Read this article before you set up your company’s spaces for successful use with any of the Teem products.
The admin dashboard is where you arrive when you log in to teem.com. It is your control board for managing your spaces (rooms, lobbies, desks). The admin dashboard allows users to manage spaces individually (by device) or apply a given setting to a larger group of spaces, organized by the space hierarchy. Your ability to utilize the tiers of the space hierarchy is dependent upon your subscription level. See our pricing page for more details.
To start utilizing the Teem solution, you’ll want to proceed through several steps. These will help you prepare your existing hardware and software solutions to work in conjunction with the Teem solution. If you’d like assistance with any of these steps, please reach out to our support and onboarding teams at firstname.lastname@example.org or (415)830-6989.
Creating a Teem account
First, you need to gain access to the admin dashboard. For this, you will need a Teem account. If you don’t have one, you can sign up for a free trial here. With our basic plan, you can manage multiple rooms but only one floor. Higher plan levels give you the ability to manage entire buildings and campuses (read on to learn the benefits of a space hierarchy). See our pricing page for details. With this step completed, you should have a login and have product licenses to utilize.
Configuring your mail server
Next, if you are utilizing our Teem rooms, you’ll want to prepare your email servers to connect with ours. We currently offer full integration with Google Apps for Work and Exchange/Office365. Follow the steps in the linked articles to provide access to those environments.
Building out your Teem structure
Now that we have access and the server sync up managed, we need to build out our Teem environment. This action will construct a hierarchy system layout of your Organization, Campus, Building, Floor and Spaces (Spaces can be Rooms, Lobbies, or Desks). Let’s define these terms a little more.
The Organization = your company. This is the highest tier of your build. It is where your account's licenses and subscriptions are managed, Users and Groups are created, Organization-wide settings are configured, and mail server integrations are managed. Plus a whole lot more!
Within the Organization, you must have at least one Campus. Campuses typically represent a region or a branch of the company. Campuses are the place to set local business hours, designate a contact for Work Requests, set local LobbyConnect Visitor Types, and adjust room settings to be regionally specific and consistent.
Within each Campus there must be at least one Building. Typically Buildings are named by their street address and are a useful space level in all of our products. In the case of LobbyConnect, it will inform you which building a visitor may be waiting in. For Teem rooms, you can filter out conferences rooms that are too far away to be practical for your needs. When selecting a Desk, you can ensure that the workspace is near to, or far from, certain people or groups.
Each Building must contain at least one Floor. Floors are a fantastic tool for creating a specific look and feel. Often, EventBoard room display themes will be coordinated with others on the same floor. Our Maps and Flightboard tools can help display the availability of your meeting spaces by floor. Our mobile Teem app can work with Aruba beacons and help guide you to where you need to go using floor maps (with stairs and elevators, of course).
And no floor would be complete without conference Rooms, Lobbies, and Desks! We call these Spaces. Each Floor needs at least one Space. Setting a Space to be a Room allows users to reserve the room, and gives you a way to display the calendar information (which must be assigned here) of the room on our EventBoard room display app. These tablets provide a useful booking interface and an information kiosk all-in-one. Rooms require a Teem Room license to work. Turning a space into a Lobby provides a place for visitors to check in to a LobbyConnect tablet. This can provide a secure place for guests to provide their information, sign Non Disclosure Agreements, notify their Host employees, and be provided a visitor ID badge. Lobby space do not require licensing. Creating a desk space can provide guests a place to work, or employees access to different desk locations and configurations that are bookable instead of “first come, first serve”. These are great from stand-up desks, privacy pods, or collaboration with another department. Each desk location requires a license.
If you are using our Teem rooms or Lobby solutions, devices can be added to support these locations. The devices designed to work with Teem room are EventBoards. EventBoard is licensed at the room level, so you can have multiple EventBoard displays per room on one license. Each one will provide you a useful way to browse events, view floor maps, and create room reservations, all in a single device. The device required for a lobby is a LobbyConnect. LobbyConnects require licensing at the device level and do not utilize a room license. This tablet is the interface for guest check in to take place.
