IT Administrator s Guide

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IT Administrator’s

Guide

Version 1.1.1

October 10, 2014

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iRobot and Ava are registered trademarks of iRobot Corporation. iPad and iPhone are registered trademarks of Apple, Inc.

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Introduction ... 1

Conventions ...1

Comments and Suggestions ...2

New in This Revision ... 2

Ava 500 Overview ... 5

About the Ava 500... 7

Ava 500 System Infrastructure ... 8

How the Ava 500 Works ... 9

The Ava 500 Cloud Service ... 10

Components and Terminology ... 11

External Components ... 11

Internal Components ... 13

Configuration and Maintenance ... 15

Data Communications and Security ... 17

Data Communications ... 17 Wireless Configuration ... 18 Aruba ... 19 Cisco ... 19 Wireless Encryption ... 20 Wireless Authentication ... 20 Proxy Support ... 21 System Configuration ... 22

Configuring and Managing the Cisco EX60 ... 23

Configuring the Ava 500 App ... 24

First Time Installation ... 24

Updating the Ava 500 App from 1.0 to 1.1 or Higher... 25

Software Upgrades ... 26

Ava 500 Robot ... 26

Ava 500 Cloud Service ... 26

Ava 500 Control Application ... 26

Set up Automatic Upgrades ... 26

Use Manual Updates ... 26

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Site Changes After Installation ... 28

Name Changes ... 28

Destination or Preset Changes ... 28

Layout Changes ... 29

If You Are Moving ... 29

The Administrator Console ... 31

Robots ... 32

Sessions ... 35

Users ... 36

Troubleshooting ... 39

Rebooting the Ava 500 ... 41

Understanding Ava 500 Availability ... 43

Immediate Session (Teleport Now) Behavior ... 43

Active Session Behavior ... 43

Remote User Symptoms ... 45

Cannot Log In ... 45

Cannot see the map in the App interface ... 45

When a session starts, the video conference call is not established ... 45

No video at the remote user’s video endpoint ... 46

Video quality is poor ... 46

No audio ... 46

Local Symptoms ... 48

Volume and Mute Behavior ... 48

The LEDs are flashing red, and the display says “Assistance Required: Disabled due to Hardware Fault” ... 48

The Ava 500 display reads “Connection Issues: Not connected to management server” ... 48

The Ava 500 display reads “Assistance required: Not localized on map” ... 49

The Ava 500 appears to be without power ... 49

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Ava 500 IT Administrator’s Guide Introduction

Introduction

The Ava 500 IT Administrator’s Guide contains information relevant to the initial implementation of an Ava 500, and also to its ongoing operation.

In general the Ava 500 requires two supporting roles:

• The Ava 500 caretaker is someone located at the same site as the Ava 500, who can roll the Ava 500 back to its charging station if necessary, and perform some basic maintenance functions. The Ava 500 Caretaker’s Poster is provided in Appendix A: Support Materials.

• The Ava 500 IT administrator is someone who understands the infrastructure supporting the Ava 500, who can provide an initial level of support in case of problems, and who will manage all Ava 500s deployed at the customer’s location(s).

Information in the Ava 500 IT Administrator’s Guide includes:

• Ava 500 Overview: High level description of the Ava 500, how it interacts with your IT infrastructure, and how people use it.

• Data Communications and Security: Detailed information about how the Ava 500 communicates, what is required for an Ava 500 to operate at a site, and the security methods employed.

• System Configuration: How the various components of an Ava 500 system work together and details on the configuration of specific components.

• Software Upgrades: An overview of how upgrades to the various software components are handled. • Using the Ava 500 Administrator Console: A user guide to the Ava 500 Administrator Console web

application.

• Troubleshooting: Guidance on solving simple problems and advice on when to contact Technical Support.

Conventions

Throughout the manual the following conventions are used:

This is a warning. If the person using the information ignores or violates this instruction, serious damage could result to the product or injury to the person.

This is an alert. If the person using the information ignores or violates these instructions, some minor negative consequences could occur.

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This calls out supplemental information or information of particular note.

Chapter or section headings in green and underlined are dynamic links to that chapter or section.

Comments and Suggestions

The Ava 500 team welcomes your comments and suggestions for changes or additions to improve this manual. Please provide them to the iRobot service organization.

New in This Revision

With the version 1.1.1 update, remote users can run the Ava 500 App on the iPhone as well as the iPad. The functionality of the App has not changed. However, in order to support both platforms some small changes were made to the iPad interface. Observant users may notice a different look to the buttons on the session map screen, for example. An updated and reconfigured Ava 500 Remote User Guide documents key differences between the two platforms. The Remote User Guide also reflects the 1.1 App changes.

The version 1.1 release included the following changes:

• Proxy configuration support is provided (see the section on Proxy Support).

• An update server has been added to the Ava 500 Cloud Service to better support future remote software updates, and is now included in Figure 7.

• Port changes were made for stronger security protection and enhanced operation. Because of the underlying port changes, TMS monitoring of the EX60 is supported. You no longer include port 8800 in the URL to access the Cisco EX60 web interface.

• A video call rate of 1152 kbps is no longer enforced.

• Messaging is improved if the video portion of an active session has been lost. The Ava 500 now displays “Video is unavailable: In session with <username>”.

• The Ava 500 now supports TC 6.3.2, which includes protection against the Heartbleed security vulnerability. • Enhancements were made to the Ava 500 Administrator Console (see The Administrator Console section),

including:

• The ability to delete current and future sessions

• A refresh control on each page to ensure an up-to-date view

• New password functionality that encourages strong passwords and allows the IT administrator to show or hide the password as it is entered.

The 1.1 changes in the Ava 500 Control App are:

• You no longer have to go to the iPad Settings app to set up the Ava 500 Cloud Service instance name. On first time installation you are prompted for it when you login to the Ava 500 App. Users of devices with the Ava 500 App already installed do not see this field.

• In the Ava 500 App settings, instead of the former Save Password to Keychain setting, the App now has an Automatically Log In? setting. If this is on, users do not see the log in dialog at all. Although existing users who had the Save Password to Keychain setting on must log in the first time with both user name and password, the new Automatically Log In? setting will already be enabled.

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Ava 500 IT Administrator’s Guide Introduction • To display external meetings in the Ava 500 App, you now go to the iPad Settings app, Privacy settings,

Calendars section and turn on the Ava 500 setting. This replaces the Sync Calendar setting in the Ava 500 App settings. The iPad setting will be on for existing users who had Sync Calendar set to ‘On’ in the previous version of the Ava 500 App.

