EventBoard Documentation
Contents
1. x Google Sync a Google Sync Manage devices iPad Last sync 2013 08 26 11 18 iPad Last sync 2013 08 26 11 18 iPad Last sync 2013 08 26 11 18 gt iPad Last sync 2013 08 26 11 18 gt iPad Last sync 2013 08 26 11 18 gt iPad Last sync 2013 08 26 11 18 gt Select a device and under My Calendars select which calendars you want to sync with ON DEVICE Confirm calendars are synced to the iPad by launching the iPad Calendar app Select Calendars at the bottom middle of the screen If you can see the calendar resource you need you can now successfully use EventBoard EventBoard User Manual 27 Office365 Calendar Setup Requirement Your Office 365 administrator must have allowed calendar publishing For more details please visit http office microsoft com en us office365 suite help turn on calendar publishing so people can share information HA102892275 aspx For each Office 365 calendar that you would like to view within EventBoard follow the instructions at http office microsoft com en us office365 suite help video publish your office 365 calendar or send it in email VA103991825 aspx for publicly sharing a calendar by having Office 365 send the link to your own email account Copy the subscription URL from the email The subscription URL should begin with webcal and end with ics On your iPad go to the iPad Settings Tap Mail Contacts Calendars Under the Accounts heading tap O2. Calendar Name Calendar Color Representation Calendar Read or Write Settings Calendar Unique Identifier STATUS DATA OS Version App Version Battery Percentage WiFi Failures SENSITIVE CALENDAR DATA We understand that sensitive information can often be found in your calendar data EventBoard has been designed to give administrators the control they want on what happens with their data while using EventBoard Without explicit consent we do not send any calendar information not listed above to our servers ANALYTICS DATA EventBoard allows for data analysis on its servers but this must be opt ed in by the account administrator Analytics are available about the usage of the room as well as the effectiveness of the meetings EventBoard User Manual 19 The EventBoard Ecosystem LOCAL CALENDAR ENVIRONMENT You are already running an existing system for your calendars To use EventBoard you do not need to migrate to a new system for managing your conference rooms Some modifications may need to take place to get the best use of EventBoard but those typically have no impact on your system users EVENTBOARD ONLINE WEB PORTAL Devices running the EventBoard Display Client are managed via an online Web Portal at http eventboard pro The Web Portal is where you will manage all of the settings for your account and your devices The Web Portal also allows access to analytics account management pu
3. of booking policies and EventBoard can accommodate most companies This includes the ability to create events on the device require participants to checkin and delete or cancel events on the device PRIVACY We understand that some information is private and should not be exposed on a public facing device Through the EventBoard Web Portal you can choose to hide Event Descriptions Titles and Participants EventBoard User Manual Display Themes amp Customizations MAKING AN IMPRESSION Using a custom theme with EventBoard turns your office into a branded experience that will make a powerful impression on anyone that visits INDIVIDUAL ROOMS Even your conference rooms can be customized Whether it is a completely different theme or changing the color or imagery each room can have its own unique display COMPLETE FLEXIBILITY EventBoard custom themes aren t restricted to templates or layouts They can be completely customized and original interfaces to match your organizations unique brand AVAILABLE DISPLAY THEMES By default each device registered will install a handful of themes You can change out themes on demand to see how each looks On the EventBoard Web Portal you can also purchase other themes that may look better in your environment BASIC CUSTOMIZATIONS We understand that your office is an extension of your brand Any existing theme can be customized to better fit in with your look Basic customizations includ
