Important note: The Evoko Room Manager has been replaced by the next generation Room Manager > Evoko Liso - shipping soon.

Evoko Room Manager - Hassle free room booking with decision-making support included

The Evoko Room Manager, with its clear touch-screens located outside the meeting rooms, is a leap forward in efficient meeting room management. Using the new software version, Evoko Room Manager EVO, you can, for the first time, take full advantage of the valuable information found in your organisation’s meeting patterns.

Get an overview of and analyse detailed statistics of your meeting habits to optimise the use of your resources - both on a personal level and in terms of facilities.

Moreover, you can now control and monitor all the touch-screens remotely from your computer. If you have a large number of meeting rooms, you will get a completely new kind of decision-making support, this saves you a great deal of time and money.

ASK ABOUT OUR BESPOKE PRE-CONFIGURATION SERVICE FOR YOUR EVOKO ROOM MANAGER

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The Evoko Room Manager simply consists of an 8" touch-sensitive screen that is placed on the wall outside of the meeting room. The system is connected to the company's Microsoft Exchange Server. No additional software is required. Installation on the server is as simple as adding a new employees to the network.

Clarity is the point

All important information is displayed on the screen: current time, starting time and finishing time of the meeting in progress and how long the meeting will continue.



The touch-sensitive screen displays an overview of the booking status and enables you to book the room, confirm a booking, cancel a booking or extend a meeting in progress. If you choose the “Confirm” function at installation a booking that is not confirmed 5-30 minutes after the start of the meeting, will be released and the room will be available for new bookings.

You can also report a fault on the projector or other technical equipment in the meeting room with a touch on the relevant symbol. The flat 8" screen of the Evoko Room Manager gives a discrete impression and blends well into both modern and classical surroundings.

Book from your office, from the Cloud, or directly on the screen

Due to the support for Microsoft’s ”Cloud”-application, MS Office 365 and Outlook Web Access, it is possible to book meeting rooms not only from your office but also from anywhere in the world, using the Internet. You can make bookings for today directly on the touch-sensitive screen, using the intuitive symbols and selecting the time interval required. Bookings made in the Evoko Room Manager, in MS Outlook are automatically synchronised.

Evoko Room Manager also is compatible with Google Apps for Business and for IBM Domino.


Evoko Room Manager EVO – turns meeting room information into a decision-making support

Evoko Room Manager EVO is an improved version for you who have a large number of meeting rooms. Now you have the means to monitor the status of all your touch screens, change settings and upgrade the software remotely from your computer. Just as simply, you can gather valuable statistics to optimise the use of your company resources and cut costs considerably.

You can also see how many of your meetings that are booked spontaneously, are extended or are booked without anyone showing up, thus improving your meeting discipline and culture. This is a form of Business Intelligence based on your most vital resource: your employees.

In addition to Remote Management and Statistics, Evoko Room Manager EVO features all the great functions found in the Evoko Room Manager.
System requirements

The following prerequisites must be met in order to secure full functionality of the Evoko Room Manager:

• Direct http/https access to MS Exchange server 2003, 2007, 2010, Office 365.

• Proper time and time zone settings on MS Exchange server must be set.

*Direct http/https access to MS Exchange server 2003, 2007, 2010  2013, Office 365.
Make sure that no security functions or programs block or restrict a direct http/https communication between the Exchange server and the Evoko Room Manager (i.e. domain control, firewalls, proxies, network logins etc.)

- MS Exchange server 2003 needs to access:
(not compatible with Evoko Room Manager EVO)

https://<exchangeserver (ip or domain)>/exchweb/bin/auth/ owaauth.dll (authentication)

https://<exchangeserver (ip or domain)>Exchange/room@ domain.com (read calendar)

- MS Exchange server 2007 WebDav needs to access:
(not compatible with Evoko Room Manager EVO)

https://<exchangeserver (ip or domain)>/exchweb/bin/auth/ owaauth.dll (authentication)

https://<exchangeserver (ip or domain)>Exchange/room@ domain.com (read calendar)

- MS Exchange server 2007 EWS needs to access:
https://<exchangeserver (ip or domain)>/EWS/Exchange.asmx

- MS Exchange server 2010 needs to access:
https://<exchangeserver (ip or domain)>/EWS/Exchange.asmx

- MS Exchange server 2013 needs to access:
https://<exchangeserver (ip or domain)>/EWS/Exchange.asmx

- MS Office 365 requirements:
You need to have an Office 365 account and an open internet connection that allows connection to your Office 365 Business account.


No additional software is required
Thanks to a unique direct link to your Exchange server (internal or hosted) the Evoko Room Manager is installed without any additional server or software on the company’s Exchange server. Not even a plug-in in Outlook is needed. This means that the installation will not trespass on IT security. Furthermore, it makes the installation itself real easy.

