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The meeting Management Blog
Meeting room displays

Meeting room displays that keep every room honest

A room booked for a meeting nobody attends. A meeting interrupted by someone checking whether the room is free. A broken screen nobody reports. AskCody meeting room displays sit at the door, work on the room's own calendar in Exchange, and make sure every booked meeting actually takes place, or the room goes back to someone who needs it.

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AskCody meeting room display at the door of Meeting room A: the Client meeting, booked in Outlook, waits for check-in with Confirm and Cancel, then turns red with End and Extend once the meeting is on

Meeting room displays integrated with AskCody and Microsoft

Meeting room displays at the door of three rooms on a Wednesday morning. At 09:00 Meeting Room 2 asks for check-in, the team confirms on the display, and the board review starts on time. In the Huddle Room nobody arrives for the sprint sync, so the room is released automatically at 09:15, and a walk-up team then books it for 30 minutes on the display. In the Client Room a client meeting is extended by 15 minutes on the display, and a broken screen cable is reported from the display and sent to Facilities.

Show meeting room availability

Easily find available meeting rooms, book directly on the display, and avoid unnecessary interruptions by colleagues that think the room is available. 
Reduce no-shows and improve utilization

Confirm your meeting on the display upon arrival, or the room will free up for others to book. Reduce no-shows and improve room utilization.
End or extend your meeting

Need 5 more minutes? Finish your meeting without stress and extend the meeting directly on the display. Or free up the room if your meeting ends early.
Report room equipment issues
It's frustrating when something in the meeting room doesn't work. Report the issue directly on the display, and the right people will be notified.
Built for the door

What is a meeting room display?

A meeting room display is a screen at the door of a meeting room. It shows at a glance whether the room is free or busy and what is booked today, and it lets people act on it: book the room on the spot, check in to a meeting, extend it, end it early or report a problem.

AskCody meeting room displays are part of the AskCody meeting management platform for Microsoft 365. They work on the room's calendar in Exchange, so a meeting booked in Outlook and a meeting booked at the door are the same booking. There is nothing new for people to learn and nothing to keep in sync by hand.

  • Free or busy at a glance: green when the room is free, red when it is in use, with the day's bookings beside it.
  • Walk-up booking: book a free room straight from the display.
  • Check-in and automatic release: a booked room that nobody uses goes back to the people who need one.
  • Extend, end early or report an issue: without leaving the room.

Need an overview of many rooms in a lobby, a reception or on a floor? That is what meeting dashboards are for.

How AskCody meeting room displays work: a meeting booked in Outlook lands on the room calendar in Exchange Online, read through Microsoft Graph, and the display at the door shows it; a Display Template sets what people can do there
How it works

How do AskCody meeting room displays work?

Every display reads the calendar of its own room in Exchange. For Exchange Online, AskCody connects through Microsoft Graph. When a meeting is booked in Outlook, it shows at the door within a minute, with the rest of the day's bookings on the left.

What people can do at the door is set in a Display Template in the AskCody Admin Center: booking, check-in, cancel, ending, extending, the pending minutes, and which meeting details show.

  • No separate booking system to keep in sync
  • Private meetings stay private: the display shows neither the subject nor the attendees
  • Each room has its own license key, entered in the AskCody app on the device
At a glance

Is that room free or busy?

Green means free. Red means in use. People see it from down the hallway, so nobody has to knock, peek through the glass or interrupt a meeting to find out.

The display shows the meeting that is on or coming up, with the rest of the day's bookings on the left, so finding a free slot takes a second. The colors are yours to change, to match your brand or your building.

Understand room sharks and ghost meetings

An AskCody meeting room display at the door: red means the room is in use, green means it is free, with the meeting and the time on screen
Walk-up booking on an AskCody meeting room display: tap Book at the door, keep the 30 minutes offered or pick another length, and book the free room on the spot
Walk-up

Can people book a meeting room at the door?

