ScreenCloud Meeting Room Scheduling Software

The quickest way to manage your meeting rooms and show everyone what’s booked and when it will be available via your digital screens.

Apr 2018

ScreenCloud Meeting Room Scheduling Software

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 - trying to determine if someone’s nearly finished, then it’s time to change the way things have always been done.

Booking a meeting room should be easy. As simple as walking up to the room and checking the screen or tablet outside, in fact. It’s why we’ve built our Meeting Room Scheduling Software. Using this app and the technology of your choice (any screen or tablet) you can set up a simple meeting booking system in a couple of clicks and manage it from your Google or Outlook calendar, a link or even a QR code. Hello meeting room bliss!

With the ScreenCloud Meeting Room Scheduling Software you can:

  • Display today's bookings for that specific room, on screen
  • Book meetings using your Google or Outlook calendar
  • Book meeting rooms by scanning QR codes using your phone camera or use a short-link code in your browser
  • Get live, color-coded updates to show if the room is free (green) or booked (orange)
  • Get email notifications to confirm your booking

Here’s how it works:

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

1.1. You can get started on using the app by clicking here and selecting “Get App”. This option will prompt you to either log into your existing ScreenCloud Membership, or sign up for our 14-day free trial in order to use the Meeting Room app and other available apps within our App Store.

2. Name your meeting room

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”.

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

3. Log in with Google or Outlook

3.1. Next, select “login” 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 setup the Meeting Room Scheduling Software for each respective service requires the following:

i) Google: you'll need to be the Super Admin on your G Suite account. Once you have set up the Meeting Room, any employees who are linked to your G suite 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. If you are using a personal Google account then you do 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 for an enterprise/business Outlook calendar you manage to have full permissions for booking and managing meetings on your calendar. You can click here to learn more.

3.2. Once you've successfully linked a G Suite super admin account or your 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.

3.3. Once you've chosen your time format you can select “Preview” to view what your Meeting Room Booking will look like on screen.

A green screen shows that the room is currently available and will tell you what time it is available until:

An orange screen shows that the room is booked, the name of the meeting in progress, and the next time the room is available:

3.4. Once you're happy with your room select “Add App” and give your app a name. This will help you to find it in the Content Library later, especially if you are planning to add more than one room to the Meeting Room Scheduling Software.

Once you have added the app you will be able to view it in your Content Library and add it to any playlist you like.

4. How to add or edit a meeting

Once you have linked the ScreenCloud Meeting Room Scheduling Software to your email account and your digital screens, there are three different ways you can add a meeting so that it shows up on screen:

i) Add a meeting using your Google Calendar:

Log in to your account that is linked to the Meeting Room Scheduling Software, then navigate to your Google calendar. Add in the new meeting, ensuring you have selected the right date and 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 G Suite account and not your own personal Gmail account.

ii) Add a meeting using your Outlook Calendar:

Log in to your account that is linked to the Meeting Room Scheduling Software, then navigate to your Outlook calendar. 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.

The benefit of using your Google or Outlook calendar to book a meeting is that you can select any meeting room, and therefore any screen, you'd like. With the following two methods, you will need to be beside the screen in question in order to access its booking information.

iii) Add a meeting using a QR code

On the screen outside your meeting room you will see the QR code as shown below. Please note that anyone can book a room using the QR code, not only users who have a Google or Outlook account.

If you have an iPhone 5s or higher, or the latest Android phone, you can scan this QR code in order to make or edit a booking. Once the QR code is scanned, you can book a meeting through Google, Outlook, or put in any email address.

Meeting Room App - Login & Book 10.31.2018

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 to your account.

vi) Add a meeting using the short-link URL

On the screen outside your meeting room you will also see a short-link as shown in the top left-hand corner above the QR code. Please note that anyone can book a room using the short-link URL, not only users who have a Google or Outlook account.

You can do this by copying and pasting the short-link URL above your QR Code (i.e. the book.as link) into your web browser. From here, you can add the meeting by logging into Google, Outlook, or use your own email address.

Meeting Room App - Login & Book 10.31.2018

In the example above, this is book.as/P1qzZ but this will be unique to your account and the room you are looking to book. Enter this into your browser on mobile or desktop and you will see the option to add or edit a meeting room.

To book a room, select "Make a New Booking" and edit the details on screen for your meeting:

Select “Book” and the screen will automatically update. You'll also receive an email confirmation.

You can also use this method to make changes 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:

Frequently asked questions:

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

You need to either set the account up in your personal Gmail (e.g. johsmith@gmail.com) or if you are using a G Suite email address (e.g. bill.sky@screen.cloud) you need to ensure you have Super Admin permissions, or ask the person with those permissions to initially add the room to ScreenCloud.

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

My team members can’t book meetings?

Please ensure that the meeting room has been setup under the correct G Suite Super Admin or Outlook calendar with editor permissions for your organization. Once this has been setup correctly, anyone within that G Suite 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 don’t I get an email confirmation after I have booked a room?

You will 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.

My booking isn’t appearing on the screen?

There are four possible reasons for this:

  • Your booking isn’t today (we only show today’s bookings).
  • There may not be enough space on the calendar to show your booking if it is the latest for that day.
  • The booking is in progress (but not confirmed). You will need to save your booking for it to show on screen.
  • Meeting Room Scheduling Software isn't connected to WiFi. An internet connection is required for new updates to be shown on screen.
  • Currently, reoccurring events are not available to be displayed (i.e. if you have a meeting that runs every Friday at 10am). However, there is a workaround for this to work with a Google calendar integration - please check our FAQ below.

Why does the meeting room name not show up on my Google Calendar even though my Gmail account is linked to the G Suite 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, so you will need to choose a different date, time or meeting room.

How do I change 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 G Suite account with super admin privileges and not their own personal Gmail account.

I can’t book a room from Outlook Calendar?

Similar to the G Suite 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. You can click here to learn more on how to grant editor permissions in an Outlook Calendar.

Am I able to display reoccurring events or meetings?

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.

Am I able to display all day events or meetings?

Currently, 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.

Can I add or edit created events 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.

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

Currently the app is able to only pull in calendar bookings from one Google or Outlook account. For example, if you've sent up one app instance with a Google Calendar, the new app instance created will automatically connect to your Google calendar. The app wouldn't able to add the Outlook account.

For further questions, please contact support@screen.cloud with details.

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