Meet onboarding guide

You have purchased GoBright Room licenses, and maybe licenses for additional modules, and you want to know how to install Room management.
Thank you for your purchase, and you've come to the right place!

If you are starting without any prior knowledge of GoBright, please read the 'What is GoBright?' article.

To install GoBright Meet, the following steps are needed:

  1. The basic installation of GoBright
  2. People you need
  3. Creating the room profile
  4. Creating the room display profile
  5. Configure room(s)
  6. Configure display(s)
  7. Configuring additional modules

Let's get started!

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The basic installation of GoBright

These steps will make sure everything is prepared before we continue with the installation of GoBright meet. The integration has been set up, users are imported and the general settings have been configured. If this is not the case, please review the 'Installation Guide'.

In most cases, you will probably want to integrate with your company's calendaring system. If this is not needed in your case, please proceed to the next step.

IT will need to configure the external system and provide you the access details. And IT will ask you which room calendars you want, so you need to provide that to them. We have guides for several external systems, please refer to the 'Configuring external systems for integration' section.

People you need

There are some people you might need to do some of the work for you, these are the roles you need:

GoBright administrator
Appoint someone, probably an office manager of someone from facilities to become the GoBright administrator. He or she will configure the system together with facility management and IT.
IT
The configuration of the integration, and providing network connectivity for the room displays will require the IT department.
Facilities
Besides the overall involvement you need the facilities to install the room displays.
Everyone
Involve all the people in your organization once the system is set up! 

Creating the room profile

Roles you need:

Main role: GoBright administrator
Supporting roles: IT, Facilities

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Now that basic settings have been configured it's time to create the Room Profile(s). These hold all the information on how the room should behave within the GoBright environment. You can think of a profile as a [...] that influences all settings for the rooms that use it.

It is best to start configuring, and as you go some decisions have to be made:

  • Is everyone able to stop or extend bookings?
  • Is the room bookable or non-bookable?
  • What happens if there is a no-show?
  • How do sensors influence the behavior of the booking?
  • Which opening hours does the room have?

Collect them and discuss this with Facilities. Facilities will also need to help you to mount the room displays in the right places. IT will need to provide you with access to the integrated systems, you might want to sit down with them while configuring.

Create the Room display profile

Roles you need:

Main role: GoBright administrator
Supporting roles: IT, Facilities

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The room display profile sounds similar to the room profile but there are is an important difference between them. While the room profile is only affecting the behavior of the room(s), the room display profile affects the behavior of the display that is linked with the room. This profile can also be used for multiple displays and settings that can be configured are:

  • When and if the display is rebooted at a certain time
  • The pincode to enter the admin menu
  • Background, logo and other layout options that are being displayed
  • The times when the screen is turned on or off (based on the room opening hours)

Configure room(s)

Roles you need:

Main role: GoBright administrator
Supporting roles: Facilities

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It's time to configure and add the actual rooms to the GoBright platform. Now that the profiles exist the rooms can be created and several details need to be added. These include booking instructions, the location, capacity, the availability of services and the integration it uses. 

Configure display(s)

Roles you need:

Main role: GoBright administrator
Supporting roles: Facilities

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The final step is to configure the actual displays. Within the installation guide, the GoBright App was installed on the device and an activation code should be displayed. It's time to enter the code and add the created profiles to the device.

  1. Log in to the GoBright portal with your manager account, and choose Settings > Devices
  2. Add a new device with the '+' button, or select an existing one to edit.
  3. Choose the created 'room display profile'
  4. Choose the created 'room' that needs to be displayed on the device
  5. Then choose 'Activate via': 'Activation code', and enter the activation code
  6. Press 'save' and if entered correctly, the device will activate itself in a minute

Now your GoBright system is configured for Room management, inform your organization how they can use it! 

Configuring additional modules

If you have additional licenses for any of the modules below you can install them and use all that GoBright has to offer. Besides the modules below, we can recommend the use of the Outlook plugin to book rooms. 

Wayfinder & mapping

The Wayfinder can be used to guide everyone within the building to the available meeting rooms. It displays the name, upcoming bookings and current availability. To start the wayfinder setup the following articles can be used:

  1. Configuring wayfinders
  2. Wayfinder display profile

Maps provide a layout of the building and not only show available rooms (and desks) but can also be used to instantly book them. Maps need to be drawn in *.svg format and elements such as rooms are placed on top of them. To start with mapping please review the following articles:

  1. Configuring map viewers
  2. Map viewer profiles
  3. Creating & configuring maps

Sensors & Occupancy

To fully explore the benefits of rooms and desks GoBright is able to use sensors to measure occupancy. The articles below explain how the sensors can be set up and configured within GoBright:

  1. Introduction to sensors
  2. Configuring Sensors
  3. Hardware Setup
  4. Analytics explained

Services & Control

Each room can make use of different services that can be customized and configured. To start using services review the articles below:

  1. Services configuration
  2. Service handling

Lastly, control enables users to quickly switch on and control all devices in a room using the display. All related articles to control are listed here, including two examples:

  1. What is Control? (beta)
  2. Hardware Setup (beta)
  3. Configure Control (beta)
  4. Control command library (beta)
  5. Example: Multiple Screens & HDMI Switch (beta)
  6. Example: Lights, Speakers & Modes (beta)
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