4. EventBoard PRODUCTIVITY EventBoard works on top of the existing calendar system As meetings are changed moved and deleted EventBoard automatically updates in real time No one has to waste time printing out calendar schedules and posting them on each conference room in the morning BRAND EQUITY Not only is EventBoard a tool for productivity it is also a means to reinforce your company s brand and create a professional look within your office It is a tech forward solution that will impress and set the tone for visitors and employees CLOUD MANAGEMENT It is critical that your conference room display solution offers cloud based management EventBoard allows you to manage the settings for every device from one simple web interface our EventBoard Web Portal Whether the conference rooms are on different floors different buildings or even different parts of the world they can all be managed and controlled from the web ANALYTICS EventBoard offers the tools to measure office productivity and usage Since it sits on top of the calendar system it can report on which rooms are used how often they are used and if any are being neglected This is valuable data when considering office expansions remodels and basic facilities management EventBoard User Manual 9 Pricing and Billing EVENTBOARD PRICING EventBoard is a comprehensive enterprise service which requires customers to purchase plans to use the service You can view cu
5. EventBoard User Manual EventBoard User Manual EventBoard EventBoard User Manual Document Information DOCUMENT SUMMARY Document last updated Wednesday January 15 2014 Setup for iOS detailed for version 7 0 Setup for EventBoard Display Client version 1 4 3 REVISIONS Documentation updated for iOS 7 EventBoard User Manual EventBoard Summary EventBoard INTELLIGENT ROOM CALENDAR DISPLAYS Benefits of EventBoard PRODUCTIVITY BRAND EQUITY CLOUD MANAGEMENT ANALYTICS Pricing and Billing EVENTBOARD PRICING EVENTBOARD VOLUME PRICING EVENTBOARD BILLING EVENTBOARD TRIALS EventBoard Portal Summary Display Controls GENERAL BOOKING PRIVACY Display Themes amp Customizations MAKING AN IMPRESSION INDIVIDUAL ROOMS COMPLETE FLEXIBILITY AVAILABLE DISPLAY THEMES BASIC CUSTOMIZATIONS ADVANCED CUSTOMIZATIONS COMPETITIVE PRICING Device Display Hours EventBoard User Manual 10 10 10 10 10 11 12 12 12 12 13 13 13 13 13 13 13 13 14 SUMMARY Title Cards SUMMARY EXAMPLE USAGE EventBoard Technical Summary Supported Calendar Environments Ports Needed For EventBoard Deployment EventBoard and Your Calendar Data DATA SENT TO THE EVENTBOARD SERVERS SENSITIVE CALENDAR DATA ANALYTICS DATA The EventBoard Ecosystem LOCAL CALENDAR ENVIRONMENT EVENTBOARD ONLINE WEB PORTAL EVENTBOARD DISPLAY CLIENT EventBoard Setup EventBoard General Setup ONE TIME STEPS PER DE
6. VICE STEPS Your EventBoard Account ACCOUNT REGISTRATION LOGIN TO EVENTBOARD ONLINE WEB PORTAL LOST FORGOTTEN PASSWORD Google Calendar Setup ON DEVICE ON GOOGLE COM ON DEVICE EventBoard User Manual 14 15 15 15 16 17 18 19 19 19 19 20 20 20 20 22 23 23 23 24 24 24 24 25 25 27 27 Office365 Calendar Setup EventBoard Display Client DOWNLOAD CLIENT LAUNCH CLIENT AUTHENTICATE DISPLAY CLIENT DEVICE REGISTERED AS EventBoard Best Practices Securing the Devices Running EventBoard SECURING SOFTWARE SECURING THE HARDWARE Multiple Device Management MDM SOLUTIONS Naming Your Conference Rooms NAME EXAMPLES ADDITIONAL NAMING IDEAS SUGGESTIONS WHEN CHOOSING NAMES EventBoard User Manual 28 30 30 30 30 30 31 32 32 34 35 35 36 36 36 37 EventBoard Summary EventBoard User Manual EventBoard INTELLIGENT ROOM CALENDAR DISPLAYS Stop paying for expensive and clunky room scheduling devices With EventBoard you can manage room scheduling and display upcoming events while using the attractive interface of an iPad giving your company or eventthe polished and professional look it deserves Not only is EventBoard a beautiful room display it is also a powerful facilities and reporting tool Now you can see which rooms and resources are being used the most giving powerful insight into the daily pulse of the organization EventBoard User Manual Benefits of
7. aded from the App Store you can tap the EventBoard icon to launch into the EventBoard Display Client AUTHENTICATE DISPLAY CLIENT In order to associate your account with the EventBoard Online Web Portal you must authenticate with your account credentials Typically this step is only done once during the initial deployment DEVICE REGISTERED AS Once authenticated EventBoard will sync the calendar names to the EventBoard server Atthistime EventBoard will display Device Registered as Device 1 or something similar If you see this screen the EventBoard Display Client does not know which calendar to display To getthe calendar to display visitthe EventBoard Online Web Portal selectthe device you setup and then select the Calendar you want to display lf there are no Calendars listed in the Portal you may need to refresh the page If you still do not have any calendars in the dropdown force quit the EventBoard Display Client on the device and relaunch EventBoard Once you have completed the force quit refresh the device page on the Online Portal Make sure to verify your calendars are visible in the iPad Calendar app If problems persist please contact us 1 415 423 2373 EventBoard User Manual 30 EventBoard User Manual EventBoard Best Practices Securing the Devices Running EventBoard SECURING SOFTWARE GUIDED ACCESS MODE In iOS there is the ability to setup Guided Access Mode on the device This functionality will d