• If external meetings are displayed, users can now add an Ava 500 session even if the meeting location does not match an Ava 500 destination.

• A new end of session audible warning accompanies the previous notification dialog (see Understanding Ava 500 Availability for details).

The 1.1 revision of the Ava 500 IT Administrator’s Guide includes both an initial configuration and an update section. Information on the changes listed above is provided, as well as the following additional information: • Ava 500 Components and Terminology section

• Site Changes After Installation section • Understanding Ava 500 Availability section

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Ava 500 IT Administrator’s Guide

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Ava 500 IT Administrator’s Guide About the Ava 500

About the Ava 500

The iRobot Ava 500 Video Collaboration Robot (Ava 500) complements an existing fixed telepresence solution - such as room-based systems, executive and personal desktop units, and soft clients for PCs, smartphone and tablets - by offering users mobile capabilities that allow them to participate in meetings in areas where video conferencing solutions are unavailable or impractical, and that allow for conversations to continue into locations outside of offices and conference rooms.

The iRobot Ava 500 Video Collaboration Robot brings together iRobot’s autonomous mobile robotics platform with HD video and audio video conferencing through a built-in Cisco TelePresence™ EX60 to offer an enterprise-class solution that enables users from anywhere in the world to instantly connect with people anywhere in the robot’s location.

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Ava 500 System Infrastructure

A high-level view of the Ava 500 system infrastructure is shown in Figure 1.

Figure 1. Ava 500 System Infrastructure

Each Ava 500 is made up of a Cisco EX60 video conferencing “head” and a robot body. The Ava 500 communicates through a wireless connection from a Cisco AP1600e access point in the robot body to the customer’s wireless network. From there video conferencing is managed through the enterprise’s video

conferencing infrastructure, while the Ava 500 is managed through an HTTPS connection over the Internet to the iRobot Ava 500 Cloud Service.

Remote users are equipped with remote stations consisting of both a control device, such as an iPad, and a video endpoint:

• The control device runs the iRobot Ava 500 Control Application (Ava 500 App), which connects with the Ava 500 through the Ava 500 Cloud Service.

• The video endpoint can be a standards-based executive desktop device, a conference room system, or a computer running a video software client such as Cisco’s Jabber.

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How the Ava 500 Works

When an Ava 500 is installed at a customer location, part of the configuration process is to map the robot’s operating area, or site. During this activity, the Ava 500 learns its operating environment and creates a realistic topology map of the site. This is translated into an annotated floor plan with defined destinations that is displayed in the Ava 500 App. The Ava 500 App provides functionality that allows the user to:

• Initiate an “ad hoc” meeting through any available Ava 500

• Schedule a meeting for a specific destination at a specific time in the future • Navigate to one of a list of defined destinations

• Navigate to any accessible area on the map of the site

Users with multiple video endpoints available, for example a desktop device when in the office and a laptop with Jabber on the road, can specify which endpoint to use for the meeting.

At the time of the scheduled meeting, the Ava 500 Cloud Service assigns a robot from the available pool. The robot travels to the meeting location and waits. The remote user checks in to the session, and then the Ava 500 calls the remote user’s video endpoint. The remote user answers the call and the session begins. The remote user’s audio and video communications are handled through the Cisco EX60 and the remote user’s video endpoint. The Ava 500 speaker volume can be controlled at the meeting location, to accommodate local conditions.

When the meeting is over, the remote user ends the session and the Ava 500 automatically returns to its charging station to recharge for the next user. Built-in obstacle detection and obstacle avoidance (ODOA) capabilities, which leverage multiple sensors in the robot body, ensure that the Ava 500 will not bump into people or objects in its path. Furthermore, if the most direct path to its destination is blocked, the Ava 500 will search for and navigate through an alternative path, if one is available.

The Ava 500 App also provides remote users with other navigation capabilities. They can touch a location on the application map and go there. For meetings in larger conference rooms, they can touch a preset location in the room, for example in front of the white board or at the conference table, and go there. Finally, users can manually drive the Ava 500 using a touchpad interface in the Ava 500 App.

Through the Ava 500 App, the user can also look up and down, turn to see what is on either side or behind the Ava 500, and stand by raising the height of the Cisco EX60 (Figure 2a) or sit by lowering it (Figure 2b).

a) b)

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The Ava 500 Cloud Service

Ava 500s are managed through the iRobot Ava 500 Cloud Service. The iRobot Ava 500 Cloud Service manages the resource pool of robots, tracks and manages robot scheduling, monitors robot health, and provides error reporting capabilities. When the Ava 500 is in use it is in constant communications with the Ava 500 Cloud Service. For example, the Ava 500 encounters an obstacle and communicates that fact to the Ava 500 Cloud Service. The Ava 500 Cloud Service sends a notification to the remote user’s Ava 500 App. The remote user can then choose to begin a video conference session immediately so that he or she can see what the problem is and perhaps ask someone nearby to help.

The Ava 500 Cloud Service stores activity logs, reservation information, user information, and robot information. Through a separate Administrator Console application, customer IT Administrators connect with the Ava 500 Cloud Service to see robot health indicators, track reservations, and modify users and their information.

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Ava 500 IT Administrator’s Guide Components and Terminology

Components and

Terminology

External Components

The Ava 500 consists of a robot body with a Cisco EX60 installed on it (Figure 3).

Figure 3. Ava 500 Front

• Volume/mute controls: A panel of buttons that allow a local user to raise and lower speaker volume as well as mute the speakers.

• Panning sensor module: Consists of 3D imagers and sonar detectors. Normally the sensor module is facing front. The array pans (rotates) if the Ava 500 is trying to sense a path around an obstacle or otherwise orient itself to objects close to the robot.

• LIDAR gap: The space around the base of the robot that displays the lights from the robot’s LEDs, and that provides access for the Ava 500’s Light Detection and Ranging (LIDAR) laser system through an opening in

Panning sensor module LIDAR gap Cisco EX60 Volume/mute controls

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the front of the robot. The Ava 500 uses the LIDAR system both to map the location and to navigate over longer distances, such as down a hallway.

The Ava 500 body refers to the robot without the EX60 installed. The body consists of a torso and a base. The back includes a stop button and handle on the torso, and the service compartment and charging station connector plate on the base (Figure 4).

Figure 4. Ava 500 Back

• Stop button: When the stop button is engaged, the Ava 500 cannot move autonomously or be driven manually by a remote user. Push the button to engage it, twist to release. Use the stop button to prevent the Ava 500 from driving autonomously if it recovers from a problem while you are pushing it back to the charging station.

