This integration was added in v1.4, check out the full release notes for this version here v1.4, v1.4HF1 - July 2019.
Prerequisites
In order to connect ResourceXpress to your EMS scheduling software, the following will be required:
EMS Platform Services API version 44.1.19000.180 or higher. To check your version navigate to your Platform Services status URL e.g. http(s)://<servername>/EmsPlatform/status
An EMS Platform Services Integration Account, see the below Integration Account Configuration section for the account requirements
Access to the EMS Desktop Client and EMS SQL database
An integration account is required to enable authentication and two-way communication between ResourceXpress and EMS Platform Services. To create the integration account:
Log in to the Platform Services admin page e.g. http(s)://<servername>/EmsPlatform/admin
Click Integrations from the left pane.
Click New Integration Client
Populate the required fields per the below
Name | <Enter a suitable name> |
Type | Partner |
Role | All Routes |
Audience | Client Audience |
Active | Yes |
Enable Logging | No |
Allow this client to book without Everyday User Templates and Ignore Booking Rules | Yes |
Everyday User Authentication Required | No |
User Authentication is Persistent | No |
Everyday User Authentication Method | EMS Native |
Click Save Changes
A client secret will now be generated and shown at the top of the page. Copy the newly created Client ID and Client Secret for later use.
Once you close this page the client secret will not be viewable and cannot be retrieved.
Each resource profile in ResourceXpress is linked to a resource profile in EMS. Before configuring ResourceXpress you should have the EMS profiles already created.
For each profile in EMS, you will need the individual ID number assigned during creation, to retrieve this ID number
Open the EMS Desktop Client
Navigate to Configuration - Facilities - Rooms
Open the properties of the profile you are adding to ResourceXpress and navigate to the Audit tab, make a note of the ID number shown at the bottom of this view
In ResourceXpress navigate to Administration Settings - Resource List and click +Create
Populate to below fields in the Resource Info tab
Resource Name | Enter the EMS ID number from the Desktop Client |
Resource Name - Display | Enter the name you want to appear on the room panel/desk device |
Ensure the Booking System type is set to EMS in the Connection Properties tab
To configure the remaining Resource profile settings please refer to Create and Edit Resource Display Profiles
ResourceXpress can utilise existing EMS user (group) accounts for device-level authentication via the Platform Services API.
To enable this feature navigate to Administration Settings - System Settings - User Authentication in the ResourceXpress admin console and select one of the below two options for the Authentication Protocol
Use Resource Profile Settings - This option will utilize the Platform Services API settings specified in the Global Resource Credentials section under System Settings - Resource Server
Use EMS Settings defined below - This option allows you to specify a different Platform Services URL and client credentials if required for example if the EMS user accounts are hosted in a different EMS instance than the resource profiles
Once you have configured the User Authentication settings you can enable device-level authentication. For further information please see Interactive Tab
There are two values in the EMS group record used for User Authentication at the devices. By default, the field used for Access (PIN) Code is Personnel Number and the field used for RFID is Badge Number
When adding users as Attendees be aware of users with multiple mail accounts of similar names e.g John Smith and John J Smith. For attendee authentication to work the correct attendee booked must be the same account as the attendee checking in.
“The hours, or fractions of hours, that you add to the event time in EMS to allow staff to prepare a room for the event or to clean up after the event. If Setup time is a set to 0.15 this equal to 9 mins of setup time before the meeting begins. Setup/Teardown times are set in the EMS Desktop client.”
Smart Booking
Bookings made using ResourceXpress devices need to be set to start with enough time so that the Setup time for the new meeting does not overlap with the Teardown time of the previous meeting. The following error appears if there is an overlap.
Create Meeting Failed::ERROR: Problem occured while creating the booking. Contact your Administrator.
Check In
The option Update Booking Start Time found under the Interactive Tab - Check In should be set to No when integrating to EMS resources.
Prior to the booking starting the Check in button will flash and the LEDs will be amber, the amount of time the Check In button is visible can be configured under the Interactive Tab - Check In.
For bookings with setup and teardown, the Check In option is synchronized with EMS. It is recommended the Check In settings are the same as those in EMS. The Check In button is displayed as per the settings even if it that time is setup time.
The meeting will automatically start if not checked in with the option to Check In still available. If not checked in the meeting could automatically cancel if Auto Cancellation option is enabled in RX Admin Console.
Once the booking has completed the Clear (tear) down time begins allowing time to vacate the room and return it to its usual condition.