Skip to content

Administrator Guide

This guide describes day-to-day administration of RoomVox. For installation, see the Installation Guide.

Room overview — all rooms organized by group

Overview

RoomVox is a CalDAV-native room booking app. Rooms appear as bookable resources in any calendar app — Nextcloud Calendar, Apple Calendar, Outlook, Thunderbird, eM Client — without a separate booking interface.

As an administrator you control:

  • Rooms — name, capacity, type, address, facilities, availability rules (Managing Rooms)
  • Permissions — who can view, book, and manage each room (Permissions)
  • Email — Nextcloud SMTP, per-room SMTP, sender addresses (Email Configuration)
  • Bulk operations — CSV import/export, MS365 migration (Import / Export)
  • Optional integrations — Calendar patch (visual room browser), Exchange sync, Public API for displays/kiosks
  • Settings — defaults, room types, email toggle, telemetry (Settings)

Accessing the Admin Panel

  1. Click your user avatar in the top right
  2. Select Settings (⚙️)
  3. Scroll down the left sidebar to Administration
  4. Click RoomVox

The admin panel has five tabs:

  • Rooms — CRUD and permissions
  • Bookings — approve, decline, reschedule, cancel
  • Import / Export — bulk room management
  • Settings — defaults, room types, email, API tokens, telemetry
  • Statistics — usage data

Day-to-Day Tasks

Task Where Reference
Create a room Rooms tab → + New Room Managing Rooms
Set who can book a room Rooms tab → permissions icon Permissions
Approve a pending booking Bookings tab → filter Pending Managing Bookings
Add/edit room types Settings tab → Room Types Settings
Bulk import rooms from MS365 Import / Export tab → drag CSV Import / Export
Create an API token Settings tab → API Tokens Public API
Disable telemetry Settings tab → Support → toggle off Telemetry

Bookings and Approval

Each room has an auto-accept setting:

  • Auto-accept on — bookings are confirmed immediately if there's no conflict
  • Auto-accept off — bookings arrive as Tentative; a Manager must approve

Pending bookings appear in the Bookings tab. Managers receive an email when a new pending booking arrives. See the Approval Workflow feature page for the full flow.

How Effective Permissions Work

Permissions are stored at two levels:

  1. Room-level — entries on a specific room
  2. Room group level — entries on a room group, inherited by all member rooms

Effective permissions are the union of both levels. Nextcloud administrators always have full access regardless of explicit permissions.

If a room has no permissions configured (and no group permissions apply), all authenticated users can book it — only Nextcloud admins can manage. Once you configure any permission, only the listed users/groups have access. See Permissions.

Email Notifications

RoomVox sends nine notification types — booking confirmed, declined, conflict, horizon exceeded, outside availability, approval request, cancellation, and others. See Email Notifications for the full matrix.

Requirements:

  • Nextcloud SMTP configured in Settings → Administration → Basic settings → Email server
  • Email notifications enabled in RoomVox Settings tab
  • Users have email addresses in their Nextcloud profile
  • occ config:app:set dav sendInvitations --value yes for iMIP invitations to external attendees

See Email Configuration for SMTP details and per-room SMTP setup.

Per-Room SMTP

Each room can have its own SMTP server, so notifications appear to come from the room's own mailbox. Passwords are encrypted via Nextcloud's ICrypto. See Email Configuration → Per-Room SMTP.

Optional: Calendar Patch

The optional Calendar Patch replaces Nextcloud Calendar's minimal resource picker with a full room browser — grouping by building, real-time availability, multi-filter chips, search by name/address/floor. Deploy with ./deploy-calendar.sh <target>.

Optional: Public API

The Public API provides Bearer-token authenticated REST endpoints for external integrations (room displays, kiosks, digital signage). Three scopes: read, book, admin. Tokens can be scoped to specific rooms.

Next Steps