Because the stop button impedes wheel rotation, it is harder to push. If there is no chance that the robot will be driven, for example it has a hardware fault, engaging the stop button is not

necessary. Stop button Handle Service Compartment Charging Station Connector Plate Rocker Switch

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Ava 500 IT Administrator’s Guide Components and Terminology • Handle: Use to pull or push the Ava 500. A label with the robot’s serial number is underneath the handle

(Figure 5).

Figure 5. Ava 500 Label

When moving the Ava 500, be careful not to put your foot on the charging plate. Do not use the handle to lift the Ava 500.

• Service compartment: Contains the power button, the access port for direct connection with the robot’s central processing unit (base CPU), and a socket to connect a modular power cord.

The service compartment also includes a USB port. Do not connect anything to that port unless Technical Support instructs you to do so.

• Charging station connector plate: Engages with the charging station.

• Rocker Switch: Mounted underneath the top LIDAR plate, this switch controls power to the Ava 500’s batteries. When this switch is on, the Ava 500’s batteries can charge, even if the robot is otherwise powered off through the power button in the service compartment.

Internal Components

This section reviews the internal components of the Ava 500: • LEDs • Base CPU • AC power board • PCBA assembly • Z-lift • Access point

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LEDs in the LIDAR gap provide information about the state of the Ava 500 (Table 1). Table 1. LED Colors and Patterns

If the LEDS are It means the Ava 500 is

Solid white Traveling or waiting for an obstacle to clear. Flashing yellow Going through a door or waiting for a door to open.

Solid red Motionless with its stop button engaged. It will not move in this condition. Flashing red Experiencing a system problem. It will not move in this condition.

Fast brightening/fading white Connected to its charging station. Slow brightening/fading white Idle.

Flashing green Rebooting.

The slow brightening/fading cycle is often referred to as “breathing.”

The Ava 500 CPU in the upper base is the brains of the robot. The base CPU is like a computer. It contains the internal operating system software, and stores logs, maps, and other information. During installation, a field service engineer will connect directly to the CPU through the access port in the service compartment.

A Z-lift in the torso raises and lowers the Cisco EX60. A camera tilt mechanism is installed on the EX60 before it is mounted onto the robot (Figure 6). It moves the EX60’s camera up and down.

Figure 6. Camera Tilt Mechanism Being Installed on the EX60

Finally, a Cisco AP1600e access point configured as a workgroup bridge (WGB) is provided in the back of the torso. The WGB handles communication with your wireless network.

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Configuration and

Maintenance

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Ava 500 IT Administrator’s Guide Data Communications and Security The Configuration and Maintenance section Includes:

• Data Communications and Security: Discusses in more detail how the various components of an Ava 500 System communicate along with details on wireless communications and security.

• System Configuration: Describes how information links the various components of an Ava 500 system, and discusses component configuration and management.

• Software Upgrades: For each major component, describes how and when software is updated.

• Site Changes After Installation: Describes how various changes in a site after the site has been mapped are handled.

• The Administrator Console: Provides instructions on how to configure users and details about robot health issues.

Data Communications and

Security

This section describes Ava 500 data communications paths, discusses WLAN network configuration

considerations, details the supported wireless authentication and encryption protocols, and reviews proxy support.

Data Communications

Figure 7 illustrates the communications paths that are part of an Ava 500 installation.

Figure 7. Ava 500 Communications

Inside the Ava 500, the Cisco EX60 is connected to the base CPU in an internal LAN configuration. The CPU connects to the internal Cisco AP1600e access point, configured as a workgroup bridge (WGB), in an internal WAN configuration. The Ava 500 connects as a client to the existing wireless network through the WGB. All of the

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Ava 500 IT Administrator’s Guide Data Communications and Security

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Ava 500 components, from a network standpoint, are behind this WGB. The Ava 500 uses the following network ports:

• Outbound TCP443: Communications with the Ava 500 Cloud Service. The firewall has to be open for outbound 443.

• TCP82: Password-protected access to the Ava 500 configuration interface. Any other port or protocol is reserved for EX60 communications.

Although the Ava 500 robot and the Cisco EX60 both communicate through the WGB, the video traffic and Ava 500 command and control communications travel two separate paths. The Cisco EX60 and associated video traffic path is dictated by the customer’s video conference infrastructure and policies and the capabilities of the Cisco EX60. The Ava 500 base CPU communicates only with the Ava 500 Cloud Service, including the customer-specific instance and, when needed, the Ava 500 update server. This traffic is also protected through SSL-managed encryption.

The Ava 500 App transmits data in the form of operational commands from the remote user. These commands are transmitted from the Ava 500 App to the Ava 500 Cloud Service, which in turn communicates with the Ava 500. All communications between the Ava 500 App and the Ava Cloud Service are SSL-encrypted and

asynchronous. The Ava 500 Cloud Service is the termination point for all robot and Ava 500 App communications. No information or data travels directly between the Ava 500 App and the Ava 500 robot.

All SSL communications between the Ava 500 Cloud Service and both the Ava 500 robot and the Ava 500 App employs 2048-bit key cipher. DigiCert is the Certificate Authority for the Ava 500 Cloud Solution.

When a session is ready to begin, the Ava 500 Cloud Service requests the Ava 500 to initiate an outbound video call. As an additional security feature, the Cisco EX60 is configured with Do Not Disturb Mode set to ON, which prevents the system from accepting incoming calls.

Wireless Configuration

Utilizing video over WiFi is one of the most demanding tasks for a wireless network. A number of practices are recommended to successfully deploy a wireless mobile video device such as the Ava 500. iRobot recommends that a separate SSID be created on the existing network to facilitate setting policies and frequency use to optimize the Ava 500’s operation.

Since video requires significant bandwidth for optimum quality, iRobot strongly recommends that 5 GHz frequencies be used. 2.4 GHz should not be used unless there is no other option.

Because of a bug in the Cisco 5 GHz Access Point firmware that causes difficulty in roaming from some channels to channels 64, 48, 44, and 40, iRobot suggests that the customer’s wireless deployment be configured not to use those four channels.

In order to achieve the best user experience during an Ava 500 video conference, some wireless network settings may need to be optimized to support VoIP. For a Cisco network, Cisco recommends the Enable Session Timeout setting should either be turned off or the timeout period extended, for example to 24 hours. The document sources and details are provided in the Cisco section below.

A number of QoS settings and best practices should be implemented when dealing with a wireless network that supports video. These are manufacturer-specific and are detailed in documents described in the following

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Ava 500 IT Administrator’s Guide Data Communications and Security sections. Finally, iRobot recommends that a wireless site survey be performed, according to the manufacturer’s recommendations, before the Ava 500 is installed, to detect any problems that may need to be resolved.