Yes. When the room is free, tap Book on the display, take the length it offers or pick 15, 30, 60 or 90 minutes, and the room is yours. An ad-hoc booking can start any time in the next 24 hours, as long as the room is free.

The booking goes straight onto the room's calendar in Exchange, so Outlook shows it too. Nobody walks in on your quick meeting, and the slot is taken for everyone else, whether they look in Outlook or at the door.

Check-in

How do meeting room displays stop no-shows?

A booked room that nobody uses is a room somebody else needed. With check-in switched on, a meeting shows as pending on the display shortly before it starts, and someone in the meeting taps Confirm. The pending time is set in the Display Template, for example from 15 minutes before to 15 minutes after the start.

If nobody confirms in time, the meeting is removed and the room is released, free to book again at the door or in Outlook. Ghost meetings stop holding rooms, and the people who need a room get one.

See how to stop no-shows

Check-in on an AskCody meeting room display: the meeting waits for Confirm or Cancel, and if nobody checks in in time it is removed and the room is released
Ending a meeting early on an AskCody meeting room display: tap End, confirm, and the display turns green with the next meeting
Extend or end

Can you extend or end a meeting from the display?

Yes. Running over? Tap Extend, and the meeting runs longer, as long as the room is free after you. Finished early? Tap End, confirm, and the room is free again for the next team.

Both change the booking on the room's calendar, so the next people looking for a room, at the door or in Outlook, see what is really free.

Report issues

What happens when something in the room breaks?

Few things derail a meeting faster than a video call that will not connect. On the display, tap the information icon to see the room's equipment and services, pick what is wrong (missing, not functioning, broken or a performance issue) and send the report.

The report goes by email to the facility contact for that location, set by your AskCody Owner or Displays Administrator. The right people hear about it right away, and the next meeting does not start with the same surprise.

Reporting faulty equipment from an AskCody meeting room display: tap the information icon, mark Teams Video Conferencing as not functioning and submit, and the facility contact gets an email
For IT

What hardware do AskCody meeting room displays run on?

AskCody Displays run on tested devices from Crestron, Philips and GloryStar, and on iPad:

  • Crestron TSS-770, TSW-770, TSS-1070 and TSW-1070, with the AskCody software pre-installed
  • Philips 10BDL5051T and 10BDL4551T
  • GloryStar JAR101 and GloryStar Nebula Glow
  • iPad

On Crestron, AskCody controls the display's built-in LED light and Crestron room availability status indicators, so people can spot free rooms from a distance. Discover Crestron meeting room devices

Setup is light work for IT:

  • Each room gets a license key, or a QR code, that you enter in the AskCody app on the device.
  • Displays read the room calendars in Exchange. For Exchange Online, AskCody connects through Microsoft Graph, the same integration as the rest of the AskCody Platform.
  • A Display Template in the Admin Center decides what people can do at the door.
  • AskCody maintains the software. The hardware, its installation and its upkeep stay with you or your AV partner.

Learn more about recommended screens, displays and hardware in our Help Center

Jesper Imhof Rosendahl, IT Project Manager
Jesper Imhof RosendahlIT Project Manager

Room for the meetings nobody planned

“Only being able to book meeting rooms in advance is just not enough for us... With AskCody we can keep some rooms for exactly that and book our emergency meetings directly on a tablet just outside the meeting room. It gives our users peace of mind to know that there is always a resource that can be used.”

Jennie DePhillips, Training Manager
Jennie DePhillipsTraining Manager

Even computer-phobic partners feel at home

“With AskCody we have a system based on Outlook which everyone is already familiar with, so training of the end user is painless. The system can be explained in a clear, logical, and relevant way, and assist even computer-phobic partners in feeling comfortable with handling meeting bookings.”

Nora Furchner, Project Manager, Facility Management
Nora FurchnerProject Manager, Facility Management

Not just a vendor, a partner

“Our goal was to find a partner who can hear our concerns, understand our requirements, support us in our project... Working with AskCody means working with an actual familiar team that gives you great support. It is not only a business arrangement, it is a partnership.”