8. ard Technical Summary EventBoard User Manual Supported Calendar Environments This list is updated periodically and contains information that is available at time of publication This document is intended as a quick reference and should not be regarded as comprehensive As a general rule of thumb if an iPad can support your calendar environment then you will have no issues running EventBoard in your environment Product Name Google Calendar Microsoft Exchange 2007 2010 and 2013 Microsoft Office 365 amp Outlook com Apple s iCloud Yahoo Aol iCalendar Supported Calendars ics Updated January 15 2014 EventBoard User Manual 17 Ports Needed For EventBoard Deployment This list is updated periodically and contains information that is available attime of publication This document is intended as a quick reference and should not be regarded as comprehensive PORT Service or Protocol Name Service Name 80 Hypertext Transfer Protocol http 443 Secure Sockets Layer https 123 Network Time Protocol ntp 2195 Apple Push Notification Service 2196 Apple Push Notification Service 5223 Apple Push Notification Service EventBoard User Manual Updated January 15 2014 EventBoard and Your Calendar Data DATA SENT TO THE EVENTBOARD SERVERS By default a select amount of information is sent to our servers for processing and assisting in managing a deployment CALENDAR DATA
9. es adding your logo or changing colors on the display ADVANCED CUSTOMIZATIONS Not all available themes will fit into your office so we offer more advanced customizations With very few restrictions your design team can build the perfect theme for your environment If you do not have an available design team we would be more than happy to assist in designing a theme that will fit your look perfectly COMPETITIVE PRICING EventBoard custom themes are offered at a price comparable to most pieces of office furniture but can be used throughout your entire organization EventBoard User Manual 13 Device Display Hours SUMMARY Keep your Display Devices from being fully lit all day every day by scheduling device hours Though iPads do not typically experience burn in the cost of always on displays can get expensive We recommend that customers setup device hours to be on during work hours and off during off hours EventBoard User Manual Title Cards SUMMARY Title Cards offer the ability to schedule a new billboard like display to communicate information on your Display Devices Currently you can display text and an image on Title Cards EXAMPLE USAGE e Welcome a client to your conference room with their company logo and welcome message e Celebrate birthdays by pushing out Title Cards with the relevant information e Inthe event of an emergency quickly communicate information office wide EventBoard User Manual 15 EventBo
10. isable the home button and lock the device into EventBoard In the unlikely event that EventBoard crashes if it is in Guided Access Mode the app will reboot itself On your iPad go to the iPad Settings Tap General ob ope Tap Accessibility iPad 8 45 AM 100 m Settings General Airplane Mode About Wi Fi Software Update B Bluetooth Siri E Notification Center Spotlight Search B Control Center Text Size Do Not Disturb Accessibility i Sounds pa ET i Wallpapers amp Brightness i o Privacy Ji Lock Rotation v coua Mute o Mail Contacts Calendars te Notes Usage EventBoard User Manual 32 Under the Learn heading tap Guided Access iPad 8 45 AM 100 Settings lt General Accessibility On Off Labels Airplane Mode HEARING Wi Fi Neutron Corp Hearing Aids Bluetooth Off Subtitles amp Captioning Mono Audio Notification Center L R B Control Center Do Not Disturb o Sounds PHYSICAL amp MOTOR B Wallpapers amp Brightness Switch Control Off 0 Privacy AssistiveTouch off Home click Speed Default iCloud mai Contacts Calendars Accessibility Shortcut off Notes Toggle Guided Access and Accessibility Shortcut ON Set the Passcode and make sure to document it somewhere iPad 8 45 AM 100 Settings lt Accessibility Guided Access Airplane Mode Guided Access i Wi Fi Neutron Corp Guided Access keeps the iPad in a single app and allows you to control which featu