FAQ - Frequently Asked Questions

Choose server version

MS Exchange server 2003
MS Exchange server 2007
MS Exchange server 2010  
MS Office 365


1)  MS Exchange server 2003

Q: I am about to install a new Evoko Room Manager unit with Evoko Software 2.1.1.14 (or earlier) for the first time, what are the steps?
Q: I am about to upgrade an already installed Evoko Room Manager with Evoko Software 2.1.1.14 (or earlier) to 3.0.4.4 (or later), what are the steps?
Q: What are the system requirements to run the Evoko Room Manager?
Q: Will installation of Evoko Room Manager trespass on IT security?
Q: We have a hosted Exchange Server located far from our office, is that a problem?
Q: When will the Evoko Room Manager support Exchange 2010?
Q: We are using MS Online Services (The cloud). Does the Evoko Room Manager support it?
Q: Does the Evoko Room Manager run against Lotus Notes?
Q: Is it possible to display the meeting title/subject field from MS Outlook?
Q: Does the Evoko Room Manager support Power over Ethernet (PoE)?
Q: Is the Evoko Room Manager wireless?
Q: Is it possible to mount the Evoko Room Manager on glass walls?
Q: I have used the Evoko Configurator to copy all settings into the Evoko Room Manager but it does not connect to the Exchange server. What might be wrong?
Q: Where do I find the server name of the Exchange server?
Q: Where do I find the Exchange domain name in the Exchange server?
Q: How do I create a room account in the Exchange Server?
Q: How do I upgrade the Evoko Room Manager application?
Q: Can I set a static IP address in the Evoko Room Manager?
Q: The Evoko Room Manager does not read my USB memory stick. What might be wrong?
Q: Will a meeting booked in the Outlook web mail or the mobile phone be displayed on the Evoko Room Manager?
Q: In the Evoko Configurator, what should I choose in the "MS Exchange server version" field?
Q: In the Evoko Configurator, what should I choose in the "MS Exchange server" field?
Q: In the Evoko Configurator, what should I choose in the "Mailbox user" field?
Q: In the Evoko Configurator, what should I choose in the "Exchange user" field?
Q: In the Evoko Configurator, what should I choose in the "Exchange user pswd" field?
Q: Our Evoko Room Manager goes to sleep mode during office hours. What may cause this problem?
Q: Meetings made in MS Outlook does not show on the Evoko Room Manager. I run Exchange server 2003 and Outlook 2010.

Q:  I am about to install a new Evoko Room Manager unit with Evoko Software 2.1.1.14 (or earlier) for the first time, what are the steps?


A: Please follow these steps:

1) Go to Documents and Downloads
2) Download and install the latest Evoko Configurator & Software on your computer
3) Use the Evoko Configurator to export your settings to a USB memory stick
4) Connect the USB memory stick into the Evoko Room Manager device
5) Power up and connect the network cable
6) Click Upgrade Application on the start screen
7) Click Upgrade on the second screen
8) Remove the USB memory stick

  Q:  I am about to upgrade an already installed Evoko Room Manager unit with Evoko Software 2.1.1.14 (or earlier) for the first time, what are the steps?


A: Please follow these steps:

1) Go to Documents and Downloads
2) Download and install the latest Evoko Configurator & Software on your computer
3) Use the Evoko Configurator to export your settings to a USB memory stick
4) Connect the USB memory stick into the Evoko Room Manager device
5) Go to Sys Admin login using your 4 digit pin code
6) Click Update Configuration
7) Click Upgrade Application
8) Remove the USB memory stick

Q: What are the system requirements to run the Evoko Room Manager?


A: Direct http/https access to MS Exchange server 2003, 2007 or 2010. Make sure that no security functions or programs block the communication between the Exchange Server and the Evoko Room Manager (i.e firewalls, proxies, network logins etc). Read more about our system requirements.

MS Exchange server 2003/WebDav needs to access:
https://<exchangeserver (ip or domain)>/exchweb/bin/auth/owaauth.dll (authentication)

https://<exchangeserver (ip or domain)>Exchange/room@domain.com (read calendar)

  Q: Will installation of Evoko Room Manager trespass on IT security?


A: No. You do not need to install a new or extra server, software or even plug-in. For each room you create a new account in the Exchange Server which is a similar process to adding a new employee at the company server.

  Q: We have a hosted Exchange Server located far from our office, is that a problem?


A: The Evoko Room Manager will work just fine. Make sure that no security functions or programs block the communication between the Exchange Server and the Evoko Room Mangager (i.e firewalls, proxies, network logins etc).

Q:  We are using MS Online Services (The cloud). Does the Evoko Room Manager support it?


A: Yes, choose server version 2010/EWS in the Evoko Configurator.

  Q: Does the Evoko Room Manager run against Lotus Notes?


A: No, the first version of the Evoko Room Manager works with the MS Exchange Server

Q: Is it possible to display the meeting title/subject field from MS Outlook?


A: Yes, the new software upgrade (version 4.0.0.4) includes this function. You chose at set up if you want to display
1) the meeting organizer only
2) the subject field only
3) both

  Q: Does the Evoko Room Manager support Power over Ethernet (PoE)?


