EMS Room Sign App User Guide RSA PDF

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EMSROOM SIGN APP

User Guide

V44.1

Last Updated: March 7, 2018

Table of Contents

CHAPTER1: EMS Room Sign App (formerly Glance) User Guide 1

CHAPTER2: Introduction to EMS Room Sign App 2

CHAPTER3: Best Practices for Using EMSRoom Sign App 4

Considerations for Running EMS Room Sign on an iPad 5

Considerations for Running EMS Room Sign on an Android Tablet 6

CHAPTER4: Get Started With EMSRoom Sign App 7

Access EMSRoom Sign App Settings 7

Global Settings 9

Primary EMS Room Sign App Screens 10

CHAPTER5: Deploy EMSRoom Sign App on Tablets 13

Overview 13

Configure Kiosk Modefor iPads 14

Configure Kiosk Mode for Android Tablets 17

Provision and ConfigureKioWare Lite 17

General Settings 20

Browser Settings 20

Attract/Inactivity Settings 21

Toolbar Settings 21

Security Settings 22

Orientation Views for the EMS Room Sign App 22

Mount the EMS Room Sign App in an Enclosure 24

CHAPTER6: Set Up the EMS Room Sign App to Demo on a Desktop Browser

(Update 12+) 26

Overview 26

CHAPTER1: EMS Room Sign

App (formerly Glance)

User Guide

The EMS Room Sign App (formerly Glance) gives users real-time information

and at-a-glance availability for their meeting, learning, and working spaces. The

new, redesigned EMS Room Sign App includes:

A clean, color-coded interface that’s easy to scan for information

Simplified buttons and options, with fewer steps to make or edit reservations

Landscape and portrait orientations, including an Agenda View of the day’s events

Easier customization for your organization’s branding

CHAPTER1: EMS Room Sign App (formerly Glance) User Guide

CHAPTER2: Introduction to EMS

Room Sign App

The EMS Room Sign App (formerly named EMS Glance) is an optional web-

based application that turns your tablet (e.g., iPad, iPad mini, etc.) into a digital

room sign. Mounted outside of a meeting room or workspace in either land-

scape or portrait orientations, the application indicates whether a space is avail-

able or in use. The application also provides functionality to support check-in,

end, extend and book new meetings.

The EMS Room Sign App gives users real-time information and at-a-glance

availability for their meeting, learning, and working spaces. The new,

redesigned EMS Room Sign App includes:

A clean, color-coded interface that’s easy to scan for information

Simplified buttons and options, with fewer steps to make or edit reservations

Landscape and portrait orientations, including an Agenda View of the day’s events

Easier customization for your organization’s branding

NOTE: Your EMS Room Sign App purchase only includes the software

application itself; not the device, mounting accessories (enclosures, power

CHAPTER2: Introduction to EMS Room Sign App

supplies, etc.) or physical installation.

CHAPTER2: Introduction to EMS Room Sign App

CHAPTER3: Best Practices for

Using EMSRoom Sign App

Version 44.1, Update 12 introduced a sleek visual redesign and an upgraded

customer interface.You should consider the following when deciding whether

to buy the EMS Room Sign App:

1. You need to know when the EMS Room SignApp stops runningby receiving an

email notification (ideally),or by watching a central monitoring display. EMS does

not provide this capability, however,so you should physically check your tabletsto

see ifEMS Room Sign has stopped.

2. For the tablets running EMS Room Sign, you need to know if the battery fails, or if

connectivity has been lost, or if the operating system wants to update to a new ver-

sion. EMS does not detect these conditions remotely. In order to monitor these

issues, we recommend that you use a Mobile Device Management (MDM)system.

CHAPTER3: Best Practices for Using EMSRoom Sign App

CONSIDERATIONS FOR RUNNING EMS ROOM

SIGN ON AN IPAD

1. If the iPad's battery dies, the iPad will return to its home screen after you restore

power. At that point, you must configure Guided Accessagain for the EMS Room

Sign app. See Deploy EMSRoom Sign App on Tablets for more information.

2. If a userpresses the iPad's Homebutton, Guided Accessdisplays a passcode

screen. The screendisappears after fifteen seconds or if the user presses'Cancel.'

Note that users should not be able to press anytablet buttons if youuse a tablet

enclosure.

