Room booking

What is digital room booking and how does it work?

Digital room booking connects existing calendars with digital door signs and displays located directly at the room. Employees continue to book meeting and conference rooms as usual via Outlook, Exchange, Google Workspace, or iCal. The current room occupancy is then automatically shown on the respective room booking display.

Especially in companies with many meeting rooms, flexible workspaces, or hybrid teams, there is often a lack of transparency regarding which rooms are actually available. Rooms are booked in the calendar but go unused, meetings end early, or employees find themselves searching spontaneously for an available meeting space.

With connectSignage, the current room status is visible right on the spot. Available rooms can be booked spontaneously via touch displays and released again if a meeting ends early. Changes are synchronized with the connected calendar, ensuring that room occupancy remains up to date at all times.

Where is digital room booking used?

Digital room booking is suitable wherever rooms are regularly scheduled, reserved, or used spontaneously.

Typical areas of application:

• Meeting and conference rooms
• Conference rooms
• Training and seminar rooms
• Workshop and project rooms
• Phone booths and focus rooms
• Consultation rooms
• Boardrooms
• Coworking areas
• Convention and event rooms
• Multifunctional rooms

Different requirements can be met depending on the room type. While booking and availability are the primary focus for classic meeting rooms, spontaneous bookings and a quick overview of available spaces are particularly relevant in flexible work environments.

What information does a room booking display show?

Digital room booking displays show at a glance how a room is currently being used and when it will be available again.

Typical information:

• Room name
• Current room status
• free, occupied, or reserved
• Meeting name
• Start and end time
• Next booking
• Meeting duration
• Contact person
• Room capacity
• Equipment details
• QR codes and further information

Room booking displays with LED status indicators can also make it visible from a distance whether a room is free or occupied. Using touch functions, free rooms can be booked directly on the display, or existing bookings can be ended early.

What are the benefits of digital room booking?

Digital room booking makes room occupancy more transparent and helps companies use existing meeting rooms more efficiently. Employees can see which rooms are available on-site and can organize spontaneous meetings more easily.

At the same time, existing processes remain in place: rooms are still booked via Outlook, Exchange, Google Workspace, or iCal. connectSignage automatically adopts the calendar information and makes it visible on the corresponding room booking displays. As a result, employees do not need to learn an additional booking system.

With connectSignage, multiple room booking displays can be managed centrally and combined with welcome screens, digital directory boards, or digital wayfinding. The same calendar data can therefore be used in various locations throughout the building – from the reception to the meeting room.

Which industries is digital room booking suitable for?

Digital room booking is particularly well-suited for organizations with frequently used meeting, conference, or breakout rooms.

It is especially relevant for:

• Industry and manufacturing
• Service providers
• Banks and insurance companies
• Public authorities and administration
• Schools and universities
• Healthcare
• Hotels and conference centers
• Consultancies and agencies
• Coworking spaces
• Companies with hybrid work models

The greatest benefit is realized where many rooms are booked regularly and employees or visitors need to see at a glance which rooms are currently free, occupied, or reserved.