Room calendarc

Integrates your meeting schedule, displays it on screens and controllers, enables one-click meeting joining, and easily handles cross-platform invitations.

The Room Calendar feature allows VCA to integrate with your conference room scheduling system (such as Microsoft 365, Google Calendar, Microsoft Exchange), directly displaying upcoming meetings on the Host main screen and Controller, and enabling one-click joining. This significantly simplifies the meeting participation process, especially when dealing with cross-platform meeting invitations.

Configure Room Calendar in Host

To use the Room Calendar feature, you first need to associate your calendar account in the VCA settings on the Host side.

1. Access Calendar Settings:

   • In the main interface of the Host software or through its system tray/menu bar icon, go to "Settings".

   • In the left navigation bar of the settings interface, select "Room Calendar".

2. Add Calendar Account:

   

   • If no calendar is configured yet, click the "Add Calendar" button.

   • Select the type of calendar you want to integrate from the drop-down menu:

     • Microsoft Exchange Server

     • Microsoft 365

     • Microsoft 365 China Edition

     • Google Calendar

3. Complete Authorization/Configuration based on Calendar Type:

   • For Microsoft Exchange Server:

     1. After selecting "Microsoft Exchange Server".

     2. In the pop-up window, enter your Administrator Account, Password, and Server address, then click "Continue".

     3. After successful login, you will see all Room Calendars under the account. Select the corresponding room calendar and click "Add".

   • For Microsoft 365 and Google Calendar:

     1. After selecting the appropriate calendar type, the system will usually prompt that authorization will be completed in the browser. Click "Open Browser".

     2. In the opened browser window, log in to your Microsoft 365 or Google account and grant VCA permission to access your calendar data.

     3. After successful authorization, follow the on-screen instructions to return to the VCA application.

4. Manage Added Calendars:

   • For Microsoft Exchange Server:

     • After successfully adding a calendar account, it will be displayed on the "Room Calendar" settings page.

     • You can view the information of the associated account.

     • Adjust Sync Options: Using the corresponding toggle switches, you can enable or disable the synchronization of specific functions, such as:

       • Calendar: Includes permissions for operations like creating, modifying, and deleting meetings.

       • Contacts: This permission allows VCA to read, create, modify, and delete contacts for the room mailbox. Room mailboxes typically do not have a large number of personal contacts, but may contain some contact information related to room management.

       • Meeting Changes: Regarding the notification mechanism for getting real-time updates, rather than performing operations.

       • Meeting Removal: Controls whether VCA responds to meeting cancellations in the calendar.

       • End Meeting Early: A special modification to the status of an ongoing meeting, usually relying on the "Calendar" permission to modify the end time of the event.

   • Remove Calendar Account: To remove the calendar integration, click the "Remove Calendar" button.

View and Use Room Calendar on Controller / Host

After successfully configuring and synchronizing the room calendar, you can easily view the meeting schedule and join meetings on the Controller.

1. View Meeting Schedule:

   • In the main interface of the Controller app, ensure you are on the "Home" tab.

   • The right side of the interface will display the list of meetings synchronized for the day, including the meeting subject, organizer, and scheduled time.

   • The Host main screen will also typically display this calendar information for attendees in the conference room to view.

2. Join Scheduled Meetings via Calendar:

   • On the Controller's "Home" tab, find the meeting entry you want to join.

   • Direct Join: If a "Join" button is displayed directly next to the meeting entry, click this button. VCA will automatically identify the meeting type and launch the corresponding meeting application on the Host to join the meeting.

   • Select Join Method: When a meeting invitation is compatible with multiple clients, a drop-down arrow is displayed next to the meeting entry. For example, when a Zoom meeting invitation is received, if both Zoom Rooms and a standard Zoom client are deployed in VCA, the user can choose to join the meeting using one of the clients.

   

   • Select your desired joining method from the list. VCA will then launch and join the meeting on the Host using your chosen method.

   • VCA will handle cross-platform meeting link parsing and application switching in the background, so you don't need to perform complex operations on the Host.