3. If a userpresses both the iPad's Homeand Sleep/Wake buttons simultaneously

for 10 seconds, the iPad restarts. At that point, you must configure Guided Access

again for the EMS Room Sign app.See Deploy EMSRoom Sign App on Tablets

for more information. Note that users should not be able to press any tablet buttons

if you use atablet enclosure.

4. iOS devices occasionally displaynotifications that a software update is available.

There is no way to suppress update notifications. When this notification appears,

the user can choose "Later" but the notification will appear again in 24 hours. If the

user chooses "Install Now," the iPad downloads and installs the update and then

restarts. At that point,you must configure Guided Access again for EMS Room

Sign. See Deploy EMSRoom Sign App on Tablets for more information

CHAPTER3: Best Practices for Using EMSRoom Sign App

CONSIDERATIONS FOR RUNNING EMS ROOM

SIGN ON AN ANDROID TABLET

1. Ideally, EMS Room Sign takes over the tablet so that it cannot be used for any-

thing else. However,Android provides no capability to lock down the tablet in a

way that's suitable for the EMS Room Sign App. Therefore,we recommend deploy-

ing the EMS Room Sign App with an Android app that puts the tablets in 'kiosk'

mode. Placing the tablet in kiosk mode prevents users from accessing other applic-

ations and also disable the 'Home' button. We recommend that you

purchase,install, and configure theKioware Liteapp.

2. If you run the EMS Room Sign App on a Samsung Tab A, users canpower off the

tablet by holding down the power button. If you have configured Kioware accord-

ing to our recommendations, EMS Room Sign will restart as soon as the tablet is

powered on. To prevent users from pressing the home button, you must use the

appropriate enclosure.

CHAPTER3: Best Practices for Using EMSRoom Sign App

CHAPTER4: Get Started With

EMSRoom Sign App

This topic discusses the different settings in your EMSRoom Sign App

(formerly named EMS Glance).

Access EMSRoom Sign App Settings

Global Settings

Primary EMS Room Sign App Screens

ACCESS EMSROOM SIGN APP SETTINGS

NOTE: When configuring devices (such as tablets) to use the EMSRoom

Sign App, please consider theseBest Practices for Device Configuration.

1. On the EMSDesktop Client toolbar, clickEMSRoom Sign ApppSettings.

2. TheEMSRoom Sign Appmain window opens. The window displays three con-

figuration options: Global Settings, Profiles andRefresh All Units.

EMSRoom Sign App Main Window

CHAPTER4: Get Started With EMSRoom Sign App

Global Settings—Exposes all of the EMS Room Sign App global settings,

which determine the behavior for a particular EMS Room Sign App unit or

group of EMS Room Sign App units. Profile settings can overwriteGlobal

Settings.

Profiles—Controls the functionality of your EMS Room Sign App units.

Depending on how you would like to manage your EMS Room Sign App

devices, a single profile can be configured to manage a single meeting room

or multiple meeting rooms.See Also:ConfigureEMS Room Sign

AppProfiles.

NOTE: A particular device is tied toonespecific room in

CHAPTER4: Get Started With EMSRoom Sign App

EMS.Profiles just provide you with flexibility in how you choose to

manage the configuration of your devices.

Refresh All Units—Forces all units to refresh their settings.Use this setting

after modifying a specific Profile or Global Settings to force all of your units to

pick-up the setting change(s).

GLOBAL SETTINGS

Global settings affect the booking detail information that is displayed for all the

profiles in yourEMS Room Sign Appinstance. You can set how information dis-

plays at the Global level (the default for all Profiles) or for just one Profile.

NOTE: You can override these settings on a per profile basis on the Settings

tab of the Profile dialog box.

Global Settings Dialog Box

CHAPTER4: Get Started With EMSRoom Sign App

PRIMARY EMS ROOM SIGN APP SCREENS

EMS Room Sign Appconsists of two primary screens: the

Available

screen and

the

In Progress

screen. Both Global settings and Profile settings determine the

booking information that is displayed on the various screens.

