How easy is it to book a meeting room in your office? If you’re stuck with bits of paper on the door, or worse, the knock of shame to ask when a meeting will be finished, it’s time to turn your conference room into a smart one.

Booking a meeting room should be easy. As simple as walking up to the room and checking the screen or tablet outside, in fact. That’s why ScreenCloud includes Meeting Room Scheduling Software. It can turn any screen into smart conference room signage that shows room availability using your Google or Outlook calendar. Hello, meeting room bliss!

With the ScreenCloud Meeting Room, you can:

Display today's bookings a specific room on digital signage

Add pre-scheduled meetings using your Google or Outlook calendar

Book meeting rooms by scanning QR codes with your phone or entering a short-link code in your browser, with email notifications to confirm your booking

Get live, color-coded updates to show if the room is free (green) or if a meeting is in progress (orange)

1. Select and install ScreenCloud’s Meeting Room Scheduling Software

Already have ScreenCloud on your screens? Jump in below to turn your meeting room screen into smart conference room signage. If not, sign up for a free 14-day ScreenCloud trial, install the ScreenCloud app on your screen, then follow the directions below to set up your screen for your meeting room.

1.1. Get started by logging into your ScreenCloud account. Choose the ScreenCloud App Store from the left-hand menu.

1.2. Search for “Meeting Room,” then select the Meeting Room app and install it to set up your meeting room’s schedule. You’ll need to add a new instance for each meeting room—so start out by setting up your first meeting room, then repeat the steps for every other conference room in your office.

2. Name your meeting room and log in with Google or Outlook

2.1. Give your meeting room a name that will help you to easily recognize it later in your Google or Outlook calendar. For example, “Boardroom” or “Meeting room 1”. ScreenCloud will add a new calendar to your Google or Outlook account where you can manage every meeting room booking along with your company’s other events.

This will create a meeting room within your calendar which you can use to book meetings and sync automatically with the Meeting room app.

2.2. Now, you need to connect ScreenCloud to your calendar account. Click the Login button next to “Access” to log into your Google or Outlook Calendar account. You will then see a screen asking you to choose between a Google or Microsoft account to sign in with.

Please note, to set up the Meeting Room Scheduling Software for each respective service requires the following:

i) Google: To add ScreenCloud to a company Google Workspace account, you'll need to be the Super Admin on your Google Workspace account. Once you have set up the Meeting Room, any employees who are linked to your Google Workspace account will then be able to book a room through their calendar or use any email address to book the meeting through the short-link or QR code. Alternatively, you can use a personal Google account to not need to worry about having admin settings. However, no other users will be able to book your rooms from their Google calendar.

ii) Outlook: You'll need to be an Editor that manages an Outlook calendar for an enterprise or business Office 365 account to have full permissions for booking and managing meetings on your calendar. Check the Office 365 docs for more details.

2.3. Once you've successfully linked a Google Workspaceor Microsoft account and chosen to "Allow" the Meeting Room app to access your account, you will see the green checkmark next to the login button.

Once you’ve added your Meeting room app, you can preview it before it gets added to your screens. Click ‘Preview’ and a popup will display your Meeting room app, just as it will look on your signage.

4. Add Meeting room app to a Channel or Playlist

If you want the screens outside of your meeting rooms to only show the schedule, you can push the meeting room app to your screens—and you’re done. Open the Screens sidebar, click the Set Content button beside your meeting room screen, and select the new meeting room app you just set up.

But it’s likely you’d like your screens to do double-duty, showing the meeting room schedule part of the time while also showing the weather, company announcements, and more. The more your screens’ content is varied, the more people will be likely to notice it. All you need to do is to add your meeting room schedule to a Channel or Playlist to be looped on your screen along with other content..

Open the Channel or Playlist sidebar, select your existing channel or playlist, and select “Add Content” to open the Media Picker. Select your new Meeting Room instance from the apps list. Here’s more details about how to set content on your ScreenCloud signage.

You can also have ScreenCloud dynamically show your meeting room app when the room’s scheduled to be used—and have your signage show other content the rest of the time. Check our guide to building smart digital signage to learn how to dynamically show ScreenCloud apps based on your event schedule and more.