A: Yes it does. You need then only one cable and the result is a easy and tidy installation.

  Q: Is the Evoko Room Manager wireless?


A: For a reliable connecton to the Exchange server the Evoko Room Manager use a wired connection. The Evoko Room Manager supports POE so you still need only one cable in the installation.

  Q: Is it possible to mount the Evoko Room Manager on glass walls?


A: Yes, all is included in the box. Both mounting instructions and extra information regarding glass wall mounting can be downloaded from Documents and Downloads

  Q: I have used the Evoko Configurator to copy all settings into the Evoko Room Manager but it does not connect to the Exchange server. What might be wrong?


A: Please check again the following:

1) The Evoko Room Manager must be powered up.
2) The Network cable must be connected to the network and to the Evoko Room Manager.
3) The server name that you entered in the Evoko Configurator.
4) The Exchange domain name that you entered in the Evoko Configurator.
5) The set up of the room account in the Exchange Server according to the System Administrator's Guide and Manual, chapter 5.1 and 5.2.
6) The name of the room account and password in the Exchange server.
7) The auto reply setting in Outlook according to the System Administrator's Guide and Manual chapter 5.1 and 5.2.
8) Make sure that no security functions or programs block the communication between the Exchange Server and the Evoko Room Mangager (i.e firewalls, proxies, network logins etc).

  Q: Where do I find the server name of the Exchange server?


A: Please read chapter 7.2 in the Evoko System Administrator's Guide and Manual

  Q: Where do I find the Exchange domain name in the Exchange server?


A: Please read chapter 7.2 in the Evoko System Administrator's Guide and Manual

  Q: How do I create a room account in the Exchange Server?


A: Please read chapter 5.1 and 5.2 in the Evoko System Administrator's Guide and Manual

  Q: How do I upgrade the Evoko Room Manager application?


A: It’s simple. Download the latest version of the Evoko Configurator and Software from Documents and Downloads .

Copy the Evoko Room Manager folder to the root of your USB memory stick. Use the Admin log in for the Evoko Room Manager and press Upgrade. Please read chapter 11 in the System Administrator's Guide and Manual. Your USB memory stick must be FAT formatted and not larger than 4GB.

  Q: Can I set a static IP address in the Evoko Room Manager?


A: Yes, exit the Evoko Room Manager application and enter the Windos CE mode. Click on “My device”, then click “Control panel”, click “Network & dial-up connections”, click “SMSC9181”.

  Q: The Evoko Room Manager does not read my USB memory stick. What might be wrong?


A: The USB memory stick must be FAT formatted and not larger than 4GB.

  Q: Will a meeting booked in the Outlook web mail or the mobile phone be displayed on the Evoko Room Manager?


A: No, MS Exchange server 2003 does not support it.

Q:  In the Evoko Configurator, what should I choose in the "MS Exchange server version" field?


A: 2003 WebDAV, this means Exchange server 2003 and it will use WebDAV to connect.


Q:  In the Evoko Configurator, what should I choose in the "MS Exchange server" field?


A: To make sure that correct value has been entered, try putting this value into a browser and the Outlook Web Access (OWA) should be opened up.

For instance, if your OWA is located at https://site2.exch500.serverdata.net/owa, please just enter "site2.exch500.serverdata.net" (without quotation marks or http / https) in this "MS Exchange server" field in the Evoko Configurator.

Please note that this address could be both an internal (.local) address or an IP address.

Q: Q: In the Evoko Configurator, what should I choose in the "Mailbox user" field?


A: In Exchange 2007 or 2010 and usage of resource account, please enter the resource account, e.g. "conference@domain.com" or just "conference".

  Q: In the Evoko Configurator, what should I choose in the "Exchange user" field?


A: In Exchange 2003, choose the same value as you enter when you log on to the account via Webmail e.g. "domain\user" or "user".

Q:  In the Evoko Configurator, what should I choose in the "Exchange user pswd" field?


A: Please enter the Exchange user password for accessing the OWA. Please note that special characters like <, >, &, ' and " are not supported.

Q:  Our Evoko Room Manager goes to sleep mode during office hours. What may cause this problem?


A: You may have uploaded the config file into the Evoko Room Manager after office hour, during sleep mode. Re-install the config file into the Evoko Room Manager during office hour.

Q: Meetings made in MS Outlook does not show on the Evoko Room Manager. I run Exchange server 2003 and Outlook 2010.


A: The combination of Exchange server 2003 and Outlook 2010 does not support direct booking. Follow this link to install direct booking.   

