# HXA Room Board — HXA.io Service Description

Version: 1.7.0 Date: 2025-10-20 Provider: NT Technologies GmbH – powered by NetTask

# 1 Overview

# 1.1 Definition

HXA Room Board is a visual dashboard application within the HXA.io Ecosystem, designed to display live booking and availability information for Rooms, Workplaces, Workspaces, Parking Spaces, and other resources.
It visualizes occupancy and availability data in either a scrollable list or an interactive map view, providing real-time transparency for office and building environments.

The Room Board connects seamlessly to Microsoft 365 Graph and Exchange Web Services (EWS) through official HXA.io Connectors, supporting hybrid configurations that unify data from both cloud and on-premises systems.
This makes HXA Room Board the ideal solution for modern workplaces, smart offices, and digital reception or floor displays.

# 1.2 Scope of Supply

The vendor provides the HXA Room Board as a Progressive Web App (PWA) for installation and use on supported devices and browsers.
The service requires connection to an HXA.io Tenant and uses existing Microsoft 365 or Exchange infrastructure for data synchronization.
The optional Advertising Feature is available as a licensed Add-on Module and not included in the standard Room Board package.

# 2 Service Components

# 2.1 HXA.io Service (Backend & Portal)

# Main Functions

Connector Management – Integration of Microsoft Graph and Exchange EWS sources.
Resource Management – Selection and configuration of rooms, desks, and workspaces for display.
Device Configuration – Assignment of Room Board instances to devices via HXA.io Portal.
Branding & Media – Management of background images, logos, and advertising content (Add-on).
Monitoring – Logging of synchronization and connector health status.

# Supported Connectors

Exchange Online (Microsoft 365) via Microsoft Graph
- Application Connector (App-only) – Organization-wide access.
- Service Connector (Delegated) – Access via a service account.
Exchange On-Premises (2013 and later) via EWS.
Hybrid Exchange environments are supported.

# 2.2 HXA Room Board App

# Availability

Progressive Web App (PWA) – runs on Chromium-based browsers (Chrome, Edge, Safari).
Compatible with HXA Display, iPad, Android tablets, Windows devices, and smart info screens.
Full-screen and kiosk operation supported for continuous display use.

# Functional Highlights

Displays live availability for rooms, desks, or parking spaces.
Switchable between List View and Map View.
Supports hybrid data aggregation from Microsoft Graph and EWS.
Weather integration based on building location.
Advertising and informational content rotation (Add-on Feature):
- Supports display of images, YouTube videos, and web content.
- Administrators can define display duration per content item (e.g., 10–60 seconds).
- Enables corporate communication, branding, and visitor information directly on the Room Board.
- Requires an active Add-on license to activate.
Smart pagination for long resource lists.
Auto-refresh and offline caching capabilities.

# Exchange Integration

Calendar and booking data are retrieved via the configured connectors using Microsoft Graph (Exchange Online) or EWS (Exchange On-Premises).

# 3 Customer Responsibilities & System Requirements

# 3.1 Microsoft Environment

Exchange Online (M365): Setup of either an Application Connector (App-only) or a Service Connector (Delegated).
Exchange On-Premises (≥ 2013): Accessible EWS endpoint (HTTPS) and a service account with FullAccess to room mailboxes.
Resource Mailboxes: Created and configured with appropriate booking policies and visibility settings.

# 3.2 Network

Outbound HTTPS (443) access must be allowed to:
- portal.hxa.io
- graph.microsoft.com
- login.microsoftonline.com
- and any configured Exchange/EWS endpoints.

# 3.3 Devices

Supported clients: HXA Display, iPad, Android tablets, Windows devices, and info screens.
Devices require registration through the HXA.io Portal (navigate to Resource → Add Device → Enter Registration Code).

# 4 Provisioning & Operation

# 4.1 Initial Setup

Create or authorize a Connector (Application or Service).
Retrieve and select the desired resources from Microsoft 365 or Exchange.
Configure display mode (List or Map View) and optional Add-on modules.
Register the HXA Room Board Application in the HXA.io Portal.
Assign configuration and publish.

# 4.2 Maintenance

Connector and synchronization health are monitored via portal event logs.
Automatic updates for the PWA are delivered through the HXA.io update service.
Weather and Add-on content are refreshed automatically per configuration interval.

# 5 Security & Microsoft Graph Permissions

# 5.1 Application Connector (App-only)

Permission	Type	Description
Calendars.Read	Application	Read calendars for all mailboxes.
Calendars.ReadBasic.All	Application	Read basic calendar data (free/busy).
Calendars.ReadWrite	Application	Create, update, and delete calendar events.
Directory.Read.All	Application	Read directory objects (users/groups).
Directory.ReadWrite.All	Application (opt.)	Modify directory objects (rarely required).
Place.Read.All	Application	Read room and place information.
Schedule.Read.All	Application	Read organization-wide schedule availability.
Schedule.ReadWrite.All	Application (opt.)	Modify schedules if required.
User.Read.All	Application	Read all user profiles.

Best Practices

Restrict application scope using Application Access Policies.
Prefer Calendars.ReadBasic.All for reduced data exposure.
Document admin consent and limit optional permissions.

# 5.2 Service Connector (Delegated)

Permission	Type	Description
Calendars.ReadWrite.Shared	Delegated	Read/write delegated or shared calendars (room mailboxes).
MailboxSettings.Read	Delegated	Read mailbox settings (working hours, timezone).
offline_access	Delegated	Obtain refresh tokens for persistent sessions.
openid	Delegated	OpenID Connect authentication.
Place.Read.All	Delegated	Read room and place metadata.
profile	Delegated	Retrieve user profile claims (OIDC).
User.Read	Delegated	Sign in and read user profile (service context).
User.ReadBasic.All	Delegated	Read basic profiles of all users (for name resolution).

Notes & Best Practices

The service account must have FullAccess to relevant room mailboxes.
Follow least-privilege principle for all delegated access.
The offline_access grant allows continuous operation for unattended displays.

# 6 Support and Lifecycle

Support, maintenance, and update services follow NT Technologies GmbH’s standard SLA and lifecycle management policies.
All cloud services are provided under defined availability and maintenance windows.
Add-on features such as Advertising & Media Rotation are maintained under their respective Add-on license terms.

# 7 Legal Notes

“Microsoft”, “Exchange”, “Microsoft 365”, and “Graph” are trademarks of Microsoft Corporation.
HXA.io and HXA Room Board are products of NT Technologies GmbH / NetTask GmbH, Germany.

# Appendix A – Device Registration Process

Install or open the HXA Room Board Progressive Web App.
On first launch, tap Register Device to display a registration code.
Open the HXA.io Portal → select the corresponding resource → Add Device → enter the code.
Confirm and verify the synchronization status in the Portal.

# Appendix B – Add-on License Activation Process

Open the HXA.io Portal and navigate to License Center.
Select Add-on Licenses and choose Advertising & Media Rotation.
Assign the Add-on license to the tenant or specific Room Board application.
In the Room Board configuration, enable the Advertising module under Display Settings → Content Rotation.
Upload media files (images, videos) or enter web URLs to be displayed.
Define the rotation duration per item and publish changes.
The feature activates instantly after license validation and propagates to registered devices within minutes.