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What Is Meeting Room Display & How to Set It up at Your Coworking Space

What Is Meeting Room Display & How to Set It up at Your Coworking Space

Helga Moreno
Helga Moreno

Coworking space owners work on the designs of their premises striving to create the perfect environments for members. Contemporary entrepreneurs tend to like futuristic interiors supplemented by hi-tech gadgets. Here both hardware and software matter. A meeting room display is one of the elements that can help you impress your visitors and boost their experience.

Not sure what I am talking about? Read on and get to know what is a meeting room display, what can it do for you and your members, and how to implement the system at your coworking space.

What Is Meeting Room Display

Meeting room display is a simple smart feature usually coming as a part of a coworking space management system aimed to display a room's status, quickly check-in customers, and assist members with bookings. It is available for iOS and Android.

You can place a tablet with a meeting room display on in front of the meeting room for members' reference and interaction. The display will show if a particular room in a particular workspace is occupied or free at the moment, what is the ongoing meeting progress, and what time it will be available for the new booking. It will also have a check-in button for customers to confirm their reservation and a trackable QR code (can be created using a QR code maker) for immediate booking of that room.

How Meeting Room Display Improves Member Experience at a Coworking Space

Imagine the situation. One of your members gets an important phone call from a partner. He leaves his desk in order not to disturb other members. He needs to arrange a conference meeting and a person on the other side is waiting for the time and place. How can he check the room availability if a mobile coworking app can't be accessed at the moment (he is talking over the phone) and his laptop is on the desk where he left it.

It's really easy if you provide tablets with meeting room display mode on. A busy entrepreneur quickly checks meeting room availability without interrupting the call, agrees about a business meeting, and books a room immediately after he finishes the call using a QR code on the display that takes him right to the booking page of the relevant room.

How Meeting Room Display Works

Let’s use andcards example to explain how meeting room display works. The feature comes as an integral part of the main software system and is absolutely free for all our customers.

andcards meeting room booking system for coworking spaces: meeting room display interface

Therefore, if you want to place tablets in front of the meeting rooms to let members see the current status of each room, you just activate the relevant mode from the Bookings page of the app.

If you want to add an extra layer of security to the default settings, you can restrict access to one app only on the tablets displaying meeting room status. Here's how to do it for iOS and Android.



why coworking spaces choose andcards workspace management software - banner

Check-in Functionality

If you give members free meeting room booking hours or provide unlimited bookings, you have probably faced the issue when a person makes a reservation and never shows up without canceling it. Some people don't worry about the things they get for free, they don't appreciate them and tend to abandon free bookings easily.🙀

Forgotten and abandoned bookings cause real distress as members who really need a room at the moment can't use it. A meeting room display offers a great solution for this. It auto cancels those ill-fated bookings for you.

If you are using or going to use a meeting room display feature on andcards, you can activate an auto release. Since the option is turned on, all free bookings will require a check-in. If a member does not check in on time, the system automatically cancels the reservation which makes your meeting room available for another booking and prevents money/hour loss.

andcards meeting room booking system for coworking spaces: meeting room display with check-in button

In other words, you can address the problem via a display at the door. When a free booking requires a physical presence, you make sure that a member is really at the workspace and easily avoid booking spam and abuse.

Pretty cool, huh?

How Members Know That They Need to Check-in

If we are talking about andcards, the software displays warnings in three places to communicate the necessity of check-in.

andcards meeting room booking system for coworking spaces: meeting room display booking success page

  • On the booking success page. After a booking is completed, a member sees the notice on the success screen asking not to forget to check in.
  • On the booking calendar.
  • On push notification sent 5 min before booking time.
Your booking starts in 5 minutes. The booking will be autocanceled if nobody checks in via the room display at the door.