11. rchasing hardware documentation and customer support EVENTBOARD DISPLAY CLIENT The EventBoard Display Client is the public facing display of calendar events The Display Client runs on an iPad Device and the client can be downloaded via the iTunes App Store on your device http eventboard pro download EventBoard User Manual 20 Local Calendar Environment Company Calendar Data EventBoard Online Web Portal Display Settings amp Configuration EventBoard User Manual 21 EventBoard User Manual EventBoard Setup EventBoard General Setup ONE TIME STEPS ON PORTAL 1 Ensure you have an active trial EventBoard account ON DEVICE 1 Ensure your calendars are accessible via Display Devices iPad PER DEVICE STEPS ON DEVICE 1 Ensure device has access to the Internet 2 Setup the proper calendar account on the device 3 Download the EventBoard Display Client from the App Store 4 Authenticate the EventBoard Display Client ON PORTAL 1 Make changes to device such as name and settings 2 Select the calendar you want to display on the device EventBoard User Manual 23 Your EventBoard Account ACCOUNT REGISTRATION To use EventBoard you must first have an EventBoard account This can be setup online at http eventboard pro signup Your account details such as your password should remain private LOGIN TO EVENTBOARD ONLINE WEB PORTAL Once you have an EventBoard account you
12. res are available To start Guided Access Triple Click the Home button in the app you want to use B Bluetooth off Set Passcode Set the passcode used when Guided Access is enabled Notification Center B Control Center Accessibility Shorteut O When you Triple Click the Home when Guided Access is enabled the Accessibility Shortcut Do Not Disturb settings you have enabled will be displayed o Sounds B Wallpapers amp Brightness o Privacy coua o Mail Contacts Calendars Notes EventBoard User Manual To enable Guided Access Mode launch EventBoard and press the Home Button on the device 3 times This will launch the app into Guided Access Mode Setup Press Resume or Start to begin Guided Access Mode Press the Home Button on the device 3 times to exit This will bring up the password prompt once entered you can tap End to exit EventBoard 9 04 AM 100 E Guided Access Resume BatCave 9 0 4 Room Available UPCOMING Reserved Meeting Hardware Buttons Touch o Motion PRES 2 Options c lt c SECURING THE HARDWARE To secure an iPad to the outside of a conference room we highly recommend purchasing a secure enclosure to house the device For more information please visit http eventboard pro enclosures EventBoard User Manual 34 Multiple Device Management EventBoard has been successfully deployed in large environments around the world Large deployments have incl
13. rrent pricing at http eventboard pro plans EVENTBOARD VOLUME PRICING Volume Pricing is available for customers running 50 or more devices Please contact us for more information for larger deployments EVENTBOARD BILLING You can setup and bill to all major Credit Cards via the EventBoard Web Portal You can also request billing via Purchase Order Invoice EVENTBOARD TRIALS When you signup you will receive a free 15 day trial to use EventBoard with a single EventBoard Display Client TRIAL EXTENSIONS In some instances a 15 day trial is not sufficient Please contact our Customer Success team to extend your trial for additional testing in your environment EVENTBOARD DISPLAY CLIENT COUNT With every free trial a single device is given for access to the EventBoard Display Client If you need more than a single device please contact our Customer Success team to add more devices for additional testing in your environment CONTACTING SUPPORT Please call 1 415 423 2373 for assistance with your account EventBoard User Manual 10 EventBoard User Manual EventBoard Portal Summary Display Controls GENERAL EventBoard provides a variety of controls to assist you in getting the perfect settings in your environment You can mass apply settings to your devices or you can set them individually This is useful for different information in a public meeting room vs an Exec s meeting room BOOKING There is a wide variety
