How can I check which meeting rooms are occupied or available ?
There are multiple ways to check whether a meeting room is occupied or available. While the process may vary depending on the room booking system in use, the principle remains the same.
GoBright meeting room system
- Room panel: located outside each meeting room, the Room Panel displays the current and upcoming bookings. It uses color-coding to indicate room status:
- Green: room is available
- Red: room is occupied
- Mapping screen: available on department floors, in the GoBright Portal, and in the mobile app, the Mapping Screen provides an accurate overview of room occupancy across the entire office.
- GoBright Portal and mobile app: you can check room availability and make bookings through these platforms. They offer a visual representation of the office space, showing real-time availability of meeting rooms.
- Wayfinding screens: these displays show which rooms are currently available or occupied.
Sensors: room sensors enhance the booking system by registering occupancy with 100% accuracy and updating the status across the GoBright platform. They can automatically free up rooms if no movement is detected, allowing for more efficient use of space.
Crestron meeting room system
- Room display screens: these touch screens are placed outside meeting rooms and use color-coding to indicate room status:
- Green interface: room is available
- Red interface: room is reserved
- LED status indicators: illuminated signage makes it easy to determine room status at a glance4.
- Room availability light bars: these provide a visual indication of room status from a distance.
- Mobile app: you can typically check room availability remotely using a mobile application.
- Web interface: a web-based dashboard is often available for viewing room statuses and making bookings.
- Floor plan view: some Crestron systems offer a visual overview of room availability across entire floors.
- Proximity sensors: these detect motion and can update room status in real-time, ensuring accurate availability information
Humly room booking system
- Room display: the Humly Room Display shows the current status of each room:
- Green LED: room is available for more than 10 minutes.
- Yellow LED: meeting starting soon (within 10 minutes).
- Red LED: room is occupied.
- Floor plan: Humly Floor Plan provides a 3D overview of the office, showing which spaces are occupied or free across entire floors.
- Room Finder: this feature allows you to search for available rooms based on specific criteria like location, equipment, and room size.
Calendar screen: access a calendar view of the room’s schedule directly from the Room Display.
Additional integration
Each system offers integration with Outlook, allowing you to see room statuses there or in the Room Finder. If your company uses Google Workspace or another third-party app, integration is also possible with those systems.
When deciding which room booking system to use for your meeting room setup for hybrid work, we carefully consider every detail of your business processes and workflow. This allows us to deliver the best results and ensure our clients are fully satisfied with their modern room management system. We also evaluate your existing audiovisual infrastructure to adapt and seamlessly integrate the new system.
If your office has a Wayfinding solution implemented, you can use the Wayfinding screens to observe real-time updates. These screens display which rooms are currently available or occupied, helping you navigate through the building efficiently.
Related questions to room booking system
Check out our FAQ’s page on the topic of room booking >
What is a room booking system?
A room booking system is a digital solution combining hardware and software to manage meeting room workspaces. It streamlines room reservations, reduces scheduling conflicts, and optimizes space use. A meeting room booking system is widely used in offices, hotels, conference centers, schools, healthcare…
How does a meeting room booking system prevent double bookings?
Plan a meeting with your team or client, book a meeting room, and double-check the settings. Despite all your preparation, you might still find the room occupied by another team when it’s time to start. How often has this happened to you…
Can I book a meeting room in Outlook?
You can book a meeting room directly in your personal Outlook calendar. Moreover, the room booking system allows you to search and filter meeting spaces by specific criteria, such as room size, available conference equipment, or built-in services. When you book a meeting room in Outlook calendar on desktop or …
How can I book a meeting room with a room system?
There are multiple options for booking a meeting room to suit various preferences and needs. First and foremost, ensure you have a room booking system that is synchronized and seamlessly integrated into your business environment. You can reserve a meeting room directly from your calendar app, such as Microsoft Outlook, Microsoft Teams…
How can I book a meeting room in Microsoft Teams ?
Each of these room booking systems offers integration with Microsoft Teams, allowing users to book meeting rooms directly within the Teams environment. Here’s how you can book meeting rooms in Microsoft Teams for each system …
How do room sensores work in a conference room ?
There are multiple ways to check whether a meeting room is occupied or available. While the process may vary depending on the room booking system in use, the principle remains the same …
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