The auto-release functionality is customizable. You can tweak its specifications via the settings page.

andcards meeting room booking system for coworking spaces: meeting room display auto release settings page

Here is what you can configure:

  • Enable booking protection for free bookings to automatically remove ghost bookings from the room's calendar if nobody checks in.
  • Set early check-in allowance to let members check in to their bookings early (5-15 minutes).
  • Set a deadline to check-in to stipulate time to wait before an unconfirmed booking is canceled (5-15 minutes).

Check-in is available only on the display mode. When booking can be checked in, there is a check-in button displayed. If a user didn't check in on time (from 5 to 15 minutes from booking start or create), the reservation is removed.

Why Members Love Meeting Room Display

Your members will love the meeting room display because it allows them to:

  • Check room availability without using their phones at a distance with a highly visual room display app.
  • Know if a room is free right now for an important meeting.
  • See upcoming reservations.
  • Book a particular room promptly by scanning a QR code on the tablet and getting straight to the booking page of a given room. 

The meeting room display shows events in real-time. So, if you made a booking on andcards it will be instantly displayed on the room display.

Just think about the image-making WoW effect the technology will make on the coworking space members, especially when enhanced by other smart integrations like automated access control and visitor check-in. Nobody will ever compare your coworking space software with Google calendar. The calendar simply can't do it.

How to Implement Meeting Room Display at Your Coworking Space

If you have the meeting room display technology inside your main coworking app, you don't need much to display the status of your meeting room. Actually, it all boils down to electricity supply and a tablet.

1. Choose a Tablet

There are no specific requirements to the tablet except bright display and minimum operating system of Android 6+ or iOS 9+. So you can opt for a budget one. Here are a few variants to consider.

We start with the most expensive option.

iPad Pro (11 inch)—a tablet for luxury coworking spaces

Price: $680-750 on Amazon, Apple Refurbished

The iPad Pro 10.5 has a huge bright screen and minimal bezels. Your meeting room display will be a visual treat. This most expensive tablet on our list will complement your high-end interior. Super thin bezels make it look like a meeting room display of the future.

iPad (9.7 inch)—a standard choice.

Price: $300-350 on Amazon, Apple Refurbished

The iPad 9.7 is a great meeting room display we recommend for most workspaces. The screen is just a perfect size, big enough to fit the availability text and upcoming schedule. The screen brightness is not as high as iPad 10.5, but still reasonably bright and legible from afar. The iPad 9.7 is also well designed aesthetically and will fit most of the interiors. There are white and black color versions for all tastes.

Lenovo Tab 4 (8 inch)—the budget option on our list.

Price: $50-100 on Ebay

Lenovo Tab 4 offers us low-end specs at a low price. This is a good choice if you're just getting into the meeting room displays and want to try the concept out. Lenovo Tab is also a price-conscious choice that won't require a huge investment if you have a lot of meeting rooms. The screen is a bit small and not that bright, but at this price point, you can't complain. You will not be able to read the text from far away, only up close. There are many versions of Lenovo Tab 3, so make sure the tablet you buy can be upgraded to Android 6.0.

2. Install a Tablet at a Meeting Room

We advise you to plan the placement of the tablets beforehand because it's not that easy to fit them in the existing minimalist hi-tech interior after all design works are finished.

Think about the electricity supply to plug the tablets because there is no point in gadgets with a low battery charge. Some coworking spaces experiment by placing a tablet into a pocket, hoping it will last all day on a battery charge. Usually, it is a bad idea, because the always-on screen draws battery so fast that it will only last for a few hours.

It is best to through a power line leading up to the tablet from the floor or ceiling. Usually, it's possible to drill a hole in a door frame and hide a wire inside it. However, you may opt for something really innovative and choose a system that doesn't require power.

Over to You

Now, when you know what a meeting room display is, what is it aimed at, and what will it cost to implement it at your coworking space, the first thing you probably want to do is give it a try.

Schedule a demo call with us to know what else andcards can offer your coworking space to impress your members and improve their experience.

Don't forget to share this blog post with your friends to help them make their coworking interiors even more stylish and member-friendly.

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