2)  MS Exchange server 2007

Q: I am about to install a new Evoko Room Manager unit with Evoko Software 2.1.1.14 (or earlier) for the first time, what are the steps?
Q: I am about to upgrade an already installed Evoko Room Manager with Evoko Software 2.1.1.14 (or earlier) to 3.0.4.4 (or later), what are the steps?
Q: What are the system requirements to run the Evoko Room Manager?
Q: Will installation of Evoko Room Manager trespass on IT security?
Q: We have a hosted Exchange Server located far from our office, is that a problem?
Q: We are using MS Online Services (The cloud). Does the Evoko Room Manager support it?
Q: Does the Evoko Room Manager run against Lotus Notes?
Q: Is it possible to display the meeting title/subject field from MS Outlook?
Q: Does the Evoko Room Manager support Power over Ethernet (PoE)?
Q: Is the Evoko Room Manager wireless?
Q: Is it possible to mount the Evoko Room Manager on glass walls?
Q: I have used the Evoko Configurator to copy all settings into the Evoko Room Manager but it does not connect to the Exchange server. What might be wrong?
Q: Where do I find the server name of the Exchange server?
Q: Where do I find the Exchange domain name in the Exchange server?
Q: How do I create a room account in the Exchange Server?
Q: How do I upgrade the Evoko Room Manager application?
Q: Can I set a static IP address in the Evoko Room Manager?
Q: The Evoko Room Manager does not read my USB memory stick. What might be wrong?
Q: Will a meeting booked in the Outlook web mail or the mobile phone be displayed on the Evoko Room Manager?
Q: In the Evoko Configurator, what should I choose in the "MS Exchange server version" field?
Q: In the Evoko Configurator, what should I choose in the "MS Exchange server" field?
Q: In the Evoko Configurator, what should I choose in the "Mailbox user" field?
Q: In the Evoko Configurator, what should I choose in the "Exchange user" field?
Q: In the Evoko Configurator, what should I choose in the "Exchange user pswd" field?
Q: The meeting organizer's name is displayed on two rows on the Evoko Room Manager unit and the meeting title is not displayed at all. Is there a setting to correct this?
Q: Our Evoko Room Manager goes to sleep mode during office hours. What may cause this problem?
Q: The Outlook calendar accepts double bookings and/or the meeting subject appears with the "Cancelled:" prefix.


Q: I am about to install a new Evoko Room Manager unit with Evoko Software 2.1.1.14 (or earlier) for the first time, what are the steps?


A: Please follow these steps:

1) Go to Documents and Downloads
2) Download and install the latest Evoko Configurator & Software on your computer 3) Use the Evoko Configurator to export your settings to a USB memory stick
4) Connect the USB memory stick into the Evoko Room Manager device
5) Power up and connect the network cable
6) Click Upgrade Application on the start screen
7) Click Upgrade on the second screen
8) Remove the USB memory stick


Q: I am about to upgrade an already installed Evoko Room Manager unit with Evoko Software 2.1.1.14 (or earlier) for the first time, what are the steps?


A: Please follow these steps:
1) Go to Documents and Downloads
2) Download and install the latest Evoko Configurator & Software on your computer
3) Use the Evoko Configurator to export your settings to a USB memory stick
4) Connect the USB memory stick into the Evoko Room Manager device
5) Go to Sys Admin login using your 4 digit pin code
6) Click Update Configuration
7) Click Upgrade Application
8) Remove the USB memory stick

 
Q: What are the system requirements to run the Evoko Room Manager?


A: Direct http/https access to MS Exchange server 2003, 2007 or 2010.

Make sure that no security functions or programs block the communication between the Exchange Server and the Evoko Room Manager (i.e firewalls, proxies, network logins etc). Read more about our system requirements.

MS Exchange server 2007/WebDav needs to access: https:///exchweb/bin/auth/owaauth.dll (authentication) https://Exchange/room@domain.com (read calendar)

MS Exchange server 2007/EWS needs to access: https:///EWS/Exchange.asmx

Q: Will installation of Evoko Room Manager trespass on IT security?


A: No. You do not need to install a new or extra server, software or even plug-in. For each room you create a new account in the Exchange Server which is a similar process to adding a new employee at the company server.


Q: We have a hosted Exchange Server located far from our office, is that a problem?


A: The Evoko Room Manager will work just fine. Make sure that no security functions or programs block the communication between the Exchange Server and the Evoko Room Mangager (i.e firewalls, proxies, network logins etc).


Q: We are using MS Online Services (The cloud). Does the Evoko Room Manager support it?


A: Yes, choose server version 2010/EWS in the Evoko Configurator.


Q: Does the Evoko Room Manager run against Lotus Notes?


A: Yes, Evoko Room Manager works with Lotus Notes.


Q: Is it possible to display the meeting title/subject field from MS Outlook?


A: Yes, the new software upgrade (version 4.0.0.4) includes this function. You chose at set up if you want to display
1) the meeting organizer only
2) the subject field only
3) both


Q: Does the Evoko Room Manager support Power over Ethernet (PoE)?


A: Yes it does. You need then only one cable and the result is a easy and tidy installation.


Q: Is the Evoko Room Manager wireless?


A: For a reliable connecton to the Exchange server the Evoko Room Manager use a wired connection. The Evoko Room Manager supports POE so you still need only one cable in the installation.


Q: Is it possible to mount the Evoko Room Manager on glass walls?

