Room signage for seamless meetings

Room signage refers to digital meeting room signs or door displays placed outside a meeting space. These electronic displays show real-time availability - free, in use, or about to start, and can also display meeting details, capacity, and equipment. Many even allow you to book the room instantly from the screen.

Our digital meeting room signs connect directly to your Microsoft 365 or Google Workspace calendar. The display updates automatically whenever a meeting is booked or released, ensuring no duplicate bookings and accurate availability at all times.

Yes. Our central dashboard lets you manage meeting room sign boards for multiple offices, ensuring consistent branding and settings across sites.

On the panel itself, check-in is a tap: somebody confirms the meeting and the room stays theirs. If you already have presence sensors in your meeting rooms, they can be connected so that the check-in happens by itself, the sensor confirms that people really are in the room, the booking is checked in without anybody pressing anything, and a room that is genuinely in use is never released. Release always follows the check-in, so a room only comes back when nobody confirmed the meeting, on the panel or through your sensors.

Nothing, those are never released. Requiring a check-in is a setting per reservation type, and it is switched off for the types nobody walks up to a panel for, such as a blockade, maintenance or cleaning. Only reservation types that require a check-in can be released automatically.

It shortens the reservation to the current time on the room's own Microsoft 365 or Google Workspace calendar, which is what makes the rest of the slot bookable again everywhere. The booking is not cancelled and not deleted: the organizer keeps it, and your reports keep it as a no-show. Note that the countdown runs on the panel itself, so a panel that is switched off releases nothing.

Its own room, and nothing else. A panel never gets a user account: it signs in as the room it hangs next to, with a token tied to that one serial number, so a swapped or deactivated device is refused. It has its own signing secret, separate from the web app, the mobile app and the visitor kiosk. Only whitelisted calendar columns leave the server, and the internal booking record behind a meeting never does. A fault report is rebuilt on the server, so an unattended screen cannot inject a field, an assignee or an attachment. Managing panels is a permission of its own, so a facility team can look after them without touching anything else.

Usually not. The panel app is a web app served from its own address, so anything with a browser can run it: the tablets already hanging beside your rooms, a wall-mounted iPad, an Android panel or a display you already own. We are happy to advise, and we work with preferred suppliers if you do want new panels, but in most rollouts the hardware is already there and only the mounting and the pairing are left.

Yes. Our electronic meeting room door signs sync in real time with Microsoft Outlook, Teams, and Google Calendar, so what you see on the display always matches your scheduling system.

Connecting room signage to Outlook Rooms is simple. We link the display to the specific room resource in Microsoft 365, so it automatically pulls booking information from room's Outlook calendar and updates in real time.

We connect the display to your Google Workspace room resource. Once linked, the meeting room digital signage updates instantly whenever a booking is made or changed in the room's Google Calendar.

Absolutely. With one tap, you can reserve an available room right at the door. You can also check in for a meeting or release a room you no longer need.

By enabling quick check-in at the display, unused bookings are automatically released, making the space instantly available for others.

The room name, its current status, today's agenda and who booked the meeting. It is not a specification sheet: seating capacity and AV equipment are not published on the door. Those belong where the room is actually chosen, in the booking form, which shows capacity, facilities, a photo and the seating layout per room, so the choice is made before anybody walks over.

Yes. If something isn’t working - like a projector or conferencing system, the issue can be reported directly from the digital meeting room sign, triggering a service request immediately.

Yes. Meeting room occupied/vacant signs use clear icons and colour indicators (like red for in use, green for available) so status is visible at a glance.

Yes. We offer fully custom meeting room signage design with your logo, brand colours, and background images.

We work with preferred suppliers for electronic meeting room signs, iPad meeting room signage, epaper displays, and other digital meeting room door signage, but Gfacility works on almost any hardware. We’re happy to advise you on the best option for your needs and budget.