Available Screen (Example of a future meeting with setup and teardown)

CHAPTER4: Get Started With EMSRoom Sign App

In Progress Screen

CHAPTER4: Get Started With EMSRoom Sign App

CHAPTER5: Deploy EMSRoom

Sign App on Tablets

OVERVIEW

To deploy the EMSRoom Sign App (formerly named EMS Glance), you need to

prevent users from using the tablet to browse to other websites or use other tab-

let apps. This state—where tablets are restricted to a single use—is known as

kiosk

mode. iOS offers a native kiosk mode known as

Guided Access

. Android

and Windows do not have a native kiosk mode and require a third party applic-

ation. For Android, we recommend KioWare Lite. Below we detail how to con-

figure the EMS Room Sign App in kiosk mode on iPads and the Samsung Tab A

Android tablets.

In addition to placing the tablet in kiosk mode, you should also use an enclosure

to protect the tablet. An enclosure prevents users from using the power/home

buttons, and also protects the tablet from theft. We strongly recommend

theArmorActive enclosures. As of September 2016, ArmorActive is our official

hardware partner, and they can help you source both tablets and enclosures.

This topic will include the following information:

CHAPTER5: Deploy EMSRoom Sign App on Tablets

Deploy EMSRoom Sign App on Tablets

Configure Kiosk Mode for Android Tablets

Provision and ConfigureKioWare Lite

General Settings

Browser Settings

Attract/Inactivity Settings

Toolbar Settings

Security Settings

Orientation Views for the EMS Room Sign App

Mount the EMS Room Sign App in an Enclosure

CONFIGURE KIOSK MODEFOR IPADS

To ensure the EMSRoom Sign App operates without interruptions, we recom-

mend you hidethe browser's address bar and navigation buttons, and turn off

tablet notifications.

1. Hide Browser Address Bar and Navigation Buttons. This setup is also known as

"full-screen mode." To run the EMS Room Sign App in full-screen mode on an

iPad:

a. Open the Safari browser and enter the URL for your the EMS Room Sign

App server. (Contact yoursystem administrator for the URL.)

CHAPTER5: Deploy EMSRoom Sign App on Tablets

b. ClickShare(locatedto the right of the address bar) and selectAdd to Home

Screen.

c. Choose a name for the icon (such as "EMS Room Sign App") and

selectAdd.

d. The icon for the EMS Room Sign App appears on the iPad home screen,

showing the name youjust specified.

e. Click the EMS Room Sign App icon to open the EMS Room Sign App in full

screen mode, which makes the navigation bar and Safari menu options inac-

cessible.

2. Turn off Tablet Notifications.To minimize interruptions by iOS, change the fol-

lowing settings in the 'Settings' app:

a. Control Center: Turn offAccess on Lock ScreenandAccess Within Appsto

eliminate access to the Control Center from within apps and the lock screen.

b. Notifications: Turn off all notifications for all apps.

c. General / Auto-Lock: SelectNeverto prevent the screen from locking.

d. General / Accessibility / Guided Access:enablingGuided Access prevents

users from accessing the Notification Center andfrom using the tablet to

access any other application except the EMS Room Sign App. (However,

Guided Access ends when the tablet restarts, which happens after a soft-

ware update, a loss of power, or simultaneously pressing the Home and

Sleep/Wake buttons for 10 seconds.) To set up Guided Access:

CHAPTER5: Deploy EMSRoom Sign App on Tablets

i. General / Accessibility / Guided Access: Turn on 'Guided Access.'

ii. General / Accessibility / Guided Access / Passcode Settings / Set

Guided Access Passcode: Enter a 4-digit passcode so that you can

enable and disable Guided Access mode.

iii. Click Home and click the EMS Room Sign App icon to start the EMS

Room Sign App.

iv. With the EMS Room Sign App running, triple-click the Home button.

This can be tricky because if you click too slowly, the iPad goes back

to the Home screen, and if you click too quickly, the iPad does not

detect a triple-click. You'll know you are successful when the screen

changes to show "Guided Access" at the top center of the screen.

v. ClickStartat the top right corner of the 'Guided Access' screen.

vi. Enter the passcode you created earlier.

vii. To confirm that you set it up correctly, swipe down from the top to

open the Notifications Center and swipe up from the bottom to open

the Control Center. If neither of them opens, then you have set up

Guided Access correctly.

e. iCloud: Turn off iCloud by going toSettings/iCloud, and selectingSign

Outat the bottom of the screen.By signing out, you prevent future noti-

fications that promptyou to sign in.