Aruba

The wireless site survey process is detailed in the “Indoor 802.11 Site Survey and Planning” guide version 1.0 found here:

http://www.arubanetworks.com/wp-content/uploads/Indoor80211n_2012-05-31.pdf

While all “high bandwidth” recommendations in that document should be followed, an important excerpt is this: Capacity Model (High Bandwidth) - The capacity model is for dense deployments with high device counts and traffic rates. A capacity-based deployment might consist of APs placed roughly 45 to 60 feet (approx. 13.75 to 18.25 meters) apart running at 25-50% or 50-75% of power. In general, the transmit power of the AP should be set to match that of the least-capable device in the network. If the requirement is a “desk-top like” experience for employee laptops, where the employee can run multiple applications simultaneously, the site requires a capacity-based deployment.

Aruba’s guide to QoS settings is entitled: “Bringing QoS Over Wireless LAN into Focus,” and is found here:

http://www.arubanetworks.com/pdf/technology/whitepapers/WP_BringQoSWireless.pdf

Cisco

Cisco wireless site survey guidelines are detailed in the “Site Survey Guidelines for WLAN Deployment” guide found here:

http://www.cisco.com/image/gif/paws/116057/116057-site-survey-guidelines-wlan-00.pdf

also in the guide called: “Wireless LAN Design Guide for High Density Client Environments” found here:

http://www.cisco.com/en/US/prod/collateral/wireless/ps5678/ps10981/design_guide_c07-693245.pdf and lastly, in a guide called “Site Survey Guide for Deploying Cisco 7920 IP Phones” written for Cisco VoIP phones, but which still applies to video tasks:

http://www.cisco.com/en/US/docs/wireless/technology/7920/site_survey/guide/7920surv.pdf

Cisco’s guide on QoS settings is entitled: “Optimizing Enterprise Video Over Wireless LAN” and is found here:

http://www.cisco.com/en/US/prod/collateral/wireless/ps6302/ps8322/ps10315/ps10325/white_paper_c11-577721.pdf

Cisco’s “Unified Wireless IP Phone Deployment Guide” is found here:

http://www.cisco.com/c/dam/en/us/td/docs/voice_ip_comm/cuipph/7925g/7_0/english/deployment/guide/7925dply. pdf

“Configure Enable Session Timeout as necessary per your requirements. It is recommended to either disable the session timeout or extend the timeout (e.g. 24 hours / 86400 seconds) to avoid possible interruptions during audio calls. If disabled it will avoid any potential interruptions altogether, but enabling session timeout can help to re-validate client credentials periodically to ensure that the client is using valid credentials.”

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Cisco’s “Configuration Notes: Cisco WLC Infrastructure in Ascom VoWiFi System” is found here:

http://www.ascomwireless.com/pdf/guide/vowifi/cisco_wlc_infrastructure_cn_92433gb.pdf

“Session Timeout for the current WLAN profile must be disabled to avoid reoccurring deauthentications.”

Wireless Encryption

Over the years, wireless has become more established in the enterprise. This has led to various standards being created around wireless security. The Ava 500 is designed to work with as many of these encryption types as possible, including:

• Open Network – No encryption. Usually used for guest access or in situations when an upper layer will be handing encryption, like a VPN or a protocol that supports encryption natively.

• WPA (Wi-Fi Protected Access) – WPA is the replacement for an older security method known as WEP (Wired Equivalent Privacy). WEP is insufficiently secure and therefore is not supported. WPA uses a 256-bit key and the Temporal Key Integrity Protocol (TKIP) to significantly increase the level of encryption over previous standards.

• WPA-2 (Wi-Fi Protected Access II) – WPA-2 increases the security over WPA by introducing AES

algorithms and CCMP to replace TKIP. WPA-2 is currently the most secure industry standard to encrypt data.

Wireless Authentication

In providing secure access to a network, authentication is a crucial piece of an overall solution. The Ava 500 works with a number of authentication types, including:

• No authentication – Usually referred to as an “open network”, this type of network is usually only used in testing, as it creates too great a security risk to the overall network.

• MAC address authentication – Handled from the client infrastructure, MAC address authentication is based on a factory-assigned, “burned-in” address given to each and every Ethernet device in existence. MAC addresses can be easily cloned by malicious attackers, and are not considered a secure way of protecting a network.

• Pre-shared key (PSK) – A pre-shared key is a phrase or password set on both the client and the wireless infrastructure. These keys must match and are the basis used for encrypting all data between the client and network. Creating an SSID specifically for the Ava 500 and then using a pre-shared key known only to the IT department may be a simple and secure way of handling connectivity during a trial period, for example. • EAP (Extensible Authentication Protocol) – EAP currently provides the highest level of authentication

options available. EAP provides per-user or per-device authentication based on a username/password, certificate, or other means. These credentials are typically verified by a RADIUS server on the customer’s network. This allows the enterprise environment the most control over connection to the WLAN.

The Ava 500 uses a Cisco access point configured as a workgroup bridge. In that configuration, Cisco software is not compatible with the Microsoft Windows Server 2003 Internet Authentication Service (IAS) acting as a RADIUS server. In order for the Ava 500 to connect to the WLAN, either the IAS must be upgraded to Windows Server 2008 Network Policy Server (NPS) or other

RADIUS server software, or an authentication method must be used that does not require RADIUS server verification.

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Ava 500 IT Administrator’s Guide Data Communications and Security A number of EAP standards are in use today. The Ava 500 has been tested and confirmed to work with the following EAP types:

• EAP-PEAP (Often referred to as MS-PEAP) – PEAP provides a method to connect to a wireless network using a username/password. As part of the standard, before a client will give its

username/password to an infrastructure, the client requires a certificate from the RADIUS server in order to confirm it is who it claims to be. This prevents a client or device from being tricked into sending a username and password to a malicious attacker, since the attacker will not be able to provide a trusted certificate. Because the password must be configured onto the Ava 500 and cannot be easily changed, the password should be set not to expire.

MS-PEAP allows for authentication using a certificate instead of a username/password. Using MS-PEAP in this scenario is not supported by the Ava 500. If you wish to use a client certificate, EAP-TLS should be used instead.

• EAP-TLS – The TLS method of EAP requires the use of a client certificate. In EAP-TLS, two certificates are in play: one will be from the server confirming it can be trusted to receive credentials, and the other will be from the client acting as its credentials. In order for this EAP type to be successful, the client must trust the certificate from the RADIUS server, and the RADIUS server must trust the certificate provided by the client. Therefore, two certificates must be installed on the Ava 500 access point: the client certificate and the certificate of the CA (certificate authority) that generated the certificate being given to the client. • EAP-FAST – This EAP method was designed by Cisco and is used by a number of enterprises.

