Office 365: Show Highfive Meetings On Your Dolby Conference Phone

 

Use Google instead of Office 365? Click Here

 

Want to see your conference room’s calendar events on your Dolby conference phone? We have just the feature for you!

 

Highfive's Office 365 calendar integration will let you tap-to-join meetings that your conference room is booked for, right from your Dolby device. 

 

 

Contents

 

Requirements

Setup

Using the integration

Disabling the integration

FAQ

 

 

Requirements

 

If you meet the following requirements, you can set up this integration for your team:

  • Highfive
    • You are on the Highfive Plus or Premium meeting room plans. (The older Professional and Professional Plus plans are supported, too.)
  • Office 365
    • Your organization uses Office 365 for work. 
    • You can log in as an Exchange admin.
    • Your meeting rooms are directly bookable as resources in Outlook. 
      • Click here to learn more about Outlook Calendar resources.
  • Windows PowerShell
    • PowerShell is a program that comes with the Windows operating system: Windows PowerShell
    • There are a few Exchange settings that need to be changed before starting the integration process. This can be done manually, but we've created a PowerShell script to help automate the process.

 

 

Setup

 

By default, the details of appointments will not be readable by Highfive other than the name of the organizer. This is due to Exchange settings which remove the summary and body from the appointment on the room resource calendar, explained here. This means that, when displayed on the Dolby Conference Phone, appointments will not show their true summary, and the "Join Meeting" button will not be present. To get started, you will need to adjust these default Exchange settings, after which all meetings accepted by the room resource will have their complete information. After changing these settings, new appointments will work correctly and existing appointments will need to be re-sent.

 

Specifically, you'll need to update the following Exchange properties to $false. Highfive has provided a PowerShell script below to do this for you automatically:

  • DeleteSubject 
  • DeleteComments 
  • AddOrganizerToSubject 
  • RemovePrivateProperty 

Be aware that by changing these settings, some Office 365 behaviors will change when booking meeting rooms, whether or not an event was scheduled as a Highfive meeting. See this Microsoft article for more information about these settings.

 

Let's get started! 

  1. Download this Windows PowerShell script file: CloudExchangeUpdateResourceProperties.ps1.
  2. Run the downloaded script in Windows PowerShell. You'll need your Exchange admin username and password to complete the script. This script is digitally signed by Highfive.
  3. The script will automatically begin making the required property changes to your Exchange settings. As described above, this script needs to be run again in the future any time you add new room resources to Outlook.

    Having trouble running the script? As an equivalent, you can manually change the DeleteSubject, DeleteComments, AddOrganizerToSubject, and RemovePrivateProperty properties to $false in Exchange using the PowerShell cmdlet.

  4. Go to your Highfive Domain Dashboard. The template to access your dashboard is as follows: https://YourCompanyDomain.highfive.com/domain/dashboard
  5. Click the Integrations tab.
  6. Next to Microsoft Calendar Resources, click Setup.
    Dashboard_MS_Calendar_Resources.png
  7. Review the steps displayed to make sure you have everything you need to complete the setup. Click the Connect button. 
    Dashboard_MS_Calendar_Connect_Button.png
  8. A new Microsoft login page will open. Log in with your Exchange administrator account credentials.
    MS_Office_Login.png

  9. After you are redirected back to the dashboard, use the Meeting Room drop-downs to match your Device name with the appropriate resource (conference room) name.
    • Note: Make sure the Highfive system is not in use when making these changes.
      DCP_Calendar_Dashboard_Resources.png

  10. Click Confirm assigned rooms to save your settings. 
    Dashboard_Confirm_Assigned_Rooms_Button.png

  11. Within the next 3 minutes, your Dolby conference phone will update to display your room’s events.
    DCP_Calendar_Home.png

 

 

Using the integration

  1. Your Dolby conference phone will display up to 3 current and upcoming events.
    DCP_Calendar_Home.png
  2. Tapping on a Highfive meeting will allow you to join the call. If you tap on an event and do not see the option to join, the event is not a Highfive meeting. (See FAQ section below.)
    DCP_Calendar_Event.png

 

 

Disabling the integration

  1. Go to your Highfive Domain Dashboard. The template to access your dashboard is as follows: https://YourCompanyDomain.highfive.com/domain/dashboard
  2. Click the Integrations tab.
  3. Select Microsoft Calendar Resources.
  4. Click Disable Integration.

 

 

FAQ

 

Is this available for Google Calendar?

Yes! Click here to learn more.

 

I tapped on an event, but do not see the option to join. What happened?

Highfive connects with Office 365 to display all events that your room has been invited to. You will only be able to join events that are Highfive meetings, which are scheduled with our Microsoft Outlook add-in. Click here to learn how to schedule Highfive meetings.

 

How does the integration decide which events to show?

  • Any scheduled meeting that has the conference room added to the event will be displayed.
  • For security and privacy, meetings scheduled via Outlook Calendar as Private events will have the display name "Reserved" and cannot be joined from the Dolby conference phone. 
  • A meeting will continue to be displayed for one (1) hour after its start time. This allows late-starters to still join the meeting from the Dolby conference phone. If you leave a meeting after 1 hour has elapsed, you will not be able to rejoin it from the Dolby conference phone. Instead, you can rejoin from a computer or mobile device, and then move the call up to your TV.

I don’t see my meeting room name under the Integration Settings page. What do I do?

Highfive receives this information from Microsoft, so you will need to log into your Office 365 Exchange account as an administrator and check your resource configuration. Click here for more information on Outlook Calendar Resources.

 

We’ve changed our meeting room names. What do I need to do in Highfive to update this?

Go to the Devices page on your Domain Dashboard to rename your Highfive units.

 

My Dolby Conference Phone shows calendar appointments, but only the organizer's name without the subject

See the first section of this article. Appointments sent to the room resource need to be sent after you run the provided PowerShell script.

 

I accidentally matched the incorrect Meeting Room to my Device. Will this break something?

No, but it can make the Highfive experience confusing for your users. Simply go to your Domain Dashboard and select “Unassigned” or pick the correct Meeting Room name and save your settings to fix this.

 

If you have any questions or issues regarding the Dolby conference phone's integration to Office 365, please contact the Highfive Support team at help@highfive.com.

 

Brian Huynh -

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