A: Yes, all is included in the box. Both mounting instructions and extra information regarding glass wall mounting can be downloaded from Documents and Downloads


Q: I have used the Evoko Configurator to copy all settings into the Evoko Room Manager but it does not connect to the Exchange server. What might be wrong?


A: Please check again the following:
1) The Evoko Room Manager must be powered up.
2) The Network cable must be connected to the network and to the Evoko Room Manager.
3) The server name that you entered in the Evoko Configurator.
4) The Exchange domain name that you entered in the Evoko Configurator.
5) The set up of the room account in the Exchange Server according to the System Administrator's Guide and Manual, chapter 5.1 and 5.2.
6) The name of the room account and password in the Exchange server.
7) The auto reply setting in Outlook according to the System Administrator's Guide and Manual chapter 5.1 and 5.2.
8) Make sure that no security functions or programs block the communication between the Exchange Server and the Evoko Room Mangager (i.e firewalls, proxies, network logins etc).


Q: Where do I find the server name of the Exchange server?


A: Please read chapter 7.2 in the Evoko System Administrator's Guide and Manual.


Q: Where do I find the Exchange domain name in the Exchange server?


A: Please read chapter 7.2 in the Evoko System Administrator's Guide and Manual.


Q: How do I create a room account in the Exchange Server?


A: Please read chapter 5.1 and 5.2 in the Evoko System Administrator's Guide and Manual.


Q: How do I upgrade the Evoko Room Manager application?


A: It’s simple. Download the latest version of the Evoko Configurator and Software from Documents and Downloads .

Copy the Evoko Room Manager folder to the root of your USB memory stick. Use the Admin log in for the Evoko Room Manager and press Upgrade. Please read chapter 11 in the System Administrator's Guide and Manual. Your USB memory stick must be FAT formatted and not larger than 4GB.


Q: Can I set a static IP address in the Evoko Room Manager?

A: Yes, exit the Evoko Room Manager application and enter the Windos CE mode. Click on “My device”, then click “Control panel”, click “Network & dial-up connections”, click “SMSC9181”.


Q: The Evoko Room Manager does not read my USB memory stick. What might be wrong?


A: The USB memory stick must be FAT formatted and not larger than 4GB.


Q: Will a meeting booked in the Outlook web mail or the mobile phone be displayed on the Evoko Room Manager?


A: Yes, MS Exchange servers 2007 supports automatic booking of resources via OWA and via smartphones (resource accounts).


Q: In the Evoko Configurator, what should I choose in the "MS Exchange server version" field?


A: 2007 WebDAV, this means Exchange server 2007 and it will use WebDAV to connect.
A: 2007 EWS, this means Exchange server 2007 and it will use EWS to connect.


Q: In the Evoko Configurator, what should I choose in the "MS Exchange server" field?


A: To make sure that correct value has been entered, try putting this value into a browser and the Outlook Web Access (OWA) should be opened up.

For instance, if your OWA is located at https://site2.exch500.serverdata.net/owa, please just enter "site2.exch500.serverdata.net" (without quotation marks or http / https) in this "MS Exchange server" field in the Evoko Configurator.

Please note that this address could be both an internal (.local) address or an IP address.


Q: In the Evoko Configurator, what should I choose in the "Mailbox user" field?

A: In Exchange 2007 and usage of resource account, please enter the "mailbox owner" email address of the resource.
A: In Exchange 2007 and usage of user account, please enter the "mailbox owner" email address of the user.

Q: In the Evoko Configurator, what should I choose in the "Exchange user" field?


A: In Exchange 2007 and usage of user account, please enter the value as you enter when you log on the account via OWA e.g. "domain\user" or "user".


A: In Exchange 2007 and usage of resource account, please enter the user that accesses the resource account and in this order. This value best found in the "About" information which you will find by following these steps:


Find the correct value for a user account:
1. Log on to the user account via OWA 2007.
2. Click on "Options" on your top right corner of the OWA window.
3. Click on "Change Password" in the left side menu.
4. Copy the value just right of the "Domain\user name:", usually shown as DOMAIN\user.
5. Paste this value into the "Exchange user" field.


Find the correct value for a resource account:
1. Log on to the resource administrator account via OWA 2007. This is the account that has full rights over the resource.
2. Open the resource account via Open other mailbox in the upper right corner.
3. Click on "Options" (the resource account)
3. Click on About in the left side menu.
4. Copy the value just right of the "Log on user".
5. Paste this value into the "Exchange user" field.


Q: In the Evoko Configurator, what should I choose in the "Exchange user pswd" field?

A: Please enter the Exchange user password for accessing the OWA. Please note that special characters like <, >, &, ' and " are not supported.

Q:  The meeting organizer's name is displayed on two rows on the Evoko Room Manager unit and the meeting title is not displayed at all. Is there a setting to correct this?

A: Yes, log on to the account via OWA and disable the check box "Add the organizer's name to the subject field".

  Q:  Our Evoko Room Manager goes to sleep mode during office hours. What may cause this problem?

