All of our firewall rules are documented in our security section here.

To get started, choose one of the below options:

To add a team, follow the instruction video below.

Introduction

If you prefer to utilise UMA's standalone version without linking it to Microsoft or Google, you have the option to set up a basic version. This will provide you with some useful features to get started.

Typically, organisations use UMA's standalone version as a sole IoT, reporting or visitor management platform.

What's included?

Floor map sensor visualisation

To add a building follow the instruction video below

To get started, follow any of the guides here:

You can add users manually or sync users automatically from Microsoft 365 or Google Workspace.

To add a user manually, follow the instruction video below:

To learn about user roles and permissions click .

To add a neighbourhood follow the instruction video below.

1. Assign a group of resources to your neighbourhood to create a policy associated with these spaces.

If your Mimo 10" display is currently running the following firmware it will no longer be compatible with the UMA booking .apk from v1.7.2.

MCT-10HPQ-POE.AP6255_US.UMA.KD101N9_40NA_A45.V1.1_1.11.12i.20210818

To upgrade the firmware of your Mimo panel you will need the following:

• Windows PC

To pair an UMA application while adding, navigate to add a device and choose one of the UMA applications.

The pop up should ask for a pairing code along with other general device information.

The pairing code can be found on the application's pairing screen.

To assign this application to either a display panel or a Cisco Webex Navigator, just select the name of the hardware device under the parent device field.

This will let you track the hardware and software separately.

To get started, follow any of the guides here.

Overview

To add bookable resources to UMA, they first need to be created in Microsoft 365 or Google Workspace.

To add non bookable resources to UMA, they can be added without a third party.

There are two methods for adding resources in UMA.

You have the option to manually add resources, which is suitable for swiftly including a small number of them.

Alternatively, you can utilise the auto scan feature. For efficiently adding a large number of resources, we suggest employing the auto scan feature.

Auto scan

To add a resource using auto scan, follow the instruction video below.

Add manually

To add a resource manually, follow the instruction video below.

To get started, follow any of the guides here.

Android meeting room display

Regional settings are used to display the correct time, language and time format on UMA applications.

UMA has a number of meeting room booking policies that can be implemented to control your hybrid working environment for your employees.

Booking duration

Use this setting to enter a maximum duration for meeting room bookings.

To configure, enter a number and choose days or hours.

Room booking threshold

This setting is used to restrict users from booking meeting rooms too far in advance.

Enter in a numerical digit and select 'Days', 'Weeks' or 'Months' from the drop down to create a restriction for meeting room bookings in the future.

Meeting room check in

This setting is used to allow users to check into their meeting room booking to confirm their booking.

Enter in a numerical digit (in minutes) to allow users to check in before a meeting starts.

If you don't want users to check in before the meeting starts then use '0'.

The support information is utilised to appear on the UMA booking panel, providing users with the necessary contact details for assistance with the booking panel or meeting room.

Enter a telephone number or/and an email address here that employees can use.

'Other' resources booking threshold

This setting is used to restrict users from booking 'other' resources too far in advance.

Enter in a numerical digit and select 'Days', 'Weeks' or 'Months' from the drop down to create a restriction for 'other' resource bookings in the future.

Booking panel

Video conferencing

IoT sensors

UMA is a cloud-based solution, maintained by data centres that hold premier certifications such as ISO 27001 and SOC2.

For further details on compliance, please explore the AWS Security and AWS Compliance articles.

To book a meeting room, tap book or go to the floor map to identify the meeting room you want to book.

To identify a suitable meeting room to book you can filter by building and floor or date and time of when you want to attend the office.

Choose one of the following device types:

UMA has a number of desk booking policies that can be implemented to control your hybrid working environment for your employees.

Desk release

This setting is used to automatically cancel desk bookings that a user hasn't checked into after a configurable period of time after the start of the booking.

To configure, use the following format: 1h 30m

To manage branding settings:

1. Navigate to the Appearance section in your company, building or device settings.

2. Select your preferred colours or input custom hex codes.

Out of the box, UMA supports four manufacturers of IoT sensors.

However we can support custom IoT integrations if you email [email protected] to find out more.

Please choose from the below options to understand the types of sensors we integrate with.

