A room display on a tablet at the door
A tablet at the meeting room door shows green when the room is free and red when it is in use. It lists the next bookings of the day. People check in to their booking or book the free room on the spot.
PLANSScale only
The problem it solves
- People open the door on a meeting to see whether the room is taken.
- A room sits empty because it shows as booked, and nobody can tell that the booker never came.
- Someone needs a room for 20 minutes and has to go back to the desk to book it.
How it works
- A facility manager opens the facility's Devices tab and clicks New display link.
- On the tablet, open your system's address with /facility/display/ and the code. No login is needed.
- The screen shows the room, the time, Free, Free until or In use, and the next bookings of the day. It refreshes every minute.
- When a booking can be checked in, a Check in button appears with its title.
- When the room is free, Book 15 min, Book 30 min or Book 60 min books it at once, in the display's name.
Everything it does
The screen
- Green when free (Free, or Free until the next booking), red when in use with the booking and its hours
- Next today: up to 4 further bookings, including requests still waiting for approval
- A private booking shows as "Booked"
At the door
- Check in: for the confirmed booking whose check-in is open now
- Book 15, 30 or 60 minutes from now, when the room is free for at least 15 minutes
- A booking at the door is named "Walk-in (room display)", starts checked in and is recorded with the reason "Booked on the room display"
- Refused when the room is not free for that time
Set-up
- One display link per facility; New display link replaces it and the old link stops working
- Book on the Display: on to start with
- Display Books as: the user whose name walk-ins are booked in; the first facility manager when empty
Who uses it
Anyone at the doorSees whether the room is free, checks in, or books it for a short time.
Facility managerMakes the display link and chooses whether booking at the door is allowed.
Where you use it
- A tablet or any screen with a web browser, at /facility/display/ and the code
- Web: the facility's Devices tab
- Not an app: the display is a web page
What you control
Settings
- Book on the Display: on
- Display Books as: empty (the first facility manager)
Notifications
- None from the display itself
Questions
Do we need special hardware?
No. Any tablet with a web browser works. Mount it at the door and open the display link.Who can check in from the display?
Anyone at the door, for the booking whose check-in is open now. It is meant for the people arriving for the meeting.Can we stop people booking from the display?
Yes. Untick Book on the Display on the facility. The screen then only shows the status and check-in.Does it show what meetings are about?
It shows the title of ordinary bookings. Private bookings show as "Booked".Which plan has room displays?
Scale.Related features
CHECK-IN AND NO-SHOWSCheck-in with the QR code on the door, and no-shows freedAsk people to check in when they arrive, by scanning the QR code on the door or tapping Check in. A booking nobody checks in to is released after the grace time, and leaving early frees the rest of the time.WORKPLACE EXTRASDesk booking on a floor planPut your desks on a picture of the floor. People see which desks are free, taken or theirs for the hours they need. They click or tap a free one to book it under its usual rules.WORKPLACE EXTRASRoom calendars kept in step with Microsoft 365 and GoogleBookings made in SmartMy Facility appear in the room's Outlook or Google calendar, and meetings booked there reserve the room here. Built and tested against simulated services; tried with you on your own account before go-live.BOOKINGSAttendees, guests, calendar entries and private bookingsA booking says what it is for, how many come, who attends and which guests come from outside. Attendees get it in their SmartMy calendar, and a private booking shows to others only as Booked.PORTAL, OFFICE SCREENS AND APPOffice screens and the front desk's dayStaff book from the back office on the same simple screens as the portal and the app: cards, a facility's day and one short form. Approvers decide on one screen, and the front desk runs its day from a board of who is expected, inside, done or a no-show.
See it with your own rooms.
Tell us what you run: rooms, halls, courts, desks. We will show you a booking from request to check-out with your rules.