EAP-FAST does not require a certificate, but just a username and password. EAP-EAP-FAST is usually configured using a “Phase 0 anonymous DH” session, which means no verification of the authentication server will be performed before connecting.

Proxy Support

If a proxy server is part of the security configuration, the Ava 500 can be configured as a proxy client using the following methods:

• Manually, including the ability to exclude destination hosts and networks that should be accessed without a proxy server.

• Automatically by specifying a URL containing the configuration file. • Automatically by using WPAD/DNS.

The following authentication protocols are supported: • Basic

• NTLM • Digest

A username and password can be configured if applicable.

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Ava 500 IT Administrator’s Guide System Configuration

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System Configuration

A number of configuration steps are required both during pre-installation planning and on the day of installation. These are illustrated in Figure 8. In this figure, items in green are the source items. Items in red are references to the source items, which may or may not be entered directly onto the referencing device.

Figure 8. Configuration Diagram

Before the Ava 500 is installed at a customer site, iRobot configures the Ava 500 Cloud Service for that customer. A specific server instance is assigned to the customer, which will be referenced on the Ava 500, on the iPad, and in the link to the Administrator Console software. The customer’s Ava 500 is then provisioned on their server, and accounts are created for users and for IT administrators.

If Ava 500 remote users do not already have a video endpoint, the customer must provide at least one. The addresses are entered with the user account on the Ava 500 Cloud Service. The customer should also provide all remote users with iPads. These need to be configured with the Ava 500 Cloud Service server instance. Only users with accounts on the server can log into the Ava 500 App.

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Ava 500 IT Administrator’s Guide System Configuration During Ava 500 installation, a number of configuration steps take place:

• Because the Cisco EX60 is added to the Ava 500 body at the customer site, the Ava 500 installer must configure the EX60 MAC address on the base CPU in order for the two to communicate.

• The installer also configures the customer-specific Ava 500 Cloud Service instance on the base CPU.

• The Ava 500 body arrives with the Ava 500’s Cisco WGB already paired to the base CPU. The WGB must be configured with the information (passkeys, passwords, certificates) required to authenticate with the

customer’s wireless authentication server, and then the Ava 500 must be assigned an IP address. If a proxy server is used, the Ava 500 must also be configured as a proxy client. Although the installer performs this configuration, it is typically done in close collaboration with a customer WLAN IT engineer.

• Using the Cisco EX60’s web interface, the installer configures the EX60 with the settings required for it to communicate with the video call control server. If the customer’s video call control server uses authentication, the Ava 500 will need to be provisioned as a “user”.

• The installer then maps the site(s). Once mapping is completed and the site database(s) have been finalized, each user on the Ava 500 Cloud Service server is assigned to at least one site database. Until that final step is performed, remote users cannot choose a destination for a meeting.

Configuring and Managing the Cisco EX60

During installation, the Ava 500’s Cisco EX60 is configured to match the customer’s video conferencing system configuration requirements. A few values are specific to the Ava 500’s mode of operations, and should not be changed. The following references refer to pages on the Configuration tab, System Configuration panel of the web interface.

For additional security and to prevent non-Ava 500 messages from appearing on-screen, in the Conference section:

• DoNotDisturb Mode = On • AutoAnswer Mode = Off

For additional security, unless the EX60 is to be managed through TMS, in the Network Services section: • SNMP Mode = Off

To suppress the “Not connected to touch controller” message:

• In the Video section, OSD MenuStartupMode = Home and AutoSelectPresentationSource = Off

The EX60 is firewalled behind the NAT on the base. These settings in the H323 section are required to support that configuration:

• NAT Mode = On

• NAT Address = The IP address assigned to the Ava 500 when it connected to the WLAN

If corporate policies require an administrator password to access the EX60, this password needs to be configured on the base CPU as well. The password should be set not to expire.

Contact Technical Support before changing the administrator password on the EX60. If the password is changed without a corresponding change to the base CPU configuration, the Ava 500 will no longer function.

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Ava 500 IT Administrator’s Guide System Configuration

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iRobot Proprietary To access the Cisco EX60’s web configuration interface, enter:

http://Ava500IPAddress

where ‘Ava500IPAddress’ is the address provided to the Ava 500 when it is configured to connect to the WLAN.

Configuring the Ava 500 App

The iRobot Ava 500 Control Application is compatible with any platform that supports iOS version 7 or higher. Users must be configured in the Ava 500 Cloud Service before they can use the Ava 500 App. The IT

Administrator can manage users through the Ava 500 IT Administrator Console.

An instruction sheet is provided in Appendix A to send if users are going to download and configure the App themselves.

First Time Installation

To configure the Ava 500 App on the iPad or iPhone for the first time, first download the Ava 500 App from the App Store, and then include a reference to the Ava 500 Cloud Service server in the iPad settings.

1. In the App Store, tap the search box in the upper right hand corner and search for ‘Ava 500’.

2. Tap the iRobot Ava 500 App and install it. An Apple ID is required. 3. Tap the Ava 500 icon to start the application.

4. Enter the Ava 500 Cloud Service Hostname and the Username and Password. The Cloud Service Hostname is only entered once on the initial login.

5. To skip the login dialog in the future, go to the App Settings and set Automatically Log In to On.

If company policies permit calendars to be replicated to remote devices, the Ava 500 App scheduling function can be configured to read in an external calendar (Mac OS or Microsoft Outlook/Exchange). Meetings scheduled in the external calendar then appear in the Ava 500 App, with a

+

in the box if an Ava 500 is available for that meeting. The user can then easily schedule an Ava 500 session for the meeting time.

To configure the Ava 500 app to display external calendar meetings:

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Ava 500 IT Administrator’s Guide System Configuration 2. Go to the device Settings app (not the Ava 500 App Settings) > Privacy > Calendars and set Ava 500 to On.

Beginning with iOS 8 you can also set this in device Settings > Ava 500.

Ava 500 sessions are not replicated up to the external calendar, nor is the Ava 500 configurable as a resource in the external calendar.

Updating the Ava 500 App from 1.0 to 1.1 or Higher

1. Download the new version of the App. This may happen automatically if the device is configured for automatic downloads.

2. The Ava 500 Cloud Server Hostname is already set and does not have to be re-entered at login. However, users do have to login with both their user name and password, even if their password had been saved in the earlier version.

3. If the user had ‘Save password to keychain’ set to On in the earlier version, after they log in to the new version for the first time they will not see the login dialog again.