To book a parking space, navigate to my floor within the workspace group and use either the map, calendar, list or parking view to identify the parking space you want to book.

To book a an 'other' resource, navigate to my floor within the workspace group and use either the map, calendar or list view to identify the 'Other' resource you want to book.

Export all to CSV

To export all visits in the current view. This will download a CSV to your device.

To manage your meetings and bookings, navigate to my bookings within the workspace group.

From here you can view, edit, cancel and check in to your meetings/bookings.

Our support team might ask you to hard refresh your browser as part of the troubleshooting process. This is different from a normal refresh.

Here's how you can hard refresh in all of the browsers supported by UMA.

Chrome

If you use Windows, hold the CTRL key and press F5. If you use Mac, hold the CMD and SHIFT keys and press R.

UMA provides an easy and secure way to get connected to your Microsoft 365 tenant using OAuth2.0 and OpenID Connect.

You must first provide UMA with your Microsoft Azure Tenant ID.

Shown below is the authentication process that UMA uses using OAuth2.0 and Open ID connect:

For more information on OAuth and OpenID Connect, follow the documentation below:

To book a parking space, tap book or go to the floor map to identify the parking space you want to book.

To identify a suitable parking space slot to book you can filter by building and floor or date and time of when you want to book a parking space.

To book a resource within a neighbourhood, you can still book using our web or mobile applications.

To understand how resource booking is affected by neighbourhood policies for each application type you can check below.

UMA Vision - Map or List View

When booking using the map or list view in UMA Vision, if you hover over a resource that has a neighbourhood policy applied you will see information appear on the tool tip related to the teams that are allowed to book that space for the day selected.

To book an 'Other Resource', tap book or go to the floor map to identify the 'Other Resource you want to book.

To identify a suitable 'Other Resource' to book you can filter by building and floor or date and time of when you want to book a parking space. You can also at a participant to this resource type.

To add a floor follow the instruction video below

Working days/hours

Please utilise this option to verify the standard work hours adhered to by your staff.

This feature serves a dual purpose:

UMA relies on this information for precise reporting on occupancy, while also employing the working hours for scheduling start and end times for bookings.

Book now duration

This configuration establishes a default time frame for direct bookings made through the UMA booking panel interface.

Release after duration

This configuration enables automatic cancellation of a reserved resource if it remains unoccupied for a predefined period.

Book rounding

This feature aims to optimise booking slots for greater efficiency.

It allows for rounding up meeting durations to the nearest 5, 10, or 15 minutes, preventing odd time slots like 10:17 - 10:47.

Book rounding type

This setting decides whether to round up or down meetings when using book rounding.

Auto book duration

This configuration establishes a default duration for automatic bookings made through an occupancy sensor.

Auto book after duration

This configuration determines the default duration for booking a resource after detecting occupancy.

Zone Booking

This setting is used to enable users the ability to check in to Zones on the UMA floor maps.

Navigate to My Floor and hover over the Zone you wish to record your attendance within.

Users are able to check in to Zones either on the day or in the future.

Parking booking threshold

This setting is used to restrict users from booking parking spaces too far in advance.

Enter in a numerical digit and select 'Days', 'Weeks' or 'Months' from the drop down to create a restriction for parking bookings in the future.

Office neighborhoods refer to the various sections or areas within a workplace that are often organised based on departments, teams or functions. Think of them as mini-communities within the larger office space, where groups of colleagues with similar roles or responsibilities work in proximity to one another.

In the context of UMA, neighbourhoods are used to create booking policies to allow or restrict employees (within teams) access to certain spaces.

To create a neighbourhood, follow the guide here.

To understand how this affects booking, check here.

Desks

To edit or cancel a desk booking for someone else, select a busy desk and you will open the booking associated with that desk.

A side drawer will open allowing you to edit or cancel a booking.

Once you have updated the booking, participants will receive a notification with the changes reflected in their calendar. If you are the organiser, a cancellation email will be sent and appear in your sent items.

Meeting Rooms

To edit or cancel a meeting room booking for someone else, select a busy meeting room and you will open the booking associated with that meeting room.

A side drawer will open allowing you to edit or cancel a booking.

Once you have updated the booking, participants will receive a notification with the changes reflected in their calendar. If you are the organiser, a cancellation email will be sent and appear in your sent items.

