About Smart+Connected Spaces
The Smart+Connected Spaces application is a part of the Smart+Connected Communities (S+CC) solutions, and leverages the platform capabilities of the Cisco Service Delivery Platform (SDP). The application allows utilization of resources at workspaces and minimizing the energy consumption. It provides features for conference/Cisco TelePresence room booking and workspace check in by using kiosks and the kiosk web portal, and the Smart+Connected Spaces web portal for users (URL context for calendar and ipsapp). The Smart+Connected Spaces includes signage based delivery of enhanced organizational communications and also via Cisco IP Phones as interface.
The Smart+Connected Spaces web portals allows users to search for, book, and set up the conference rooms for meetings, book resources for meeting rooms, send out invites to attendees, and manage your meetings. You can also search for and book the available workspaces for either yourself or another user and set your preferences, such as light settings, blinds, air conditioning, and so on. You can check into a booked workspace at the scheduled time by using either the web portal (ipsapp), kiosk, or a Cisco IP Phone. At the end of the current reservation, you are checked out of the workspace.
You can apply your preferred settings to customize the booking experience, save the search results to use them for future bookings, and set certain conference rooms and workspaces as your favorites so that they are displayed whenever you search for rooms or workspaces.
The Smart+Connected Spaces user portals for room booking (calendar) and workspaces (ipsapp) display the daily, weekly, and monthly meeting calendar, which is up-to-date and synchronized with your enterprise calendaring system. You can use the calendar to quickly view all your workspace bookings and the meetings that you are a part of, whether as the attendee or the organizer. You have the option of accepting, declining, or deleting the meetings from the calendar itself. The recurring meeting feature allows you to create a single reservation for multiple meetings that you need to repeatedly organize over a period of time. This saves you the inconvenience of creating separate reservations on a daily, weekly, or monthly basis. You can add the WebEx meeting option which allows the attendees to log in remotely using the web if they cannot be physically present in the meeting room.
You can view and/or book available conference/Cisco TelePresence rooms and workspaces using kiosks and check in using the kiosks. Kiosks are large touch screen panels that are mounted in elevator lobbies and placed in other common spaces. The Smart+Connected Spaces kiosk web portal has features and functionality similar to the kiosks.
You can easily access news and other general information such as emergency notifications, tips on better resource management, energy savings, and environment-friendly corporate practices via signage.
The Smart+Connected Spaces application allows the end user to access the following features/solutions:
– Book conference rooms and Cisco TelePresence rooms.
– Check into any available workspace.
– View the availability and check-in status of your Jabber contacts.
– View the route to locate a person, workspace, office, or conference/Cisco TelePresence room on a floor.
– View the overall conference/Cisco TelePresence room and workspace availability on all of the floors of all of the buildings in the organization and book/check into any of these spaces.
– View the neighborhoods/zones on a floor.
– View the building, floor, and name of the workspace or office that you have checked into.
– Access the floor plans for any building in the enterprise to view the locations and availability of the conference room/Cisco TelePresence rooms and workspaces.
– Search for the available conference rooms and Cisco TelePresence rooms based on your requirements such as the features available, seating capacity, location, and time and book them.
– Search for the people within the enterprise.
Note You can also perform all of these tasks by using the kiosk web portal.
– Reset the PIN by using the Forgot PIN option. The new PIN will be sent to your email ID and get updated in the kiosk web portal.
- Using the kiosk web portal (In addition to the above mentioned features that you can access using kiosks)
– Locate the workspace that you have checked into.
– View the building, floor, and name of the workspace that you have checked into.
– Choose not to display your current check-in location.
Note This option is available only if it is configured by the administrator.
– Change the kiosk PIN that you use for authentication while checking in, booking rooms, and viewing the list of your Jabber contacts.
– Check out from the workspace that you have occupied.
– Log in and log out of the kiosk web portal.
- Using the mobile phone application
– View your upcoming meeting and workspace reservation details.
– Check into and check out of a reserved workspace using your mobile device.
– Search for the desired conference/Cisco TelePresence room.
– View the availability status of all of the rooms on any floor in any building within the enterprise.
– Book conference/Cisco TelePresence rooms using your mobile device based on your requirements, such as the features available, seating capacity, location, and time.
– Invite people in your enterprise to participate in meetings (during the room booking process).
– Ad hoc checking in from the list of available workspaces and checking out using the QR code scanning feature.