Now that you’ve set up your meeting room signage, you’ll always know what’s going on in your conference room. A green screen shows that the room is currently available along with details about the next upcoming meeting:

An orange screen shows that the room is booked, along with details about the meeting in progress, and the next time the room will be available:

Want to book a time to reserve your conference room? There are three ways to do so with ScreenCloud’s Meeting Room app:

i) Add a meeting in Google Calendar: Open your Google Calendar, and select the new meeting room calendar there. Add the new meeting, select the date, start, and end time, then on the right-hand side select the “Rooms” tab. Search for the room that matches the Room Name you added to the Meeting Room Scheduling Software. For example, if you named the room "Boardroom 1" when setting up the app, you would search for this room in your Google Calendar:

Save your meeting and it will automatically update the screen outside your meeting room.

Please note that the Google Calendar option is only available if you are using a Google Workspace account and not your own personal Gmail account. With a personal Google account, you’ll need to add the event to a specific calendar instead, and won’t have the Rooms option.

ii) Add a meeting with Outlook Calendar: Open Outlook, and select the Outlook calendar you connected to ScreenCloud. Add in the new meeting, ensuring you have selected the right date and start and end time, then select a "Meeting Room". Search for the room that matches the Room Name you added to the Meeting Room Scheduling Software. For example, if you named the room "Boardroom 1" when setting up the app, you would search for this room in your Outlook Calendar.

With Google or Outlook Calendar, you can book a meeting on any meeting room’s screen you'd like. That’s the best option for offices with a large number of conference rooms to choose from. 

Or, if you only need to book space in a specific meeting room, the following options are easy ways to book a room without opening your calendar app.

iii) Add a meeting using a QR code: On the screen outside your meeting room, you will see the QR code as shown below. Open your phone’s camera, scan the QR code, and add the details of when you need to reserve the meeting room.

Enter the details of the booking including name, date, time, and duration and click save. The screen will automatically update with the details or will log them ready for the time of your meeting. You will also receive an email confirmation of your conference room reservation.

Please note that anyone can book a room using the QR code—including guests in your office. That makes this option perfect for shared spaces like coworking centers.

vi) Add a meeting using the short-link URL: You can also book meeting rooms without using a QR code, with the link shown above the QR code such as book.as/P1qzZ.

Open the link in your browser, add the event details, and book the meeting room with your Google or Microsoft account or as a guest. Select “Book” and you’ll get an email confirmation.

You can also bookmark the link to quickly rebook the room again in the future. Or, you can revisit the link to reschedule to an existing booking.

Once a meeting has been booked using any of the three methods, any upcoming bookings for the day will be displayed on the app and the time you have available until the next meeting.

Now that your meeting rooms are powered by digital signage, it’s time to do more with your screens. Check out our guide to building a connected office for more ideas on how to put your signage to work—with smart dashboards to show any data you need and Siri-controlled screens to update your signage on the go.

5. Meeting Room Software app limits and layout compatibility

Can not integrate/manage existing calendars

Does not filter out information if the meeting is marked ‘private’ in the calendar

Channel and zone layout support for the Meeting Room Software app

Why can’t I use my Gmail to create a meeting room calendar on Signage?

You can set up ScreenCloud’s meeting room app with your personal Gmail (e.g. johsmith@gmail.com), but it’s more limited and doesn’t add the meeting room to your Calendar’s Rooms list. The best option is to use a Google Workspace email address (e.g. bill.sky@screen.cloud), but you need to ensure you have Super Admin permissions. Otherwise, you’ll need to ask the person with those permissions to initially add the room to ScreenCloud.

Once the room is added, anyone within that Google Workspace organization can add or edit rooms without needing Admin permissions.  

Why can’t my team members book meetings?

Please ensure that the meeting room has been set up under the correct Google Workspace Super Admin or Outlook calendar with editor permissions for your organization. Once this has been set up correctly, anyone within that Google Workspace team or an editor for an Outlook calendar will be able to add and edit room bookings. Additionally, you can book meetings using the QR Code or URL instead of using a Google or Outlook account to add a new meeting.

Why didn’t I receive an email confirmation after I booked a room?

You will typically receive an email confirmation when you book or edit a room from the short-link URL or QR code. However, if you use the Google calendar, you will not receive an additional email notification. If not, check your spam folder to see if the email was filtered accidentally.

Why isn’t my booking appearing on the screen?

There are four possible reasons for this:

Your booking isn’t today (ScreenCloud’s meeting room app only shows today’s bookings).