4. If the user had Sync Calendars set to on, the Ava 500 Calendar Privacy settings in the iPad Settings app will be on.

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Ava 500 IT Administrator’s Guide Software Upgrades

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Software Upgrades

A maintenance agreement must be maintained for both the Ava 500 and the Cisco EX60.

Ava 500 Robot

Upgrades to the Ava 500 robot software are “pushed” to the Ava 500. During the upgrade process, the Ava 500 may be unavailable for use for a time, and may need to be rebooted. Upgrades are coordinated between the customer and Technical Support to ensure that interruptions are minimized.

Ava 500 Cloud Service

If the Ava 500 Cloud Service software needs to be upgraded, the outage times will be communicated to the customer. Outages will be kept to a minimum and occur off-hours as much as possible.

Ava 500 Control Application

If an upgrade to the Ava 500 App has significant feature changes, iRobot supplies release notes detailing the nature of the changes and the impact on the remote user.

iPad application upgrades can be either automatic or manual.

Set up Automatic Upgrades

1. Tap the Settings icon on your iPad.

2. Tap the iTunes & App Store entry in the Settings column on the left.

3. On the right side, tap the Upgrades switch to change it to ‘on’ ( ). 4. Press the Home button to go back to the iPad home page.

Use Manual Updates

A number in a red circle will appear in the right hand corner of the App Store icon. This number tells you how many of your apps have updates.

1. Tap the App Store icon.

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Ava 500 IT Administrator’s Guide Software Upgrades

Cisco EX60

The Ava 500 base software and the Cisco EX60 software version must be compatible. During the implementation process any compatibility issues will be discussed, and on installation the EX60 software may need to be

downgraded to a compatible version. Compatible versions as of this release are: • TC6.3.2

• TC6.3.1 • TC6.0.1

Do not update Cisco EX60 software without consulting Technical Support to verify that the new version is compatible.

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Ava 500 IT Administrator’s Guide Site Changes After Installation

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Site Changes After

Installation

During installation, the installer guides the Ava 500 around the site so that it can create an internal map of the site. This internal map is then paired to the map graphic that forms part of the Ava 500 App interface. Finally, destinations and preset locations/orientations within destination spaces are created. The Ava 500 can then follow user commands to autonomously drive to the defined destinations and presets and return to its charging station. Furthermore, the remote user’s experience with the application interface corresponds to the physical reality of the site.

Changes to the site after installation is complete require parallel changes to one or more aspects of the map in order to maintain full functionality. Site changes are classified as:

• Name changes

• Destination or preset changes • Layout changes

For all changes, contact Technical Support. The work required to implement the change is described below.

Name Changes

A name change is simply a change to the name of a destination or a location on the map. For example, John leaves the company and Susan moves into John’s office. Susan’s office is still a destination. All that needs to change is the name of the destination, from ‘John’s Office’ to ‘Susan’s Office’.

In order to help remote users orient themselves on the application map, a few locations are named in the map graphic itself. Typically these are restricted to large spaces (‘Lobby’ or ‘Cafeteria’) whose names are unlikely to change. If one of these names must be changed, iRobot support can modify the underlying map graphic.

Destination or Preset Changes

Destination changes include adding or removing destinations or presets within the current mapped area, or relocating existing destinations or presets. Examples of destination changes include:

• John leaves the company and his office is no longer a destination. The destination should be removed from the destination list.

• A change in her responsibilities means that Mary’s office, which is within the mapped area, should be added to the destination list.

• A new conference room table is purchased, with a different shape than the one present during mapping. The Ava 500’s participant preset at the table needs to be moved.

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Layout Changes

A layout change could be anything from changing the partitions in a block of cubicles to a complete reconstruction of an area. Layout changes without corresponding changes to the robot’s map may cause the Ava 500 to not perform effectively.

If layout changes to the Ava 500’s site are planned, the customer must provide a PDF of the revised floor plan. This will serve as the basis for planning discussions. An iRobot engineer evaluates the change and determines what is required to accommodate it. In the event of significant changes, the customer is asked to appoint a project manager to work with iRobot to define the requirements for the revised map, coordinate on-site mapping, and verify that the requirements have been met.

The nature of the layout changes determine both whether or not the Ava 500 can remain operational, and the scope of the mapping update. For example:

The change will have only a minor effect on the Ava 500’s operation. While the space is under construction, the Ava 500 remains operational. iRobot may mark the work area on the robot’s internal map, so that the Ava 500 does not try to drive into it. One or more destinations may not be available. Once construction is complete, iRobot can update the map remotely.

The change will have a significant effect on the Ava 500’s operation, but is restricted to part of the site.

The Ava 500’s charging station location as well as some of its destinations and the paths to them are all unchanged. The construction does not affect wireless access coverage. While the space is under construction, the Ava 500 remains operational in the unaffected area. iRobot marks the work area so that the Ava 500 does not try to drive into it. Destinations and presets in the work area are removed and the work area is masked off in the application map. Once construction is complete and the new destinations and presets have been defined, iRobot will map the changed space. This may require an engineer on site.

The change will have a significant effect on the Ava 500’s operation and impacts the entire site. While the space is under construction the robot should be taken offline and stored. The site is no longer available through the Ava 500 App. A new charging station location may be required. If the wireless infrastructure is also being changed, iRobot will determine if a change to the robot configuration is required. Once construction is complete and the new destinations and presets have been defined, iRobot will send an engineer on site to map the site and reconfigure the robot if needed. After mapping is complete, the Ava 500 is returned to service and remote users once again have access to the site.

During construction, dust and debris may accumulate on the Ava 500’s sensor lenses and LIDAR lens. This can potentially interfere with the robot’s operation. If the Ava 500 is to remain

operational during construction, once a week the Ava 500’s caretaker should use a Swiffer® 360 to dust the sensor lenses and the LIDAR lens.

If You Are Moving

Contact Technical Support at least four weeks before the move and provide a PDF of the new site layout. iRobot can consult with you about the best location for the charging station and how to address any operational

challenges at the site. iRobot will also schedule a time to map the new location and work with you to get the Ava 500 ready for transport.

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You cannot transport the Ava 500 with its batteries installed. The batteries must be removed, and then packed and shipped by people certified in hazardous materials handling.

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Ava 500 IT Administrator’s Guide The Administrator Console

The Administrator Console

The Ava 500 Administrator Console is a web-based application that allows the IT administrator to check the Ava 500’s status, modify Ava 500 user information, and monitor reservations. To open the application, enter the following address in Google Chrome, Firefox, or Safari:

https://CloudServiceAddress/cust_admin

where CloudServiceAddress is the string provided during implementation.