14. rs Boats Continents Dinosaurs EventBoard User Manual 36 SUGGESTIONS WHEN CHOOSING NAMES DON T USE LONG NAMES Long names typically do not appear on EventBoard very well We suggest keeping your room name under 8 characters when possible AVOID ALTERNATE SPELLING Purposely incorrect but cute spellings tend to annoy a large subset of people Incorrect spelling can also lead to confusion during the booking process DON T USE EMBARRASSING NAMES Given that EventBoard is typically viewable by anyone walking by be mindful of the names you assign your meeting rooms We suggest avoiding hateful derogatory or mean expressions or names DON T EXPECT CASE TO BE PRESERVED Naming rooms with different cases are not guaranteed to look correct on EventBoard USE NAMES THAT ARE RARELY USED Explanation Reference RFC 1178 http tools ietf org html rfc1178 EventBoard User Manual 37
15. should be able to login to your Account Dashboard LOST FORGOTTEN PASSWORD If you have lost or forgotten your EventBoard Account password you may retrieve it via http eventboard pro forgot EventBoard User Manual 24 Google Calendar Setup ON DEVICE On your iPad go to the iPad Settings Tap Mail Contacts Calendars Under the Accounts heading tap Google iPad Settings lt Mail Contacts Notification Center B Control Center Do Not Disturb o General Sounds B Wallpapers amp Brightness o Privacy coua EA Mail Contacts Calendars Notes Reminders el Messages EventBoard User Manual 2 59 PM 91 4 Add Account S iCloud ga Exchange Google YAHOO Aol Ela Outlook com Other 25 Enter your credentials that have access to your conference room resources in the proper fields Name EventBoard Email rooms enderlabs com Password eecceecee Description rooms enderlabs com Tap Next Toggle ON Calendars Toggle OFF Mail Contacts and Notes EventBoard User Manual 26 ON GOOGLE COM On the iPad go to https m google com sync settings Login as your account with your resources this is the same account you used above You will see a list of devices With large deployments this can be tricky but the most recently added device is the top most record in the list t 4 lt 4 PA amp L mgoogle com sync settings iconfigiwelcome
16. ther iPad 2 59 PM 91 Settings lt Mail Contacts Add Account Notification Center iCloud B Control Center l Ga Exchange Do Not Disturb Google amp General Sounds YAHOO Wallpapers amp Brightness Aol o Privacy Ela Outlook com coua Other Notes Reminders e Messages FaceTime EventBoard User Manual 28 Under the Calendars heading tap Add Subscribed Calendar iPad 2 58 PM 91 D Settings lt Add Account Other MAIL ae Notification Center Add Mail Account B Control Center CONTACTS Do Not Disturb Add LDAP Account Add CardDAV Account o General o Sounds CALENDARS Wallpapers amp Brightness Add CalDAV Account O2 Privacy Add Subscribed Calendar B coua Mail Contacts Calendars Notes Reminders oO Messages Paste the webcal address into the text input box labeled Server Subscription Q W E R T Y U O P KE A S D F G H J K L Next mm zixicivgsgnind 7123 i gt com 2123 ze EventBoard User Manual 29 EventBoard Display Client DOWNLOAD CLIENT IPAD On an iPad via the built in browser Safari please visit http eventboard pro download As an alternative you can search the App Store for EventBoard Pro ANDROID KINDLE FIRE Currently EventBoard is not supported on the Android Platform WINDOWS Currently EventBoard is not supported on the Windows Platform LAUNCH CLIENT Once EventBoard has been downlo
17. uded different floors different buildings and even different parts of the world With scale comes various headaches such as updating operating systems credentials and security settings To manage these devices we recommend researching different MDM Multiple Device Management Solutions to assist in your deployment MDM SOLUTIONS Below we have added some solutions that have been successful in our customers deployments If you have any questions about the various MDM solutions please contact us at 1 415 423 2373 SMALL SCALE Product Name Manual Management by IT Administrator iTunes Configurator LARGE SCALE Product Name JAMF AirWatch Absolute Manage MDM EventBoard User Manual 35 Naming Your Conference Rooms As we have supported EventBoard over the years there are often reoccurring themes in Conference Room naming We have listed a few to assist you in bringing more personality to your office NAME EXAMPLES CITIES San Francisco Las Vegas Paris Dublin Salt Lake City Toronto etc ELEMENTS Earth Fire Water Wind etc CELEBRITIES Lady Gaga Ryan Gosling Jack Nicholson George Clooney Kanye etc PLANETS MOONS amp STARS Earth Mars Moon Phobos lo Euro Sol Altair Vega etc SUPERHEROES Batman Superman Spiderman The Hulk etc ADDITIONAL NAMING IDEAS Movies Books Aztec Gods Animals Beers Bible Names Colors Compose
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