Introduction

UMA allows you to connect to your own Google Workspace tenant using the Google API to sync users and resources.

Permissions

To understand the permissions required for the UMA Vision application click .

Getting started

To get started, navigate to your Google Workspace admin console.

• Head to the security settings and find 'Manage Domain Wide Delegation' under 'Access Data Control' and 'API Controls'.

• Click 'Add New'.

• Insert the following Client ID: 103562150091217457953

Create a booking account

• Create a new Google Workspace user - e.g. .

• Click on the newly created user/booking account and navigate to admin roles and privileges.

• Ensure this user is given the super admin permissions role.

Continue setup in UMA

To get started, you should have received an email to set up your account. If you haven't, please contact your UMA representative.

Once logged in you will need to carry out the following steps:

• Configure your.

• Configure your .

Once these initial steps have been completed you can choose to connect to your Google Workspace tenant now.

Navigate to the integrations page and choose Google authentication to allow your employees to log in using Google credentials.

Once that's done, connect your Google calendar integration and enter in the created above - e.g. .

Add resources

To create resources in Google Workspace follow the guide .

To import Google Workspace resources into UMA follow the guide .

User sync

To sync your users from Google Workspace follow the guide .

Introduction

UMA allows you to connect to your own Microsoft 365 tenant using Graph API to sync users and resources.

Permissions

To understand the permissions required for the UMA Vision enterprise application click .

Getting started

To get started, you should have received an email to set up your account. If you haven't, please contact your UMA representative.

Once logged in you will need to carry out the following steps:

• Configure your.

• Configure your .

Once these initial steps have been completed you can choose to connect to your Microsoft 365 tenant now.

Navigate to the integrations page and choose Microsoft authentication to allow your employees to log in using Microsoft credentials.

Once that's done, connect your Microsoft calendar integration and consent to the requested.

Add resources

To create resources in Microsoft follow the guide .

To import Microsoft resources into UMA follow the guide .

Room display preparation

Microsoft's default behaviour is to not display the subject or private meetings correctly on the room display panel. To change this follow the guide .

User sync

To sync your users from Microsoft follow the guide .

Which hardware would you like to use as your meeting room display?

Follow our configuration guide here:

User sync

Choose an option below to understand more about user sync.

Find a teammate

This setting allows users to locate others users on the map view and the planner home page.

'Planner' home page

Enable the to help your staff plan their working week.

Allow users to control their visibility

This feature enables the 'Privacy Preferences' option on the User Preferences page to allow users to hide their location in My Floor views and the Find a Teammate feature.

To get started, follow any of the guides here:

Overview

This application is designed to effectively manage and monitor occupancy levels in a given area. It is equipped with integrated people count sensors, ensuring precise and up-to-date occupancy counts. This data is then displayed on signage hardware to provide real-time information about the current occupancy versus the designated capacity of the space.

UMA's people count application is accessible through any full web browser on various devices or displays (lite and WebOS type versions not supported), offering flexibility and convenience in showcasing space availability across a building.

Additionally, users have the option to customise the occupancy display with their company logo and relevant text, providing clarity to individuals regarding the purpose of occupancy tracking in a particular space.

Pairing the application

1. Open the UMA people count application by visiting .

2. Navigate to add a device and choose a resource to pair the application with.

3. Use the unique pairing code to pair the application with the resource.

You can also pair an application already set up within UMA.

Click on the device ellipsis and click pair.

How to use the application

Open the application on your device or access it through a web browser.

If not integrated out of the box, follow the provided guidelines to connect and calibrate the people count sensors. Ensure they are functioning correctly to provide accurate occupancy data.

Use the application to manage safe entry into a space by displaying occupancy versus capacity data on the designated signage hardware. This helps individuals know if they can enter a space safely without exceeding its capacity.

Observe the indicators to quickly determine if a space is over capacity. These visual cues help maintain safe occupancy levels.

If desired, personalise the occupancy display by adding your company logo and relevant text. This helps communicate the purpose of occupancy tracking to individuals in the space.

The UMA Book app allows you to effortlessly browse and reserve meeting spaces and desks while on the move, making the process quick and convenient.

Available on both the Apple Store and Google Play Store.