The Ava 500 IT Administrator Console is not compatible with Internet Explorer 8 and below.

A username and password are required to access the application, and are provided when the Ava 500 has been installed. These cannot be changed through the Administrator Console.

If the IT administrator is also set up as an Ava 500 App user, the username and password for the Administrator Console are different from the username and password for the Ava 500 App.

When the IT Administrator logs into the Administrator Console, the Console main menu is displayed (Figure 9).

Figure 9. Ava 500 Administrator Console Main Menu Click ROBOTS to see information about the robots installed for this customer. Click SESSIONS to see a list of scheduled and in-progress sessions.

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Version 1.1.1 – 101014 Page 32

iRobot Proprietary The screens for all three share several standard functions (Figure 10):

Figure 10. Administrator Console Standard Functions

Robots

The Robots screen in showed in Figure 11.

Figure 11. Robots Screen

Name: Robot serial number.

Status: A single status is displayed (see Table 2 for more information and recommended actions).

Software: Core software version.

Site: The operating area of the robot. Click to return to

the main menu

Change the number of items to display Enter a string to search on all information displayed

Click to move between pages of items

Click on any column to change the sort

order of items Click to refresh

the contents of the display

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Battery: Battery charge percent over all functional batteries. The Ava 500 contains four batteries. In general the battery charge will be roughly the same in all four. However, the charge percent is based on the average. For example, if two batteries are 80% charged and two are 70% charged, the charge percent reports as 75%.

If one battery is not charging, the battery charge percent will report 100% when the remaining three batteries are fully charged.

Table 2. Robot Health Statuses

Icon Status Messages Ava 500 Displays Notes

In use by <user> The video conference A session is in progress. Docked iRobot Ava 500, LEDs slowly

brighten and fade white

The robot is engaged with the charging station.

Idle Various, including Driving to Destination, Waiting for Next Session, Returning to Charging Station. LEDs are solid white, unless the Ava 500 requires assistance when they will flash yellow.

Away from charging station, but not in session (for example, waiting for the user to sign in). Available batteries are at least 25% charged.

Stop button engaged

Stop button engaged, LEDs are solid red.

Someone has pushed the stop button. The robot cannot be used until the stop button is released.

Recommendation: Contact the robot’s Caretaker and find out why the stop button has been pushed.

Docked, low battery

iRobot Ava 500, LEDs slowly brighten and fade white

Robot is engaged with its charging station and available batteries are less than 15% charged.

Low battery Various, including Returning to Charging Station. LEDs are solid white.

Robot is not engaged with the charging station and available batteries are less than 15% charged.

Hardware issue: <device>

(where device is: CameraTilt, DriveMotors, VOIP, zLift, other)

Varies One or more of the robot’s internal

components is reporting a warning.

Recommendation: If VOIP, the base CPU has lost connection to the EX60. Check for the addition of or change to an administrator password on the EX60.

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Icon Status Messages Ava 500 Displays Notes Disconnected Connection issues: Not connected to

management server, LEDs generally solid or breathing white. May

alternate with the display Assistance required: Not localized on map.

The Ava 500 Cloud Service is no longer in contact with the robot. The status clears when the robot is again in contact.

Recommendation: Have the Caretaker engage the stop button, return the robot to its charging station location, release the stop button, engage the robot with the charging station, and see if the problem persists.

Hardware fault: <device>

(where device is: BaseBoard, CameraTilt, DriveMotors, IMU, Laser, PanControl, 3D Sensor 1, 3D Sensor 2, 3D Sensor 3, Sonar, zLift, other)

Assistance Required: Disabled due to hardware fault, LEDs are flashing red.

One or more of the robot’s internal components is reporting a failure that prevents the robot from operating. If multiple components report a failure, the application displays the first one in alphabetical order.

Recommendation: Wait for a few minutes to see if the fault clears. If the fault is in PanControl, have the Caretaker check to see if the sensor band has been immobilized in some way. If the fault is in Sonar, determine if any sonar device, such as a motion sensor, is operating in the area. If yes, contact Technical Support. The robot’s map can be annotated to address this.

Not localized on map

Assistance required: Not localized on map (without a connection issue message)

The robot is connected to the Ava 500 Cloud Service but its location is unknown. This may be due to a change in the physical configuration of the space, to someone having moved the robot off its mapped area, or to an underlying physical issue.

Recommendation: Have the Caretaker find the robot, engage the stop button, push it back to its charging station, release the stop button, and then engage the robot with the charging station. Wait a minute or two. Often the robot will re-localize.

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Sessions

The Sessions screen is shown in Figure 12.

Figure 12. The Sessions Screen

Current and future sessions are shown, with scheduled duration, username, session info, site, and status. Possible statuses are:

• RESERVED: The Ava 500 Cloud Service is managing a reservation for this session.

• DISPATCHED: The Ava 500 Cloud Service has dispatched a robot to this reservation’s destination. • ARRIVED: The robot has arrived at the reservation destination and is waiting for the user to check in. • IN SESSION: The user has checked in and is in session with the robot.

• UNCLAIMED: The user has failed to check in for a scheduled reservation within 15 minutes. The robot is released for other users.

Click to delete a session, for example if an employee has left the company or if a session needs to be terminated. The action is immediate and cannot be reversed.

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Users

The Users screen is shown in Figure 13.

Figure 13. The Users Screen Click to view and

change the details for that user

Click to add a new user

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Ava 500 IT Administrator’s Guide The Administrator Console The expanded details for a user are shown in Figure 14.

Figure 14. User Details Click to undo changes.

Username: The username, which is assigned when the user is created, is displayed on the Ava 500 when, for example, the robot is waiting for a session with the user, and is used to sign in to the Ava 500 App. It cannot be changed. Usernames must be 3-20 characters and cannot contain special characters other than ‘_’.

Enabled: When checked, the user can log into the Ava 500 App. Uncheck to disable a user. You cannot delete a user.

First Name and Last Name: Used for tracking only.

Email: The user’s email address, used to qualify an Ava 500 App request for a forgotten username or password.

New Password: Passwords of at least 8 characters, including at least one number, are encouraged. Functionality is provided to auto-generate a strong password.

You can hide or show the password as you enter it.

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Video Endpoints: Each video endpoint is made up of an address and a label. The address is the H.323 or SIP dialing address. The label is the user-friendly endpoint name that is displayed to all users when they select an endpoint, for example ‘Main Conference Room’ or ‘Bob’s office’. Click Add to add an additional endpoint. Click next to an endpoint to delete it. Users can also add endpoints in the Ava 500 App.

