Skip to main content

 

Eptura Knowledge Center

Screen settings and booking rules for room screens

  1. Last updated
  2. Save as PDF

About screen settings profiles

Create screen settings profiles to manage the behavior of screens linked to the profile. You can set the days of the week and the time of day that the screens are active, when users must authenticate, the time format, supported RFID card types, booking policy, and privacy settings, etc.

Maximum number of screens per profile: A maximum of 1,000 meeting room screens should be added to each screen settings profile to maintain efficient page load times when opening a profile and saving changes. There is no limit to the number of profiles that can be created.

Manage screen settings profiles

  1. Sign in to the Eptura Device Hub. The Device Management page is displayed, showing the Rooms & Screens information.
    dm 01.png
  2. From the Device Management menu, click Settings to display the settings profiles for desk and room screens.
    dm settings 01.png
    Settings Profiles

From the Settings page, you can:

  • Set the default profile: Click Set as default next to the profile you want to make default.
  • Delete a profile: Click the bin icon to the right of a profile to delete it.
  • Rename a profile: Select the profile, edit the name in the Settings name box, click Next then Save.
  • Find a profile: If you have several settings profiles, you can use the search box at the top of each list to quickly find the profile you want to edit.

Create or edit a screen settings profile for room screens

Create as many screen settings profiles as you need. We recommend that each profile manages a maximum of 200 room screens to maintain efficient page load times when opening a profile and saving changes.

  1. Sign in to the Eptura Device Hub. The Device Management page is displayed, showing the Rooms & Screens information.
  2. From the Device Management menu, click Settings to create a new profile or edit an existing profile.

    Create a new profile

    From the Settings page, click Add Room settings. 

    You can make the profile available globally or select the specific location details from the drop-down lists.

    Enter a name for a new screen settings profile, then click Next to set the booking rules and screen settings.

    Edit existing profile

    From the Settings page, select the profile to edit, then click Next to edit the booking rules and screen settings.
    dm settings 02.png

Booking rules and screen settings

The options for the screen profile are described in the table below.

dm settings 03.png
Screen settings profile for room screens. Options might vary, depending on your calendar service.

Screen settings
Description

Name of settings group

Displays the name of the Screen Settings Profile. 

You can edit the profile name on the previous page.

UI version

Select either Classic or Modern UI

By default, the Eptura Room Screens v3 and the Eptura Room Screen app for third-party devices, run the Modern UI. If you also have v2 room screens installed, you can set your profile to run the Classic UI to provide a common interface for your users. 

Learn more: Compare modern and classic UI

Screens are active on

Select the days of the week the screens are active.

Eptura screens move to power-save mode outside the business hours defined in the desk and room settings profiles. You can set the active days and times (business hours) in the Device Hub.

Screens are active between

Set the from and to times the screens are active, or select All day.

Outside these times, the screens are in power-save mode and the lights and display are switched off. Users can wake up the screens by tapping on the display.

If All Day is selected, the screens will not check for updates, and if the inactive time is too short, updates might not complete.

Users need to authenticate to

Select the actions that require a user to authenticate using a PIN or by presenting their RFID card.

The following actions can be set to require authentication:

  • Book
  • Start
  • End
  • Extend
  • Delete

If an action is not enabled, anyone can complete the action on the screen.

Time format

By default, the 24-hour time format is set. To change the display to AM/PM disable the option.

Screen security PIN

Enter a custom PIN for the on-screen setup.

We recommend changing this from the factory default to avoid unwanted tampering with the screen settings.

RFID card types

Select the RFID card types that can be registered to use the screen.

The following card types are supported:

  • ISO1443A
  • ISO15693
  • iCLASS
  • HiD 125KHz

Start meeting on-screen

Enable Ask users to check in on-screen to display the CHECK-IN button on the room screen.

When enabled, enter the number of minutes in advance of the booking the screen displays the CHECK-IN button (typically 5-15 minutes).

Enable Cancel booking after … minutes to allow the screen to automatically cancel bookings if not checked in. When enabled, enter the number of minutes to wait for check-in before canceling (typically 15 mins).

Automatic cancellation from the screen is not applicable when Eptura Engage Cloud is implemented.

Booking policy

The screens can be set up in different ways to enable or disable booking directly from the screen.

The Booking Policy settings should mirror the setup of Eptura Engage Cloud.

The following options are available:

  • Same day and future bookings: Allows users to make bookings for the current day and to book ahead.
  • Same day bookings only: Users can only make bookings for the current day.
  • Current time only: Users can only book at the current time.
  • No booking on-screen: With this setting selected, the screens are for display only – no bookings can be made on screen. An additional option to hide the time bar is also displayed.
    • Hide time bar: When the Hide time bar option is enabled, no time bar is displayed on the room screen. Only the meeting in progress is displayed.

The hide time bar option is only available for Eptura Engage calendar services.

Default booking title

Enter the text to display on the screen when making a booking directly from the screen. The default booking title is “Instant Meeting”.

Default Organizer name

Enter a name for the organizer when bookings are made without any authentication. The default organizer name is “Screen Booking”.

Privacy

The following privacy options for booked meetings can be selected:

  • Hide meeting title on the room screen for all meetings.
  • Hide meeting organizer on the room screen for all meetings.

Bookings marked as private hide the title by default.

Microsoft Teams

Select Disable Microsoft Teams on-screen to remove the option to start the Teams meeting from the screen.

When a Teams meeting is associated with a booking, a notification is displayed on the meeting room screen prompting the user to start the Teams meeting in the room, when checking in from the screen.

Only for the Microsoft Exchange calendar service using OAuth, and with Microsoft Teams access authorized. Learn more: Authorization for Microsoft Teams

On-Screen Registration

Select Disable user registration on-screen to disable the option to register from the room screen. When this option is selected, the ‘Register’ button is not displayed on the screen.

Only available for the EMS calendar service.

Notifications

Enable Receive extend notifications to display the ‘Extend’ button on the screen towards the end of a meeting, so the meeting can be extended beyond the original end time. Enter the number of minutes before the end of a meeting the button is displayed. The minimum number of minutes allowed is 5.

Not applicable for Eptura Engage Cloud.

Set this as default

Enable to make this profile the default settings profile.

Click Save to update the settings. It typically takes a few seconds for the new settings to be applied to your screens.