To book a desk, tap book or go to the floor map to identify the desk you want to book.

To identify a suitable desk to book you can filter by building, and floor or date and time of when you want to attend the office.

Prior to being able to access real-time occupancy information and enable users to reserve resources via the map view, you must first allocate resources to areas of the map.

To create resources, check out this guide.

Navigate to your floor map and click on edit map.

Select a region on the map to allocate a resource and select the resource from the drop down on the left hand menu.

Switch off the map editing mode, then you can either hover over or click on the resource to access additional information or book the space.

To create a new pre-registered visit simply navigate to the visitors page and click add a visit.

Here you can enter in all the details about the visit including the host and visitor information.

Once you reach the summary page their will be an option to create a calendar event for the visit.

If enabled, UMA will create a calendar event of the visit with the creator of the visit as the organiser.

If this setting is toggled off, the visitor will just receive an email notification with all the details of the visit.

Assign desks, parking spaces and meeting rooms to visits

Whilst adding visitors to your visit you are able to assign available desks and parking spaces to each visitor.

Once you've added all your visitors, you can assign a meeting room to the visit.

Teams in UMA

A team in UMA represents a group of work colleagues affiliated with a specific department, project, or specialised group within an organisation. Teams are designed to enhance collaboration and streamline resource management, making it easier to coordinate efforts in a hybrid working environment.

How teams work in UMA

Teams in UMA serve multiple purposes:

1. Collaboration and coordination:

   • Teams are ideal for organising colleagues who share common goals, projects, or initiatives.

2. Resource management:

Optional team visibility on the home page

Organisations can decide whether teams are visible on the . This flexibility ensures UMA accommodates different use cases, such as:

• Standard team collaboration: When enabled, teams can be seen on the home page, allowing members to view their team’s schedules and plan accordingly.

• Neighbourhood policies only: If teams are used solely for neighbourhood bookings, visibility on the Planner Home Page can be turned off.

How to create and manage teams

• To create a team in UMA, follow the step-by-step guide .

• For more details on neighbourhoods and their interaction with teams, click .

UMA’s Teams feature is a versatile tool that bridges the gap between colleagues, resources, and hybrid working policies, helping organisations stay connected and productive.

UMA is equipped to autonomously schedule or cancel meetings by detecting occupancy through a range of integrated sensors.

To set up automatic booking or release, start by incorporating an occupancy sensor from our list of integration partners.

Once integrated, you can customise the device settings to automatically schedule or release based on a predefined duration of occupancy or lack thereof in the area.

For more information on these settings click .

Follow our sensor deployment guides .

Keep everyone on track and eliminate last-minute surprises with customisable, timely email alerts that ensure your team is always prepared for meetings and office visits.

To configure booking reminders, navigate to your company settings and find the booking reminders section.

Create reminder

Start by adding a reminder and you will see the following form.

Choose between a desk or a meeting room and a reminder time that makes sense for your business' needs.

You can choose the default email content for desks and rooms or use your own wording.

• The default content for desks is as follows:

"Gentle reminder, you have an upcoming visit to the office. Please confirm your attendance below."

• The default content for meeting rooms is as follows:

"Gentle reminder, you have an upcoming meeting in <resource_name> at <event_time>. Please confirm your attendance below."

You can also use the following variables to help bring more context into a reminder:

• <event_date>

• <event_time>

• <resource_name>

• <resource_type>

Preview reminder

Preview your reminder in real-time to see what users will experience. Your logo and header colour will be shown in your company branding.

Reminder actions

Reminder emails will include buttons for users to promptly confirm or decline their attendance for a booking.

For desks, the following actions will occur:

• Yes, count me in - The desk booking will remain and you will be redirected to UMA with confirmation.

• No, I'm not coming in - The desk booking will be cancelled and you will be redirected to UMA with confirmation.

For meeting rooms, the following actions will occur:

• Yes, count me in - The meeting booking will remain and you will be redirected to UMA with confirmation.

• No, I'm not coming in - The meeting room resource will be removed from the meeting but the meeting event will remain. You will be redirected to UMA with confirmation.

Zones serve to compartmentalise offices, whether by departments, teams, facilities, or any other preferred criteria. This aids users in accessing real-time data within those designated areas.