Beginning SIP dialing addresses with ‘SIP:’ produces optimal results.

Sites: If you have multiple Ava 500 sites, or operating areas, users can be restricted to certain sites. A user must be authorized for at least one site in order to use the Ava 500 App. The user cannot be authorized to access a site until the map for that site is completed.

The same information is required after you click ADD USER to add a new user (Figure 15).

Figure 15. The Add User Dialog

Click in the Video Endpoints box to add a new endpoint, after which the Address and Label fields are displayed.

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Ava 500 IT Administrator’s Guide Rebooting the Ava 500 This section is intended to help you quickly solve simple problems. The following information is included:

• Rebooting the Ava 500: Standard instructions for performing a full reboot of the system. These instructions are also included on the Ava 500 Caretaker’s Poster.

• Understanding Ava 500 Availability: Details on when the Ava 500 becomes unavailable and behavior at the end of a session.

• Remote User Symptoms: Solutions to potential situations reported by a remote user. • Local Symptoms: Solutions to situations that arise on the Ava 500.

Rebooting the Ava 500

Some problems in the field can be resolved by rebooting the Ava 500. Only reboot the Ava 500 when instructed to do so by Technical Support. The following instructions are also provided on the Ava 500 Caretaker Poster. The front of the poster does not illustrate the location of the power button and the rocker switch, to minimize the chance that someone will turn the Ava 500 off. The power button is in the service compartment on the back of the robot; the rocker switch is under the top plate beneath the service compartment (Figure 16). The rocker switch on/off positions are mirrored on the sticker on the bottom plate beneath the switch.

Figure 16. Ava 500 Power Controls

Power button

Rocker switch location (switch not

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Ava 500 IT Administrator’s Guide Rebooting the Ava 500

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3. If the robot was not at the charging station, push it back to its charging station. 4. If the stop button was engaged, release it.

If you forget to release the stop button, when you turn the Ava 500 back on the EX60 will not raise and lower and the robot will display a hardware fault. You must then release the stop button and repeat the reboot procedure.

5. Engage the robot with the charging station. Engaging the robot with the charging station before you turn it on allows it to locate itself on its internal map as it reboots.

6. Open the service compartment on the back of the base and press the power button for approximately two seconds, until you hear the EX60 drop. Wait for the fans and base LEDs to turn off (up to 10 seconds). 7. Flip the rocker switch in the top LIDAR plate on the back of the robot to the ‘Off’ position.

8. Wait for 15 seconds.

9. Flip the rocker switch to the ‘On’ position.

10. Press and hold the power button in the service compartment for approximately two seconds to turn power on to all robot systems. After you release the power button, verify that the white power light on the lower left corner of the Cisco EX60 is on.

It may take two minutes or more for the system to turn on fully.

While the system is booting up, the EX60 will be raised and lowered on the Z-lift, the LEDs will flash green, and the camera light on the EX60 will flash orange. Until the system is fully re-connected you may see “Not Localized on Map” and “Not re-connected to Management Server” alternately displayed on the EX60.

Once the system has finished booting, if the Ava 500 is fully connected with all systems and is not experiencing any internal problems, the display is the generic Ava 500 banner, and the LEDs are cycling in their ‘breathing white’ charging configuration.

The robot LEDs may briefly flash red as the robot reboots, indicating a transient health fault. If the LEDs continue flashing red after the robot appears to be fully rebooted, wait for approximately 5 minutes. If the health fault was in a 3D sensor module, the robot will reboot itself a second time to attempt to clear the fault.

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Ava 500 IT Administrator’s Guide Understanding Ava 500 Availability

Understanding Ava 500

Availability

The Ava 500’s availability for a new session and behavior as a session is about to end depends on other sessions that may be scheduled and the number of robots in the pool, as well as the remaining battery power. In all cases, if the Ava 500 Cloud Service battery monitoring software indicates that insufficient battery power remains to either extend or schedule an adjacent session, that Ava 500 is removed from the available robot pool.

When a remote user schedules a session, a resource must be available for the full duration of the schedule request (one hour by default). Otherwise the calendar indicates no robot is available.

If the remote user has scheduled a session, and has not checked in to the session 15 minutes after the session was scheduled to begin, that Ava 500 is released for use. It will return to the charging station, but a new session can be initiated with it at any time, even while it is travelling. If the remote user attempts to check in after the 15 minutes has expired, the App displays, “Attempting to satisfy late check-in for reservation ..” while availability is assessed.

If a session is terminated through the IT Administrator Console, that robot is once again available for use.

Immediate Session (Teleport Now) Behavior

If a remote user begins an immediate session, the default duration is one hour. However, if a robot is not available for the full hour but one is available for more than 10 minutes, the immediate session will begin but with a shorter duration. The end of session warning behavior then proceeds as indicated under Active Session Behavior

below.

An Ava 500 is committed to a scheduled session 10 minutes before the session is due to begin. At that time it is removed from the resource pool and cannot be used for an immediate session. In this 10 minute period the Ava 500 leaves for the session destination and the remote user can check in to the session.

Active Session Behavior

Once in a session, the remote user can get an end of session warning. Whether or not the warning is displayed/sounded and the amount of advanced notice to provide are configured in the Ava 500 Settings > Teleport Preferences. The default is five minutes before the end of session. The audible warning sounds even if the device’s display is off, as long as the App is in an active session and the display was turned off while the user was on a session interface. The warning does not sound/display unless the user is in a session interface. The audible warning does not sound if the device has been muted.

The Ava 500 App keeps the display on at all times, but the user can turn the display off by closing the device cover or pressing the power button.

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If no session is scheduled for at least 15 minutes after the current session is due to end, the following scenarios can occur. These examples assume there is only one robot in the pool.

• The remote user is in the session and extends the session either in response to the end of session warning or proactively through the session timer. The amount of time available for the extension depends on future scheduled sessions. For example, if the current session is due to end at 10:00 and another session is scheduled to begin at 10:30, the user can extend the session for 30 minutes.

• The remote user is in the session but either ignores the end of session dialog and warning tone or does not have the end of session warning turned on. The session automatically extends for 15 minutes.

• The remote user leaves the active session interface in the App, for example to check email, then re-enters the App but does not resume the session. The session automatically extends 15 minutes.

• The remote user leaves the App and does not re-open it. The session ends at the scheduled time.

In the single robot example, if a session is scheduled to begin within 15 minutes of the end of the current session, the session will always end on schedule. If the remote user attempts to extend the session proactively, the response indicates that no more time is available. Similarly, the end of session warning does not offer the option of extending the session, but indicates that the session is about to end.

IT Administrator s Guide