Book, start, extend and end a meeting from a Room Display

Book, start, extend and end a meeting from a Room Display

A Room Display is a tablet outside a meeting room. It shows whether the room is free and lets people book it, start their meeting, extend it and end it. This article shows what to tap at each stage.

Before you start

  • A Company Admin or Location Admin must pair the Room Display to the room. See "Set up a Room Display" below.
  • Some buttons depend on room settings. Ask your administrator to turn them on under Rooms > Settings > Rooms: Room Booking for Book Now, Room Check-in and Check-out for Start Meeting and End Meeting, and Extend Booking for Extend 15 min. See Configure room settings.
  • Availability: if this option is greyed out or missing, contact your Vizmo account manager.

Set up a Room Display

  1. Install the Vizmo Kiosk app on the tablet and open it. A 6-character code appears. See Install the Vizmo Kiosk app.
  2. In the Vizmo portal, open the location and go to Devices > Kiosks.
  3. Click Pair Kiosk and enter the 6-character code.
  4. Under Select Type, choose Rooms.
  5. In Select Room, choose the room. Only rooms that are switched on are listed.
  6. Click Pair Kiosk.

    Pair Kiosk panel with the Rooms type and Select Room

The tablet now shows that room. For general pairing help, see Set up and pair a Vizmo Kiosk.

Read the display

The room name, its number of seats and the time are at the top. The right side shows today's bookings. The colour and heading show the status:

  • Available: nobody has booked the room right now.
  • Pending Check-in: a booking is about to start or has started, and nobody has checked in yet.
  • In use: a meeting is under way.
  • Room is not available: the room is closed, in an excluded period, or has too little time left before the next booking.

    Room Display showing Available and the Book Now button

Book an available slot

  1. Tap Book Now. The booking form opens with Select meeting duration.
  2. Choose the start time under From and the end time under To. Times move in 5-minute steps. The length must be within the room's minimum and maximum booking time, and you cannot choose a time that is already booked.
  3. In Full Name, type at least three letters of your name and tap yourself in the list. The person you choose becomes the person who made the booking.
  4. If Add Instructions is shown, type any set-up requests for the meeting.
  5. Tap Book Now. The schedule updates to show your booking.

    Room Display booking form with Select meeting duration, From, To, Full Name and Add Instructions

A booking made on the display is for one meeting only. To book a repeating meeting, use the Vizmo portal or Vizmo Pass.

Start a booked meeting

  1. When the display shows Pending Check-in, tap Start Meeting. You can do this from a few minutes before the start time. By default that is 5 minutes. Your administrator can change it with Check-in Buffer Time.
  2. If Secure Check-in is on, a 4-digit code is emailed to the person who made the booking. Type it into the boxes on the display, then tap Start Meeting again. If the code has not arrived, wait for the countdown to finish and tap RE-SEND OTP. Tap Cancel to leave the code screen. Your booking is not cancelled.

    Room Display asking for the 4-digit code, with RE-SEND OTP and Start Meeting

  3. The display shows Meeting has started and changes to In use.

If Room Check-in and Check-out is off, there is no Pending Check-in step. The room shows In use from the start time.

Extend the meeting

  1. While the display shows In use, tap Extend 15 min.
  2. The display shows Meeting extended successfully, and the end time moves 15 minutes later.

The button appears only when Extend Booking is on and the room is free for another 15 minutes before the next booking or closing time.

Book the next slot

In the last few minutes of a meeting, Book Next Slot can appear if the room is free for at least 15 minutes afterwards. Tap it to open the booking form and follow the steps in "Book an available slot". This makes a new booking. It does not extend the current one.

End the meeting

  1. When your meeting finishes, tap End Meeting.
  2. The display shows Meeting has ended, and the room becomes available for the next booking.

    Room Display showing In use with End Meeting, Extend 15 min and Book Next Slot

To cancel a booking, or to check in or out from the portal or Vizmo Pass instead, see Cancel, check in to and check out of a room booking.

Troubleshooting

  • The wrong room or schedule is shown: ask a Company Admin or Location Admin to check which room the display is paired to under Devices > Kiosks.
  • Book Now is missing: Room Booking may be off, or the display may show Room is not available. Wait for the room to open or for the next free slot.
  • The display says "Please select a Name" or "Please select an End Time": tap a name in the Full Name list and choose a time under To, then tap Book Now again.
  • The display says the booking is shorter or longer than allowed: choose an end time within the room's minimum and maximum booking time.
  • Start Meeting is missing or fails: check that Room Check-in and Check-out is on and that you are within the check-in window. If the display says the booking is not approved, wait for the approval.
  • The code does not work: use the newest code emailed to the person who made the booking, or tap RE-SEND OTP for a new one.
  • Extend 15 min, Book Next Slot or End Meeting is missing: ask your administrator to check Room Booking, Extend Booking and Room Check-in and Check-out, and check that the room is free after your meeting.