A: You may have uploaded the config file into the Evoko Room Manager after office hour, during sleep mode. Re-install the config file into the Evoko Room Manager during office hour.

  Q:  The Outlook calendar accepts double bookings and/or the meeting subject appears with the "Cancelled:" prefix.

A: These two type of problems may cause because auto accept agent on exchange server is not configured at all or not configured properly.

Auto accept agent: A store event sink that automatically processes meeting requests for resource mailboxes. The agent checks the availability of the Resource mailbox based on the resource’s schedule (not free/busy), and accepts or declines new or updated meeting requests.

If Auto accept agent configure properly and still user see problem where meeting subject prefix with “cancelled:” then there is a high chance that it’s not resource user for Exchange 2007 and 2010.

Canceled prefix is only visible in “User mailbox” account because as it is an owner we cannot set functionality of auto accept agent in user mailbox account.

Auto accepts agent functionality only possible for Resource mailbox account.

How to solve in Exchange 2007?

In Exchange 2007, we need to run this command in Exchange management shell:

set-MailboxCalendarSettings "Resource mailbox name" -automateprocessing: autoaccept

Note : When you try to run this command for User mailbox a/c, you will get this error : “ Auto accept can only be enabled on Resource mailboxes “.

How to solve in Outlook 2007?

1. Login into OWA Resource a/c
2. Click on “Option”
3. Select “Calendar Options”
4. Check the below check box – Highlighted in below image

owa 2007


3)  MS Exchange server 2010

Q: I am about to install a new Evoko Room Manager unit with Evoko Software 2.1.1.14 (or earlier) for the first time, what are the steps?
Q: I am about to upgrade an already installed Evoko Room Manager unit with Evoko Software 2.1.1.14 (or earlier) for the first time, what are the steps?
Q: What are the system requirements to run the Evoko Room Manager?
Q: Will installation of Evoko Room Manager trespass on IT security?
Q: We have a hosted Exchange Server located far from our office, is that a problem?
Q: We are using MS Online Services (The cloud). Does the Evoko Room Manager support it?
Q: Does the Evoko Room Manager run against Lotus Notes?
Q: Is it possible to display the meeting title/subject field from MS Outlook?
Q: Does the Evoko Room Manager support Power over Ethernet (PoE)?
Q: Is the Evoko Room Manager wireless?
Q: Is it possible to mount the Evoko Room Manager on glass walls?
Q: I have used the Evoko Configurator to copy all settings into the Evoko Room Manager but it does not connect to the Exchange server. What might be wrong?
Q: Where do I find the server name of the Exchange server?
Q: Where do I find the Exchange domain name in the Exchange server?
Q: How do I create a room account in the Exchange Server?
Q: How do I upgrade the Evoko Room Manager application?
Q: Can I set a static IP address in the Evoko Room Manager?
Q: The Evoko Room Manager does not read my USB memory stick. What might be wrong?
Q: Will a meeting booked in the Outlook web mail or the mobile phone be displayed on the Evoko Room Manager?
Q: In the Evoko Configurator, what should I choose in the "MS Exchange server version" field?
Q: In the Evoko Configurator, what should I choose in the "MS Exchange server" field?
Q: In the Evoko Configurator, what should I choose in the "Mailbox user" field?
Q: In the Evoko Configurator, what should I choose in the "Exchange user" field?
Q: In the Evoko Configurator, what should I choose in the "Exchange user pswd" field?
Q: The meeting organizer's name is displayed on two rows on the Evoko Room Manager unit and the meeting title is not displayed at all. Is there a setting to correct this?
Q: Our Evoko Room Manager goes to sleep mode during office hours. What may cause this problem?
Q: The Outlook calendar accepts double bookings and/or the meeting subject appears with the "Cancelled:" prefix.


Q: I am about to install a new Evoko Room Manager unit with Evoko Software 2.1.1.14 (or earlier) for the first time, what are the steps?


A: Please follow these steps:
1) Go to Documents and Downloads
2) Download and install the latest Evoko Configurator & Software on your computer 3) Use the Evoko Configurator to export your settings to a USB memory stick
4) Connect the USB memory stick into the Evoko Room Manager device
5) Power up and connect the network cable
6) Click Upgrade Application on the start screen
7) Click Upgrade on the second screen
8) Remove the USB memory stick

Q: I am about to upgrade an already installed Evoko Room Manager unit with Evoko Software 2.1.1.14 (or earlier) for the first time, what are the steps?


A: Please follow these steps:
1) Go to Documents and Downloads
2) Download and install the latest Evoko Configurator & Software on your computer 3) Use the Evoko Configurator to export your settings to a USB memory stick
4) Connect the USB memory stick into the Evoko Room Manager device
5) Go to Sys Admin login using your 4 digit pin code
6) Click Update Configuration
7) Click Upgrade Application
8) Remove the USB memory stick

  Q:  What are the system requirements to run the Evoko Room Manager?


