# 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 1. Create or authorize a Connector (Application or Service). 2. Retrieve and select the desired resources from Microsoft 365 or Exchange. 3. Configure display mode (**List** or **Map View**) and optional Add-on modules. 4. Register the **HXA Room Board Application** in the **HXA.io Portal**. 5. 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 1. Install or open the **HXA Room Board** Progressive Web App. 2. On first launch, tap **Register Device** to display a registration code. 3. Open the **HXA.io Portal** → select the corresponding resource → **Add Device** → enter the code. 4. Confirm and verify the synchronization status in the Portal. --- ## Appendix B – Add-on License Activation Process 1. Open the **HXA.io Portal** and navigate to **License Center**. 2. Select **Add-on Licenses** and choose **Advertising & Media Rotation**. 3. Assign the Add-on license to the tenant or specific Room Board application. 4. In the **Room Board configuration**, enable the **Advertising module** under *Display Settings → Content Rotation*. 5. Upload media files (images, videos) or enter web URLs to be displayed. 6. Define the **rotation duration per item** and publish changes. 7. The feature activates instantly after license validation and propagates to registered devices within minutes. --- *© 2025 NT Technologies GmbH – All rights reserved.*