– Mark workspaces and people within an enterprise as favorites.
– Set your preferences for building and floor.
– Search for people within the enterprise.
– Initiate either a call or send text messages and emails using the mobile device.
– Quickly book the conference room wherever a Cisco IP Phone is located based on the room availability.
– Control the meeting room devices and equipment.
– Save energy by manually releasing a room for the duration that it is unoccupied, in addition to the energy savings made when the solution automatically switches off devices.
– Configure multiple devices to suit your meeting and presentation needs using a single menu option.
– Create a case to notify the facilities team of any issues/problems that might be present in the conference room, and convey the same information to the others in the organization by sending messages to the Cisco IP Phone in the conference room. Once the case is created, the facilities team for the building can try to resolve the fault.
– Send preconfigured messages and emergency notifications to signage.
- Using the Smart+Connected Spaces user portals for room booking (calendar) and workspaces (ipsapp)
– Search for the available conference/Cisco TelePresence rooms based on your requirements such as room setup, room size, location, and so on, and book them. Rooms that closely meet your search criteria are displayed if no exact match is found.
– Search for the available workspaces based on your requirements such as date, time, location, workspace type, and so on, and reserve them.
– View the current and upcoming meetings that you are part of or have organized.
– View the current and upcoming workspace bookings
– Accept, decline, or tentatively accept meeting invites.
– View all of the scheduled meetings as a day-, week-, or month-based calendar view.
– Book conference rooms easily by holding down the mouse button and dragging across the required time slot in the calendar view.
– Book conference rooms instantly using the Quick Booking option. The process of room reservation becomes simpler as you can enter the number of participants for the meeting. Booking duration options range from 30 (the default duration) to 60 minutes. The location is, by default, the one specified in your preferences.
– Book the room on behalf of other users by using the Proxy Booking option. For example, an executive administrator can book a workspace for a visiting executive.
– Use the detailed booking option where you can request for a change in the room setup, book equipment, add meeting agenda, and so on.
– Edit the meetings details and reschedule the meetings that you have organized.
– Save drafts of the bookings and edit them later.
– Personalize your workspace by setting your preference for lights, blinds, dimmers, air conditioning, and digital signage. You can activate the personalized settings when you check into a workspace.
– Check in and check out of a reserved workspace.
– Manage configurations for all of the devices located in a workspace.
– Generate and view reports for usage trends, user statistics, and so on.
– Save your preferred settings such as favorite rooms, location, and time zone.
– Create messages for the various fault cases, such as a non-functioning air conditioner in the workspace or faulty projector in a conference room.
– View the conference/Cisco TelePresence room schedule and availability/occupancy status.
– Book conference/Cisco TelePresence rooms.
– Confirm conference/Cisco TelePresence room occupancy.
– Release conference/Cisco TelePresence rooms.
- Using digital signage/Interactive Experience Client (IEC)
– Book conference/Cisco TelePresence rooms.
– View detailed floor plans with the locations of the conference rooms.
– View the conference room schedule in different views—Building level, Floor level, and Conference Room level.
– Cisco Smart+Connected Emergency Notifications (Smart+Connected EN)—Displays the notifications and exit routes on the signage/IEC when there is an emergency and sends audio and visual notifications on the Cisco IP Phones during a crisis.
– Cisco Smart+Connected Information Signage (Smart+Connected IS)—Displays the general information and news on the digital signage.
– Cisco Smart+Connected Green Advisor (Smart+Connected GA)—Displays energy consumption data, energy saving tips, and green information.
In addition, Smart+Connected Spaces can help in energy savings by automatically switching devices to standby mode when the meeting room is unoccupied and based on the configuration, turn them back on before the actual occupancy.
As administrator, you need to manage the overall configuration, maintenance, and content creation for the Smart+Connected Spaces solution through the administrator web portals for managing meeting spaces and digital signage (solutions), and managing workspaces (ipsapp). You need to add locations and devices, create users, and associate devices to locations for the solution in the SDP. For more information on performing these tasks, see the Cisco Service Delivery Platform User Guide and Cisco Service Delivery Platform Installation Guide. After the locations are added, and the devices are associated to them in the SDP, they are available in the Smart+Connected Spaces user and administrator portals. You can select a location and associate a configuration to it. The features such as fault messages, device control options, signage menu messaging, and room booking that are added to the configuration can be accessed by the end user from the Cisco IP Phones at the location.