Room Signage

Wednesday, March 6, 2024

EMS Room Sign App

Transform your tablet into a dynamic digital room sign with the EMS Room Sign App. This web-based application is designed to provide real-time room availability information, ideal for meeting rooms and workspaces. Mounted in either landscape or portrait orientations, the app clearly indicates whether a space is currently in use or available for booking.

Key Features:

  • At-a-Glance Availability: Instantly see the status of meeting, learning, or working spaces.
  • Intuitive Interface: Enjoy a user-friendly interface with color-coded indicators for easy readability.
  • Streamlined Functionality: Simplified buttons and options reduce the steps needed to manage reservations.
  • Flexible Viewing: Choose between landscape and portrait orientations, with an Agenda View for viewing daily events.
  • Customizable Branding: Easily customize the app to reflect your organization’s branding.

Best Practices for Device Configuration:

For optimal performance, follow these best practices when configuring your device for use with the EMS Room Sign App:

  • Enable Full-Screen Browser: Ensure the web browser is in full-screen mode.
  • Kiosk Mode: Set the tablet to kiosk mode to prevent unauthorized access.
  • Disable Auto-Lock: Prevent the device from automatically locking to maintain continuous display.
  • Manage Notifications: Disable notifications, pop-ups, and auto-updates to avoid interruptions.
  • Multitasking Gestures: Disable multitasking gestures like pinch, zoom, and swipe.
  • Auto-Login: Enable auto-login for seamless access.
  • Browser Settings: Configure the browser with an on-screen keyboard and time scroller.
  • Restrict Access: Set account permissions to limit access to the tablet’s operating system.
  • Auto-Launch Browser: Ensure the browser automatically relaunches if closed.
  • Hide Address Bar: Hide the browser’s address bar and shortcuts for a cleaner display.

Please note that RRS support is not responsible for the purchase or installation of room signage hardware. Please reach out to Yale IT AV Systems Design(Link is external) for information on procurement or installation. Departments are responsible for maintenance and repair of their room signage hardware.

Configuring Room Signage

Profiles and room licenses

When configuring a room’s signage for the first time, the room will need to be configured for use with your academic unit’s profile. If your academic unit does not have an existing profile for using room signage, the RRS Support team will need to create one for you. In addition, Room Signage requires a unique software license for each room. These licenses can be purchased from the vendor through the RRS Support team. In both of these cases, please reach out to us at rrs.help@yale.edu and we’ll be happy to assist you!

Setting up your room sign

The setup process for a newly-installed or reset room sign is conducted on the web browser of the device itself:

  1. Navigate to rrs-signs.yale.edu (note that this requires a university network connection or connection to the university VPN.)
  2. Under “settings,” select the profile matching your academic unit and the room to be displayed.
  3. Click “Apply”. If this room is being displayed on another device, a system alert will appear before the next screen loads.
  4. The signage will be operational. Users will be able to see if there is a current booking in place, see when the room is booked, and reserve the space for themselves. The user who created the booking will also be able to end the booking early (this requires authentication by the booking owner).

Using room signage to book

Once room signage is configured, new bookings can be created directly on the tablet device using the touch screen:

  1. If the room is not in use, tap “reserve” to begin booking. If the room is in use, tap a block of time on the schedule to start booking.
  2. enter your NetID on the authentication screen.
  3. Enter a name for your booking. The “client” field should autofill based on the user’s NetID. Select a timeframe for your booking. If you used the “reserve” button, this will autofill to the nearest quarter-hour. If you tapped a block of time, it will autofill here.
  4. tap “Reserve”. The screen should update to reflect your booking!
  5. If you need to end the meeting early, tap “End”. (This will require the booking owner to authenticate with their NetID).