CHAPTER5: Deploy EMSRoom Sign App on Tablets

CONFIGURE KIOSK MODE FOR ANDROID

TABLETS

Android tablets do not offer a Guided Mode likeiPads do. Because of this lim-

itation on Android tablets, you must deploythe EMS Room Sign App with an

app that puts the tablets in "kiosk" mode. Placing the tablet in kiosk mode will

prevent users from accessing other applications and also disable theHomebut-

ton. We recommendKioWare Lite for Android.

PROVISION AND CONFIGUREKIOWARE LITE

KioWare Lite reads settings from an XML file. We strongly recommend con-

figuring KW such that this file is placed on a central server, and tablets down-

load the file from that server. This approach will make any updates easier

because you will be able to update a single file rather than make changes on

each tablet. Note that the initial provisioning will still require you to configure

each tablet individually.

To configure and provision KioWare, follow these steps on a Samsung Tab A

running Android 6.0 or higher:

CHAPTER5: Deploy EMSRoom Sign App on Tablets

1. Purchase the required number of licenses from Kioware.com. Save the KioWare

transaction number and authorization code. (If you use their volume purchasing

path, you should end up with just one of each code for the entire deployment.)

2. Open the Kioware Provision.xml file and update the following section with the

transaction and authorization code:

3. Open the Kioware_Settings.xml file and make the following changes:

a. Change the URL to the location for your Room Sign App installation:

b. Also update the URL for the server where the Kioware_Settings.xml will be

placed.

CHAPTER5: Deploy EMSRoom Sign App on Tablets

i. Verify that you can access this file from a desktop browser.

ii. If you are placing this file in the Room Sign folder on your web server,

remember that when you upgrade, this file will be removed.

c. Place the Kioware_Settings.xml file in the location you just specified.

4. On the tablet, create a Kioware_Provision folder under the root directory and copy

both the Kioware_Provision.xml and Kioware_Settings.xml to that directory.

a. To create that folder, you can go to Settings / Storage / Other, ‘More’ in the

top right, and then ‘Create folder.’ This process should create the folder in

the root directory, under ‘Device storage.’ The new folder will be visible in

the pane to the left.

b. You can copy those files by connecting the tablet to your computer with a

micro-USB cable.

5. Install KioWare on the tablet.

a. If you are downloading the app file from KioWare’s website (rather than

going through the Android app store), you should Go to 'Settings'/'Lock

screen and security', and allow installation of apps from unknown sources.

6. After successfully installing, set Kioware as your ‘Home’ app. There are two ways

this might happen:

a. The first time you press the Home button, you should see an option to set

the home button as KioWare.

b. Or you can go to Settings/Applications/Default applications and set

KioWare as the Home application.

CHAPTER5: Deploy EMSRoom Sign App on Tablets

When you download and install Kioware, we recommend the following settings:

General Settings

Browser Settings

Attract/Inactivity Settings

Toolbar Settings

Security Settings

GENERAL SETTINGS

1. Start Page URL: Set this to the EMS Room Sign App URL. That is

typicallyhttp://your_web_server/EMSRoomSignApp.

2. Start on Boot: Select this option so that the tablet will return to the EMS Room Sign

App if is restarted. Users will not be able to access the home screen.

3. Screen Orientation: the EMS Room Sign App can be used in either portrait or land-

scape orientations.

4. Prevent Screen Sleep: Select 'Disable Screen Timer and Power Button' so that the

EMS Room Sign App remains active on the screen.

BROWSER SETTINGS

1. Ensure 'Enable Browser Zoom' is checked. That is, zooming is enabled.

a. Other than this setting, you can use the default settings on this page.

CHAPTER5: Deploy EMSRoom Sign App on Tablets

2. Enter the 'Browser Cache/Data' sub-menu. In this sub-menu, only the following

options are selected:

a. Enable Cookies

b. Enable Application Cache (under HTML 5 Web Storage)

c. Clear HTML 5 Storage at Session End (under HTML 5 Web Storage)

NOTE: It will be more difficult to upgrade the Room Sign App if you select

more options because KioWare will store old settings.

