Instructions to configure Systam Rooms: step-by-step guide to succeed (O365)

Systam Rooms meeting room displays digitize and modernize the use of meeting rooms, making work seamless and efficient. The displays are integrated into the customer's Microsoft 365 environment. The service operates based on Microsoft exchange room resources, which provide all the necessary information for displaying reservation details and maintaining permissions.

To make your shared rooms available for booking through the Systam Rooms service, you need to add them as resources and allow our service access to them.

In this article, you can:

• Create room lists
• Create a service account
• Grant permission to room list and service account
• Prepare your Outlook 365 calendar
• Link, add space and set up your Systam Rooms device
  
  Follow this step-by-step guide to prepare for the deployment of the Systam Rooms service:

1. Creating room lists
   
   Systam Rooms service is based on Microsoft 365 room resources. In order for your shared rooms to be available for booking by everyone, they need to be added as resources to your 365 environment, so that our service can access all the necessary information to display reservation details. 
   
   (You can skip this section if your Exchange environment already has the necessary room resources.)
   
   Start by logging in with your administrator account (Admin) to the Exchange admin center at 
   https://outlook.office365.com/ecp/
   
   From the sidebar, navigate to Recipients (1), Resources (2), and add a new resource by clicking on Add a room resource (3).
   
   
   
   When creating a room, you need to provide a name and an email address for the resource. You can also set up rules, how meeting room accept invitations. Add all the conference rooms you need in this way.
   
   
   
2. Creating service account
   
   Log in with your admin account to the Microsoft 365 admin center at the following address: https://admin.microsoft.com/AdminPortal/Home?#/homepage
   
   Go to Users > Add user (1). If you already have the User management card on the homepage, you can directly click on Add user (2).
   
   
   
   Create the service account by filling in all the required fields. You can set the username as [email protected] as an example. Remember to set a secure password for the new user. 
   
   
   
   Assign an Exchange Online license to the service account, as it is required for the user to be utilized.
   
   
   
   Finally, ensure that the user role is set to User: no administration access, to restrict any initial access rights to your O365 environment. You have now created the service account.
   
   
   
3. Granting permissions to room list and service account
   
   Sign in as the administrator (Admin) at https://outlook.office365.com/ecp/ and go to Recipients (1) > Resources (2). In this view, you will see a list of all room resources available in the system.

   
   

   Go through each room you want to grant permissions for individually and give the service account Send as and Full Access rights.

   
   

   

   
   

   To do this, open the desired room resource (3) and select Delegation > Send as > Edit.
   
   

   

   
   

   Use the search function to find the service account and grant it permissions in the adjacent box. Press Add to finalize.

   
   

   

   
   

   Repeat the above with Read and manage (Full Access) > Edit.

   
   

   Make sure both permissions (Send as and Full Access) have been granted, and repeat this process for each room resource until all desired rooms have been granted permissions.
   
   

4. Preparing your Outlook 365 calendar
   
   Before you can deploy the Systam Rooms Enterprise Application on Microsoft Entra ID, it is advisable to perform a rights check, or at the latest, when the Enterprise Application approval process is unsuccessful.
   
   The user responsible for authorizing Systam Rooms within your company's Entra ID environment must have the necessary permissions. Depending on your Entra ID settings, these permissions may be available to all or very few users. It's a good idea to consult your IT department to understand how this authorization is managed in your specific environment.
   However, here are a few different ways to accomplish this:
   
   -Users generally have the permission to provide user consent. 
   
   This can be found in Microsoft Entra ID under Enterprise Applications > Consent and Permissions:
   
   
   
   The necessary low-impact permissions for the Systam Rooms application are:
   
   
   
   
   
   
   
   
   
   
   If the above method is successful, the application can be authorized by a regular user.
   
   -Another option is to utilize roles and grant the user the required roles.
   
   If you are using Entra ID's built-in roles, it is advisable to assign the following roles to the person authorizing the Systam Rooms application:
   
   

   • Attribute Assignment Administrator
   • Attribute Assignment Reader
   • Cloud Application Administrator
   • Reports Reader
     
     If this guide does not resolve the issue, the Systam support team is also available to assist: [email protected]
     
     
5. Linking device, creating new spaces and setting up Systam Rooms device
   
   
   Once all the preparatory steps have been completed, it's time to proceed with the actual setup of the devices.
   
   -Log in to app.systam.io using your own credentials.
   -Navigate to Rooms > Calendar Providers.
   
   Here, you will perform the Enterprise Application authorization. To begin, click Sign in with Microsoft (Or Sign in with Google, if you are setting up an Google integration), and this will open an Office login prompt. Sign in with your service user credentials, and if everything goes smoothly, the site will then appear as follows:
   
   

   

   
   

   
   

   You will see what permissions are needed before accepting this. Our permissions are:
   

   
   

   -Sign in and read user profile.

   -Read and write calendars in all mailboxes.
   
   Once the calendar integration is established, the next step is to add the correct space under the Spaces section and then link  the devices to the system. 
   
   Add new Spaces in the Systam Studio first. In this section of the dashboard, you will add the room space, where the Rooms device is connected and enter the correct email address linked to that room.
   
   This feature also allows you to link multiple displays to the same space. For example, if you have several entrances to the same meeting room, you can connect a Rooms display at each entrance for better visibility and convenience. 
   
   -Log in to app.systam.io using your own credentials.
   -Navigate to Rooms > Spaces.
   -On the Spaces tab, select Add Space from the upper right corner.
   
   
   
   In the new menu that opens, you can give the space a name of your choice. Next, select your preferred calendar provider from the dropdown menu. Finally, enter the calendar's email address in the Calendar resource address field. When you're ready, click Save. 
   
   
   After this, go to the Displays tab on the left and select Add new device.
   
   
   
   Provide a descriptive name for the device and select the previously created space for this device.
   
   After this, you will see the device's PIN code, which the physical display will request during its initial setup.
   
   -From the Device Customization tab, you can configure device-specific settings:
   
   

   • Device language selection
   • Allowing room reservations directly from the display
   • Displaying the event title for reservations
   • Displaying the name of the person who made the reservation
   • Do you have to confirm your booking