Additionally, in the future, it will enable you to locate available desks and meeting spaces within specific zones.

For instance, if you were to integrate a people-counting sensor in a zone and make that data accessible through our web and mobile application, it would provide valuable insights for office occupants to gauge the level of activity in specific areas.

Furthermore, consider the scenario of incorporating an environmental sensor in an open workspace. By analysing this data, you can gain insights into the environmental conditions of various parts of your office.

This not only empowers users to choose their workspace based on air quality and temperature information but also contributes to understanding the overall health of your building.

Once your zone has been created you can assign it an area of your office on the map.

Once you've assigned the zone, you can click on zone view to see all the zones you've assigned to the map. If you hover over a zone it will initially tell you it has no data to show.

To start visualising data, add an IoT sensor to a zone.

Once you've added one of these devices to a Zone, navigate back to the map and you should see your data start to show.

To sync users from Microsoft Entra, Microsoft 365 or Google Workspace, follow one of the below guides:

To book a desk, navigate to my floor within the workspace group and use either the map, calendar or list view to identify the desk you want to book.

If you hover over the desk, you will see the following information:

• The availability of the desk

• The organiser of the desk booking (if it's busy)

• Any relevant description added by an admin

• If the desk is assigned to a specific employee

To book on behalf of another user, check out this handy guide .

To book a meeting room, navigate to my floor within the workspace group and use either the map, calendar or list view to identify the meeting room you want to book.

If you hover over the meeting room, you will see the following information:

• The availability of the meeting room

• The organiser of the meeting (if it's busy)

• Any relevant description added by an admin

• The number of people in the meeting room (if a sensor has been assigned)

The meeting room booking form has the following fields:

• Subject - the subject of the meeting

• Private meeting option - this hides the subject and organiser on the meeting room display

• Add participants - allows you to add internal and external participants to the meeting

Alongside the above, UMA will suggest times based on your availability, the participants and the meeting room's availability.

Some organisations use the check in feature to ensure that resources are being used efficiently.

Checking into a booking helps confirm your attendance in the office or meeting room.

Desk bookings

To check into a desk booking, navigate to my bookings within the workspace group and find your desk booking.

Room bookings

Checking into room bookings is only available from the .

To check into your booking from the meeting room display, your booking should show a check in option either before or during the meeting.

Press on 'check in' and this will you check you in and confirm your attendance.

Setting up sensors, especially IoT ones, should be a straightforward task, given that they often operate wirelessly. However, the plethora of sensor options in the IoT realm can make it challenging to determine which one suits your needs and how to configure it effectively for optimal data comprehension.

UMA can provide consultation to ensure you select the right deployment for your specific use case.

When messaging data isn't time-critical and can be processed at intervals, UMA recommends opting for an EnOcean or LoRaWAN sensor deployment. For scenarios requiring real-time data and involving intricate configurations, UMA leverages network-based people counting sensors.

In the realm of IoT sensors, UMA offers both EnOcean and LoRaWAN deployment options.

To configure policies for your organisation, choose from one of the below options.

Where is UMA hosted?

UMA is hosted in AWS in a EU West data centre.

Are you ISO27001 certified?

Yes we are.

Overview

Amenities in UMA allow you to associate specific features, equipment, or services with resources such as meeting rooms, desks, or other bookable spaces.

This helps your users find the right space for their needs and ensures they can filter, book, and prepare for meetings more effectively.

To configure settings for your organisation, choose from one of the below options.

Your preferences are used to help personalise the UMA experience for you.

By selecting your preferred options for visualising data, it helps you view and action your every day tasks a lot quicker.

The following options are available for you to personalise:

• Preferred building and floor

Desks

To reserve a desk for someone else, select a desk and activate the 'book on behalf of' option.

Most people use Microsoft 365 or Google credentials to log into UMA.

If you are unsure, contact your UMA admin or manager within your organisation.

You can access the visitor log by navigating to the workspace in the menu. From here, you have the capability to view, add, update, or delete visits. Additionally, depending on your user role, you can generate and export reports.

Furthermore, you have the option to switch between buildings and select a date range to customise your view of visits. This allows you to filter between visitors and ad hoc employee check-ins.