ATTRACT/INACTIVITY SETTINGS

1. Set the 'Default Inactivity Timer' to 600 seconds.

TOOLBAR SETTINGS

1. Disable Action Bar, Progress Bar, Android Back Arrow, Home Button, and

everything under the 'Standard Buttons' section

2. Enable 'Use Immersive Mode.' This option improves the full-screen browsing

experience.

CHAPTER5: Deploy EMSRoom Sign App on Tablets

SECURITY SETTINGS

1. Exit Passcode: set a 4-digit passcode.Thiscodeis used to exitthe EMS Room

Sign App (being run inside the KioWare kiosk app). When the EMS Room Sign

App is running, tap the four corners of the screen starting in the top-left and going

clockwise to the bottom left. You will then be able to enter the passcode.

2. Hide System Dialogs: Select thisoption.

3. Disable Status Bar: Select this option.

NOTE: The Kioware_Settings.xml file initially sets the exit passcode to 0000.

To change this value, you will need to deploy KioWare to a single tablet, open

Kioware Config, import the Kioware_Settings.xml file, change the passcode,

and export the new settings file to use in your deployment.

ORIENTATION VIEWS FOR THE EMS ROOM SIGN

APP

Starting in Update 12, the EMS Room Sign App can be mounted in either land-

scape or portrait mode.

Landscape mode displays a timeline, and allows users to quickly see when a

room is available. However, users will have to tap on a booking to view more

CHAPTER5: Deploy EMSRoom Sign App on Tablets

information.

Portrait mode displays an agenda view (see image below). Users will see what

meetings are scheduled in the room for the day. However, they will not have a

simple visual display of room availability. For this reason, admins might want to

consider deploying portrait mode for rooms that are 'view-only.'

Portrait Orientation (Agenda View)versus Landscape Orientation (Timeline

View)

CHAPTER5: Deploy EMSRoom Sign App on Tablets

MOUNT THE EMS ROOM SIGN APP IN AN

ENCLOSURE

Our customers typically place their EMS Room Sign App tablets in enclosures

and mount them on walls. Mounting on drywall is fairly easy, but you will have to

do some research if you want to mount on wood or glass.

You should also consider how to supply power to your tablets. Our customers

typically choose enclosures that allow them to use PoE (Power over Ethernet)

to provide power.

iPads can connect to networks only via wireless; Apple does

not

support con-

necting iPads to Ethernet cables.

Please consider the ArmorActive enclosures. In particular, ArmorActive offers

an enclosure for the iPad Mini, which offers optional LED indicators that the

EMS Room Sign App supports to indicate whether or not the room is available.

ArmorActive also makes an enclosure for the Samsung Tab A, which we sup-

port and recommend. Contact your Account Executive for more information on

these enclosures.

Kioware_Provision.xml

CHAPTER5: Deploy EMSRoom Sign App on Tablets

KioWare_Settings.xml

CHAPTER5: Deploy EMSRoom Sign App on Tablets

CHAPTER6: Set Up the EMS

Room Sign App to Demo on a

Desktop Browser (Update 12+)

OVERVIEW

The June 2017 release (Update 12) contains a visual redesign of the EMS

Room Sign App. The EMS Room Sign App is now optimized to display on tab-

lets—specifically the iPad, iPad Mini, and 8” Samsung Tab A. This improvement,

however, makes demoing on a laptop browser more difficult. The EMS Room

Sign App will not display properly from your laptop unless you follow the instruc-

tions below.

1. Open the EMS Room Sign App in Chrome.

2. Press Crtrl-0 (zero) to reset the zoom.

3. Press F12 to open the dev tools.

4. If you do not see this toolbar at the top, press Crtl-Shift-M to enable it:

CHAPTER6: Set Up the EMS Room Sign App to Demo on a Desktop Browser (Update 12+)

5. Choose iPad as the option. The highlighted image on the right allows you to select

either portrait or landscape mode.

6. There will be another pane visible, on either the side or the bottom of the screen.

Press the 3 dots in the top right corner of the pane, and then choose the ‘Undock

into separate window’ option next to ‘Dock side’. That will allow you to completely

remove this pane from the screen.

7. Press F11 to display the EMS Room Sign app in full screen mode.

CHAPTER6: Set Up the EMS Room Sign App to Demo on a Desktop Browser (Update 12+)

EMS Room Sign App User Guide RSA PDF

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