A: Direct http/https access to MS Exchange server 2003, 2007 or 2010.
Make sure that no security functions or programs block the communication between the Exchange Server and the Evoko Room Manager (i.e firewalls, proxies, network logins etc). Read more about our system requirements.

MS Exchange server 2010/EWS needs to access: https:///EWS/Exchange.asmx

  Q: Will installation of Evoko Room Manager trespass on IT security?


A: No. You do not need to install a new or extra server, software or even plug-in. For each room you create a new account in the Exchange Server which is a similar process to adding a new employee at the company server.

  Q: We have a hosted Exchange Server located far from our office, is that a problem?


A: The Evoko Room Manager will work just fine. Make sure that no security functions or programs block the communication between the Exchange Server and the Evoko Room Mangager (i.e firewalls, proxies, network logins etc).

Q: We are using MS Online Services (The cloud). Does the Evoko Room Manager support it?


A: Yes, choose server version 2010/EWS in the Evoko Configurator.

  Q: Does the Evoko Room Manager run against Lotus Notes?


A: No, the first version of the Evoko Room Manager works with the MS Exchange Server.

  Q: Is it possible to display the meeting title/subject field from MS Outlook?


A: Yes. You chose at set up if you want to display:
1) the meeting organizer only
2) the subject field only
3) both

  Q: Does the Evoko Room Manager support Power over Ethernet (PoE)?


A: Yes it does. You need then only one cable and the result is a easy and tidy installation.

  Q: Is the Evoko Room Manager wireless?


A: For a reliable connecton to the Exchange server the Evoko Room Manager use a wired connection. The Evoko Room Manager supports POE so you still need only one cable in the installation.

  Q: Is it possible to mount the Evoko Room Manager on glass walls?


A: Yes, all is included in the box. Both mounting instructions and extra information regarding glass wall mounting can be downloaded from Documents and Downloads .

  Q: I have used the Evoko Configurator to copy all settings into the Evoko Room Manager but it does not connect to the Exchange server. What might be wrong?


A: Please check again the following:
1) The Evoko Room Manager must be powered up.
2) The Network cable must be connected to the network and to the Evoko Room Manager.
3) The server name that you entered in the Evoko Configurator.
4) The Exchange domain name that you entered in the Evoko Configurator.
5) The set up of the room account in the Exchange Server according to the System Administrator's Guide and Manual, chapter 5.1 and 5.2.
6) The name of the room account and password in the Exchange server.
7) The auto reply setting in Outlook according to the System Administrator's Guide and Manual chapter 5.1 and 5.2.
8) Make sure that no security functions or programs block the communication between the Exchange Server and the Evoko Room Mangager (i.e firewalls, proxies, network logins etc).

  Q: Where do I find the server name of the Exchange server?


A: Please read chapter 7.2 in the Evoko System Administrator's Guide and Manual.

  Q: Where do I find the Exchange domain name in the Exchange server?


A: Please read chapter 7.2 in the Evoko System Administrator's Guide and Manual.

  Q: How do I create a room account in the Exchange Server?


A: Please read chapter 5.1 and 5.2 in the Evoko System Administrator's Guide and Manual.

  Q: How do I upgrade the Evoko Room Manager application?


A: It’s simple. Download the latest version of the Evoko Configurator and Software from Documents and Downloads .

Export the Evoko Room Manager folder to the root of your USB memory stick. Use the Admin log in for the Evoko Room Manager and press Upgrade.

Please read chapter 11 in the System Administrator's Guide and Manual. Your USB memory stick must be FAT formatted and not larger than 4GB.

  Q: Can I set a static IP address in the Evoko Room Manager?


A: Yes, exit the Evoko Room Manager application and enter the Windos CE mode. Click on “My device”, then click “Control panel”, click “Network & dial-up connections”, click “SMSC9181”.

  Q: The Evoko Room Manager does not read my USB memory stick. What might be wrong?


A: The USB memory stick must be FAT formatted and not larger than 4GB.

  Q: Will a meeting booked in the Outlook web mail or the mobile phone be displayed on the Evoko Room Manager?


A: Yes, Exchange server 2010 supports automatic booking of resources via OWA and via smartphones (resource accounts).

  Q: In the Evoko Configurator, what should I choose in the "MS Exchange server version" field?


A: 2010 EWS, this means Exchange server 2010 and it will use EWS to connect.

  Q: In the Evoko Configurator, what should I choose in the "MS Exchange server" field?


A: To make sure that correct value has been entered, try putting this value into a browser and the Outlook Web Access (OWA) should be opened up.

For instance, if your OWA is located at https://site2.exch500.serverdata.net/owa, please just enter "site2.exch500.serverdata.net" (without quotation marks or http / https) in this "MS Exchange server" field in the Evoko Configurator.

Please note that this address could be both an internal (.local) address or an external address or an IP address.

  Q: In the Evoko Configurator, what should I choose in the "Mailbox user" field?


A: In Exchange 2010 and usage of resource account, please enter the "mailbox owner" email address of the resource.

A: In Exchange 2010 and usage of user account, please enter the "mailbox owner" email address of the user.

