How to Set Up an All-in-One Display for Room Booking in Under an Hour

In a modern hybrid workplace, efficiency starts with how well your space is managed. One of the fastest ways to improve meeting room utilization is by installing an All-in-One Room Booking Display. These devices streamline scheduling, eliminate double bookings, and enhance the employee experience.

But how hard is it to set up?

The good news: you can get a smart room display up and running in under an hour. Whether you're part of the IT team or an office manager looking to reduce meeting room chaos, this guide walks you through every step.

Why Choose an All-in-One Room Display? Before we dive into setup, here’s why these displays are worth installing:

1. Real-time room availability

2. Touchscreen booking at the door

3. LED status lights (Red/Green/Yellow)

4. Calendar sync with Google, Outlook, Office 365

5. Check-in and auto-cancel features

6. Space utilization analytics

All of these come in one compact device—ready to install without complicated wiring or external software.

What You’ll Need Before starting, gather the following:

1. All-in-One Room Display (hardware device)

2. Wi-Fi or Ethernet connection (PoE if supported)

3. A compatible calendar system (Google Workspace, Microsoft 365, Exchange, etc.)

4. Mounting kit or wall adhesive

5. Admin access to your organization’s calendar and device management platform

6. Power source (or PoE switch/cable)

Step-by-Step Setup Guide

Step 1:

Unbox and Power On the Device Most displays come pre-configured with the necessary software. Plug it in via the included adapter or Power over Ethernet (PoE) if supported. The device should boot automatically.

Pro Tip: If using PoE, make sure your switch or injector is 802.3af/at compliant.

Step 2:

Connect to Wi-Fi or Ethernet Once powered on, the display will prompt you to connect to a network. Enter your office Wi-Fi credentials or plug in an Ethernet cable.

A stable connection is critical for real-time calendar sync.

Step 3:

Select and Sync Your Calendar System The display software will ask which calendar system you want to use:

1. Google Calendar (Workspace)

2. Microsoft 365/Outlook

3. Exchange Server

Log in with an admin account to grant permissions. The display will fetch available rooms and calendars from your system.

All data is typically encrypted during transmission—check your vendor’s security documentation for compliance details.

Step 4:

Assign the Display to a Room Once your calendar is synced, choose which meeting room this display will manage. You may be able to assign room names, capacity, and location.

Example: “Conference Room A – 8 Seats – 2nd Floor”

Step 5:

Customize Display Settings From the device settings or cloud dashboard, you can:

1. Enable LED status lights

2. Turn on check-in and auto-cancel

3. Set display hours (to conserve energy)

4. Customize branding (logos, themes, etc.)

Step 6:

Mount the Device Outside the Room Use the included wall mount or adhesive pads to attach the display outside the meeting room, near eye level. Make sure it’s visible and accessible for employees.

Some displays include anti-theft locks or tamper-resistant mounts.

Step 7:

Test the Display Make a test booking through your calendar and ensure the following:

1. The room’s availability updates in real time

2. The LED status light changes accordingly

3. You can book and check in directly on the screen

Run a few scenarios (booking via calendar app, booking from the panel, missed check-in) to confirm full functionality.

Done in Under an Hour With just a bit of prep, your room booking display will be live and fully functional within 30 to 60 minutes. No complex cabling. No additional software installs. Just seamless scheduling—right at the door.

Bonus: Tips for a Successful Deployment Standardize settings across devices using a central dashboard

Schedule firmware and software updates regularly

Use analytics to improve room usage

Provide a quick training session to boost adoption

Final Thoughts

Setting up an All-in-One Room Booking Display is one of the easiest IT upgrades with one of the biggest returns—saving time, reducing no-shows, and optimizing office space.

In less than an hour, you’ll transform a static meeting room into a smart, connected collaboration space.