There may not be enough space on the calendar to show your booking if it is for later that day.

The booking is in progress (but not confirmed). You will need to save your booking for it to show on the screen.

Your ScreenCloud signage isn't connected to WiFi. An internet connection is required for new updates to be shown on screen.

Currently, recurring events (i.e. if you have a meeting that runs every Friday at 10am) in the future will not display on the meeting room app. Your signage will display only recurrent events on the day they’re scheduled for. To show future bookings, you’ll need to book individual events each time your room is needed, or will need to use ScreenCloud’s Google Calendar and Outlook apps instead to show your full calendar.

Why does the meeting room name not show up on my Google Calendar even though my Gmail account is linked to the Google Workspace account who created the meeting room?

If you do not see the name of the meeting room for a specific day or time, it usually means there is a conflict with another booking. Choose a different date, time, or meeting room instead.

How do I change Google or Microsoft accounts?

Make sure you are signed in with the email account you wish to use and it will be shown during the setup process for you to select.

I can’t book a room from my Google Calendar?

The Google calendar option is only available if users have set up the meeting room with a Google Workspace account with super admin privileges and not from a personal Gmail account.

I can’t book a room from Outlook Calendar?

Similar to the Google Workspace admin permissions, you might have to grant yourself permission rights on a shared calendar that is being monitored by an admin to book a room or make changes. Check Outlook’s docs for how to share an Outlook Calendar to fix that.

Am I able to display all-day events or meetings?

Currently, ScreenCloud’s meeting room app does not support all-day events if you create an "all-day" event within your calendar. However, if you manually create the event and set it for an extended period of time (e.g. 7:00am to 8:00pm) it will display correctly on your signage.

Can I add or edit bookings through the booking portal?

If you add an event through the calendar app, you're not able to edit this through the booking portal page. Any changes must be made to the event within your internal calendar. But, if you booked the room through the room link or QR code, you can revisit the link to update your booking.

Can I use multiple app instances connected to different Google and Outlook accounts?

Currently, ScreenCloud’s Meeting Room app can only pull in calendar bookings from one Google or Outlook account. If you add any additional meeting room screens, they’ll automatically connect to the calendar app you first set up with ScreenCloud.

If you need to add additional calendars, add ScreenCloud’s standalone Google Calendar or Outlook calendar apps instead.

For further questions, please contact support@screencloud.com with details.

Reoccurring events and meetings are supported by the app. Please note that the app only has the ability to display both current bookings in progress or upcoming bookings on the current day. The app will show the reoccurring event for that specific date and time on the booking portal, it will not show weeks worth of reoccurring events or future bookings held on a different day.

Our meeting room app will not support all-day events if you create an "all-day" event within your calendar. However, if you manually create the event and set it for an extended period of time (e.g. 7:00am to 8:00pm) it will display on our app.

Use your existing company calendar to easily book and sync meeting room times with all of the individual meeting rooms your workspace offers. Bookings can be made in the calendar, or from your smartphone using a simple link or QR code.

If a user books, edits or cancels a room your screens will automatically be updated. No more double booked rooms or awkward meeting room shuffles.

Simple color-coded displays help to show whether a room's available, even from a distance. See upcoming books and book slots, to increase meeting room efficiency.

No more meeting room headaches. ScreenCloud's simple meeting room scheduling software makes it easy to book rooms and event spaces using any screen, iPad, or Android tablet. Display whether rooms are booked, or occupied, on the digital screens or tablets outside your meeting room, and show the next free slot. Helping to reduce meeting room confusion to ensure everyone can book, and see, availability for meeting rooms at all times.

ScreenCloud's simple meeting room scheduling software makes it easy to book rooms and event spaces using any screen, iPad, or Android tablet. An easy way to show meeting bookings via a digital screen outside your meeting room.

Meeting Room Software - Digital Signage App - ScreenCloud

Streamline room scheduling, displaying real-time availability across devices.

How it works:

How it works:

1. Hardware

2. Software

3. Support & Services

Industries

Case Studies

Content

Meeting Room Software

Included in all plans

About this app

Compatible with GSuite and Office365

Always up-to-date

Easily see what's free, and when

Frequently asked questions

Am I able to display reoccurring events or meetings?

Am I able to display all-day events or meetings?

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