  Q: In the Evoko Configurator, what should I choose in the "Exchange user" field?


A: In Exchange 2010 and usage of user account, please enter the value as you enter when you log on the account via OWA e.g. "domain\user" or "user".

A: In Exchange 2010 and usage of resource account, please enter the user that accesses the resource account and in this order. This value best found in the "About" information which you will find by following these steps:

Find the correct value for a user account:
1. Log on to the user account via OWA 2010.
2. Click on "Options" on your top right corner of the OWA window.
3. Click on "Change Password" in the left side menu.
4. Copy the value just right of the "Domain\user name:", usually shown as DOMAIN\user.
5. Paste this value into the "Exchange user" field.

Find the correct value for a resource account:
1. Log on to the resource administrator account via OWA 2010 This is the account that has full rights over the resource.
2. Open the resource account via Open other mailbox in the upper right corner. 3. Click on "Options" (the resource account)
4. Click on About in the left side menu. 4. Copy the value just right of the "Log on user".
5. Paste this value into the "Exchange user" field.

  Q: In the Evoko Configurator, what should I choose in the "Exchange user pswd" field?


A: Please enter the Exchange user password for accessing the OWA. Please note that special characters like <, >, &, ' and " are not supported.

Q: The meeting organizer's name is displayed on two rows on the Evoko Room Manager unit and the meeting title is not displayed at all. Is there a setting to correct this?


A: Yes, open the Exchange Management Console, go to the mailbox, right click and choose properties.

FAQ Evoko Room Manager

  Q: Our Evoko Room Manager goes to sleep mode during office hours. What may cause this problem?


A: You may have uploaded the config file into the Evoko Room Manager after office hour, during sleep mode. Re-install the config file into the Evoko Room Manager during office hour.

  Q: The Outlook calendar accepts double bookings and/or the meeting subject appears with the "Cancelled:" prefix.


A: These two type of problems may cause because auto accept agent on exchange server is not configured at all or not configured properly.

Auto accept agent: A store event sink that automatically processes meeting requests for resource mailboxes. The agent checks the availability of the Resource mailbox based on the resource’s schedule (not free/busy), and accepts or declines new or updated meeting requests.

If Auto accept agent configure properly and still user see problem where meeting subject prefix with “cancelled:” then there is a high chance that it’s not resource user for Exchange 2007 and 2010.

Canceled prefix is only visible in “User mailbox” account because as it is an owner we cannot set functionality of auto accept agent in user mailbox account.

Auto accepts agent functionality only possible for Resource mailbox account.

How to solve in Exchange 2010?

1. Open “Exchange Management Console”
2. Click on“Mailbox”
3. Right click on any mailbox which is of Resource type – Select property
4. Select “Resource General”tab in property.
5. Check the below check box – Highlighted in below image

Note : This tab “Resource General” is only available in Resource mailbox a/c.

Exchange 2010

How to solve in Outlook 2010?

1. Login into OWA Resource a/c
2. Click on “Option”
3. Go to Settings
4. Click on “Calendar”
5. Check the below check box – Highlighted in below image



owa 2010

MS Office 365

MS Office 365 provides easy-to-use, cloud-based management tools in a single location. Through the administration user interface, Admin can set up new user/resource accounts, control access to features, and see the status of all Office 365 services and tools in real time.

Room mailbox account should be used for create/edit meetings.

How do I create a Room mailbox account?
How do I find a correct Exchange User name?
How do I find a correct Mailbox owner name?
How do I find a correct server URL?

Q: How do I create a Room mailbox account?

• Open office 365 outlook with Admin account.
• Go to “Options → See All Options”


• From the top click “Manage myself → My Organization”



• Click on “Users & Groups → Mailboxes ”
• Click “New → Room mailbox”.
 
 
• Double click on room name, go to “Booking Options” and Add “admin user” in Delegates and click “Save”.
 
 
• After adding “Admin user” in delegates, select “Automatically accept or decline booking requests” and click “Save”.
 

Q: How do I find a correct Exchange User name?

• Open office 365 outlook with Admin account.
• Go to “Options → See All Options”
• Click “Account → My Account”
 

In “General”, The value of “Microsoft Online Services ID” is Exchange user name as highlighted in above image.


Q: How do I find a correct Mailbox owner name?

• Open office 365 outlook with Admin account.
• Go to “Options → See All Options”
• From the top click “Manage myself → Another user”
 
 • Double click on the Room mailbox name

 • Click “Account → My Account”
 

In General, The value of “Email address” is Mailbox owner name as highlighted in above image.

Q: How do I find a correct server URL?

• Open Evoko configurator
• Select “Exchange server 2010” from screen 1 (Server choice)
 
 • Go to second screen (Connectivity settings), Click on "Yes" in Auto discover options.
• Enter Email address and password of Admin account and click "Get settings"
• If the credentials are correct then green mark should saw in auto discover window.
 
 • Exchange server name automatically entered in the Evoko Configurator.
 

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