibility, we recommend turning this on as a default setting for your organization.

Allow Overbooking - Recommendation: OFF

This will allow users to override existing events and schedule new events over them from the display. As this would create a double booking, we’d suggest you leave it off.

Immediate Reservations Only - Recommendation: OFF

When toggled to yes, reservations made from the EventBoard display will only be able to be booked with an immediate start time. While the user will be able to adjust the length of the meeting, they will not be able to adjust the start time. 

Require Event Checkin - Recommendation: ON

Requires users to check into an event prior to using the room. Otherwise, the event is canceled (but only from the room’s calendar, not the other attendees). This will allow you to free up the unused time and create an opportunity for the space to be utilized again.

Recommendation: Checkin Start - 5

Time in minutes before an event starts that check-in should be displayed. This will not interfere with a meeting in progress.

Recommendation: Checkin End - 10

Time in minutes after an event starts that check-in should be displayed. Once this expires, the meeting will be canceled from the room’s calendar.

Video

Show Future Events Recommendation: ON

EventBoard is already set to show today's events, this setting allows the display of events a few days into the future as well. 

Show Tentative Events - Recommendation: OFF

Toggling this to yes, will show events that have not been accepted by the room resource calendar or user account. If toggled to no, it will only show events that have been accepted by the room resource calendar.

Allow Future Bookings - Recommendation: ON

If turned on, bookings will be allowed not only for the day, but allowed for 2 weeks into the future.

Restrict Booking Length - Recommendation: OFF

If toggled to yes, and booking from the device, the length of meetings scheduled will have a time limit. When toggled to no, a user can book any meeting length up to 24 hours. We only recommend turning this on if you have a problem with staff who routinely book a room longer than needed at your workplace. This is also useful if you are using our Immediate Reservations Only feature.

Allow Book Other Spaces - Recommendation: ON

Allow users to change the room they are booking in the Quick Reserve option on the device. This makes it easy to book a space if the one you walked up to isn’t available.

Ending Events

Allow End Events Early - Recommendation: ON (for Google users)

This will allow for events to be ended from the device prior to their scheduled end time. While this works very well in Google, in Microsoft environments it can be tricky. Exchange and O365 allow only the meeting organizer to adjust the length of time for the meeting, so delegate access won’t allow our account to do this. The only way it can be done is through impersonation done at the user level. See Basics of Exchange and Eventboard doc.

Allow Canceling Events - Recommendation: OFF

This will allow upcoming events to be canceled directly from the device. We find that the Check-in feature does a great job of clearing the meetings that should be cleared.

Zombie Meetings

Delete Recurring Zombie Meetings - Recommendation: ON

If you have recurring meetings that are not being utilized this is a great way to clear them from your calendar. This feature relies on 'Require Event Check-in' being enabled for a Space, If a meeting is not checked into and after the 'Failed Check In' threshold is met, the event Organizer will be notified that all future instances of this event were removed from the Room's calendar.

Zombie Threshold

Recommendation: Failed Check-In Threshold - 3

A number of consecutive events to miss 'Check-In' before Event is removed from the Room's calendar.

Event Privacy

Event Privacy-  Recommendation: Show all details

These settings allow the Event title, Description, and Attendees to be shown on the device. 

3rd Party Integrations

Enable LED Enclosures - Recommendation: Only customers utilizing LED enclosures to need to modify this setting. 

These frequency requirements can be found in each enclosure's documentation or on the manufacturer's website and should be set for your specific LED enclosure. 

Work Requests

Work Requests - Recommendation: ON

There is a lot to learn about Work Requests, so we have created a whole article to cover this. To learn more click here. 

Device Brightness

Keep your Display Devices from being fully lit all day, every day by scheduling device hours. iPads do not typically experience burn-in, as they have an LCD screen. EventBoard is supported on Samsung Tab S2 as well as the Samsung Tab A. We recommend Tab A, because it has an LCD screen.

Awake Brightness - Recommendation: 70% 

Asleep Brightness - Recommendation: 0%

Device Brightness Hours - Recommendation: Business hours for your organization.

Adding schedules for your devices allows you to conserve energy and lengthen the life of the device screens. Outside of the defined set Brightness Hours schedule the devices will automatically enter power-save-mode and dim to the Asleep Brightness setting. If you need to see the display, a tap to the screen will brighten the device again for a short period of time.

Device Health

Show Warning Indicators - Recommendation: ON

Show on-screen warning indicators for a low battery, a battery symbol will be displayed on the device. For no WiFi, a WiFi icon will also be displayed on the screen

Manage Device Power Consumption - Recommendation: OFF

This will monitor the battery health on the device and dim the display automatically based on the battery percentage.

Device Security

Task Lock Mode - Recommendation: ON

Android Users: You will be required to enter a PIN before you can exit the EventBoard app.

Apple Users: We recommend using guided access mode, steps to enable this can be found herelink eventboard for ipad - install and setup.

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