Anthony Moore, IT Director
Anthony MooreIT Director

One of the best vendor experiences we have had

“Not only is the AskCody product a really good product and the best one that fits our needs, but working with everyone from our account executive to technical resources has been one of the best experiences that we’ve had with a vendor.”

Luke Schnoebelen, Director of Professional Development
Luke SchnoebelenDirector of Professional Development

Why we left our old booking tool

“We shouldn’t have to go to a different solution than Microsoft Outlook to book a conference room, and the two systems never talked to each other... So that was kind of one of the drivers for us saying: Let us find a new tool!”

Luke Schnoebelen, Director of Professional Development
Luke SchnoebelenDirector of Professional Development

A partner that is there when you need it

“With people all over the United States and across the globe, it can be a hassle to be met with ‘Sorry, but I’m busy’... But that is not the case with our AskCody project manager. She makes herself available, and everyone at AskCody is made available.”

Common questions about
meeting room displays

What is a meeting room display?

A meeting room display is a screen at the door of a meeting room that shows whether the room is free or busy and what is booked today. With AskCody, people can also book the room on the spot, check in to a meeting, extend it, end it early and report faulty equipment from the display.
Do AskCody meeting room displays work with Outlook and Microsoft 365?

Yes. AskCody meeting room displays work directly on the room's calendar in Microsoft Exchange, so a booking made in Outlook and a booking made at the door are the same booking. For Exchange Online, AskCody connects through Microsoft Graph. The displays update the meeting information once every minute.
Do the displays show Microsoft Teams meetings?

Yes. A Teams meeting booked in a room is on that room's calendar in Exchange like any other meeting, so the display at the door shows it, including for rooms with Microsoft Teams Rooms equipment.
What happens if nobody checks in to a meeting?

When check-in is switched on in the Display Template, a meeting shows as pending on the display shortly before it starts, for example from 15 minutes before to 15 minutes after the start. If nobody taps Confirm within that time, the meeting is removed and the room is released, so anyone can book it.
How do I book a meeting room directly from the display?

Tap Book on the display, keep the length it offers or pick 15, 30, 60 or 90 minutes, and tap Book. The room changes from available to occupied straight away. An ad-hoc booking can start any time in the next 24 hours, as long as the room is free.
Can we use our own logo and colors?

Yes. By default the display is green when the room is available and red when it is occupied, and the colors can be changed to match your organization. You can set a background color or a picture for both the available and the occupied view, and put your own logo in the bottom left corner. AskCody creates the templates with you as part of the onboarding.
Are private meetings shown on the display?

Private meetings stay private. The displays follow your Outlook and Microsoft Exchange settings, so a meeting marked Private shows neither the subject nor the attendees. In the Display Template you also choose which details show for other meetings: subject, organizer, attendees and description.
Who receives a report about faulty equipment?

The facility contact for the location. An AskCody Owner or Displays Administrator sets that email address per location, adds the equipment to each room, and switches on equipment reporting in the Display Template.
Which hardware works with AskCody Displays?

Tested devices are the Crestron TSS-770, TSW-770, TSS-1070 and TSW-1070, the Philips 10BDL5051T and 10BDL4551T, the GloryStar JAR101 and GloryStar Nebula Glow, and iPad. AskCody maintains the software; the hardware and its installation stay with you or your AV partner. See the hardware compatibility list.
What is the difference between meeting room displays and meeting dashboards?

A meeting room display sits at the door of one room and lets people act on that room: book it, check in, extend, end early or report an issue. A meeting dashboard is a large screen in a lobby, a reception or on a floor that gives an overview of many rooms and meetings at once. Many offices use both.
What languages does AskCody support?

The AskCody Platform is available in English, German, Dutch, French, Spanish, Norwegian, Swedish, Danish, Finnish, Italian and Japanese.

See AskCody displays in your own rooms

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