You'll also have real-time access to your visitors' statuses:

• Pending: The visitor has not yet arrived or checked in.

Overview

Visualise your office floorplan on a sleek touch screen in your reception or common area. Effortlessly navigate through your office layout, locate colleagues, meeting rooms, and resources.

Instantly identify available workspaces, plan your day with precision. Reserve a space with a few taps - no more tedious booking systems.

Gain insights into environmental conditions for optimal workspace selection, aligning with your work style and preferences.

Recommended hardware

This application can run on any device with a full built-in web browser (lite and WebOS type versions not supported), however, map rendering will require enough processing power to display resource availability.

Speak to our sales team for hardware recommendations to display the office map application.

Pairing the application

1. Open the UMA office map application by visiting .

2. Navigate to add a device and choose a resource to pair the application with.

3. Use the unique pairing code to pair the application with the resource.

You can also pair an application already set up within UMA.

Click on the device ellipsis and click pair.

Display settings

You can configure the following settings after pairing the application:

• Default view - allows you to choose between zones and rooms/desks.

• Light / dark mode

• Fullscreen mode

How to use the application

Access the sleek touch screen displaying your office floorplan in the reception or common area.

Navigate through your office layout effortlessly using touch gestures like swiping, zooming, and tapping.

Locate meeting rooms or workspaces by tapping on the corresponding icons or areas on the floorplan for detailed information.

Get real-time updates on workspace availability, clearly indicated on the floorplan.

Plan your day with precision using instant availability information. Select the workspace that best suits your needs and schedule.

Booking a workspace is quick and easy. Select your desired space and follow prompts to confirm your reservation with a few taps.

Gain insights into environmental conditions like temperature, humidity, CO2 levels, and air quality (TVOC/VOC).

Branding

UMA allows you to customise the branding of the office map application.

The branding logo can be configured .

Pre-Registered Check In

Checking in via the kiosk or mobile follows the same process:

1. Enter your name.

2. If the visitor is found, it will allow them to proceed to check in.

3. Check in.

4. The host is notified via an email notification.

Ad-Hoc Check In

Checking in via the kiosk or mobile follows the same process:

• A prompt will ask if you’ve been invited.

• Press ‘no’ to continue to check in.

• Here you can check in as a visitor or an employee.

Check Out

Checking out via the kiosk or mobile follows a similar process:

• Enter your name.

• If the visitor is found, it will allow them to proceed to check out.

• Check out.

Full permissions

This is UMA's preferred method of interacting with Microsoft Graph API as the level of access provides a more feature rich solution for end users.

The full permissions are documented as follows:

Lite permissions

Lite permissions should only be used for where profile photo and group user sync is not required.

The lite permissions are documented as follows:

Enable visitor management

Use this setting to enable visitor management for your organisation.

If you turn on visitor management, any user in your organisation will be able to invite guests to your buildings.

Overview

The Planner Home Page is designed to support the needs of modern hybrid workplaces, where employees split their time between the office, home, and other locations.

As organisations embrace hybrid working, effective planning and communication tools are essential to ensure seamless collaboration and efficient use of office resources.

It bridges the gap between employees and the office by providing a centralised hub to:

Overview

Office neighbourhoods refer to the various sections or areas within a workplace that are often organised based on departments, teams or functions. Think of them as mini-communities within the larger office space, where groups of colleagues with similar roles or responsibilities work in proximity to one another.

These neighbourhoods serve several purposes:

Overview

The workspace area is your central hub for efficiently managing and viewing your office space.

It offers a range of features designed to streamline your experience, including floor plan visualisation, desk and meeting room booking capabilities, visitor management, environmental data monitoring, and teammate location tracking through a powerful search function.

To enhance security and control over UMA's access to Microsoft 365, we allow organisations to limit access to specific users and resources.

This setup is optional, and UMA will function as expected without changes if the existing authorisation process has been applied.

We only access data configured by you via our admin portal, including users, room calendars and security groups.

What is a visit?

An UMA visit can be characterised as an invitation extended to a guest (or guests) to permit them to come to your office and securely enter the building for a specific purpose.

There are many reasons why you would invite a guest to your office:

A job interview

Contractor maintenance

Customer visit

Meeting / event

VIP visit

User roles in visitor management