To recap the hierarchy:
Space (Teem rooms, Lobbies, Desks)
Space Hierarchy Settings and Behaviors
At Teem, we want everyone to run as smoothly as possible. To that end, we’d like to explain some of the most useful tools we’ve created.
Overrides in the Space Hierarchy
Let’s break this down to see exactly what settings a device will display and hopefully show the power of overrides. First, we have designed a hierarchy where you can define where your rooms live, at each level of this hierarchy you can define different settings. The highest is Organization, and should be used for your most common default settings. Many deployments can just set the organization settings and be done. Any settings that can be set at a device can be set here, including theme. You can set a default theme that could apply to all your devices. If you change that from the Classic theme to something else, it takes only a couple of clicks to apply to all your devices.
You can override settings anywhere within the hierarchy. For instance, the next two screen shot shows some changes from our Organization settings. First, lets just say that at one campus, but not our whole organization, we want to require check-in.
This change would override the default setting for just the one campus, but a second campus would inherit the organization setting. This allows us to make broad changes easily. We can also be more granular. The next screenshot shows a couple of things.
First, at the building level we have set the Cancel Events to No. This is the same as our default, but this setting is no longer inherited. If I change my Organization setting, it will never affect this one building. With this I can make sure that certain settings don't get overridden by higher inheritances, it allows me to be more explicit in the few cases I may need to be. The second thing is that for this floor I have actually set a custom theme. Sometimes defaults are great, but we have a lot of people that may get a different theme per floor or per room. We can apply those easily to a large group of rooms and devices by using this inheritance. In this case any other floor in our organization will get the default, but this one floor will get a different setting.
You may have noticed that License and Calendar settings can not be set for Organization, Campus, Building, Floor or Device. These settings must be set per room, because they should always be unique per room. One notable advantage to this is that any device attached to a room will get the room calendar and the room license (there is an exception for LobbyConnect). We can have multiple Devices per one Room, and all the Devices will be licensed and get the same calendar.
The following screenshot shows the settings that a device will actually receive due to the settings that we have shown here. All inherited settings are in red.
A couple of notes. Any time that the setting is set to override a parent, it is noted at each settings as shown here:
To reverse this, and inherit settings from above either click Reset or click the Options box (yellow box filled with 3 yellow dots) at the top-right of the page, the select Reset Local Overrides, and then click Reset Overrides in the pop-up box.
The new inheritance model provides great power in being very granular with settings, while at the same time letting us make broad changes. It also makes deploying new devices easier as they will live in a room and automatically get settings.
One last note. While we can change most settings at the device itself, I would encourage you to always have the device inherit settings above. There are only a few scenarios where I would suggest differently. By always having the device inherit settings we can truly leverage the power of override settings.
How to navigate to different levels of the hierarchy
To navigate through the organization, click the Locations option in the left menu.
Click on Campus, Building, Floor, Spaces or Device tab and choose from the pulldown the level of the organization you wish to interact with.
When one part of the organization is clicked on, it gives a high level overview of that part of the organization. In the image above, it gives a high level overview of the floors, and the rooms that are associated with the floor. From there, a room can be clicked on to view what devices are attached to it.
Space Hierarchy and Maps
Maps are displayed at the floor level. To navigate to the appropriate floor, the space hierarchy must be accurately set up.
Space Hierarchy and Teem/Booking
In order to give your team the ability to select their default location to view only rooms nearby in Teem, or to be able to filter spaces by location, your space hierarchy must be accurately set up. Additionally, your spaces location (denoted as Campus-Building-Floor) is displayed in these apps, and is very helpful for employees who need a reminder on the location of a space while on the go.
Space Hierarchy and Insights
Insights can be compared and filtered by location, providing valuable information on how different groups behave and use their space. This feature is based on space hierarchy settings.
We at Teem hope you find this article helpful and have a great day!