Room Scheduling Panel

Overview

A room scheduling panel is a wall-mounted touchscreen display showing the real-time availability and meeting schedule of a conference room, huddle space, or office area. The panel integrates a calendar interface, occupancy sensors, and an LED status stripe that communicates room status at a glance: green for available, amber for meeting starting soon, red for occupied. Used in modern flexible-workspace environments, the panel allows employees to quickly see which rooms are free and reserve them on the spot, while administrative systems can enforce time limits and prevent double-booking.

The display is powered via Power-over-Ethernet (PoE), eliminating dedicated power runs during installation. It communicates with cloud calendar services (Microsoft Exchange, Google Workspace, Slack) in real time, pulling meeting data and pushing occupancy feedback. Embedded occupancy sensors detect actual room usage, allowing the system to flag rooms that are reserved but empty, freeing them for others after a timeout.

How it works

The Main Processor runs scheduling application firmware that periodically synchronizes the room's calendar via Connectivity Module. The Ethernet PHY connects to the building's Ethernet network, with PoE Injector extracting power from the same cable and a DC Converter stepping it down to 12 V and 5 V for the display, processor, and sensors. The WiFi Module provides wireless fallback if Ethernet is unavailable.

The Touchscreen Display displays the day's schedule, with the Touch Digitizer allowing users to swipe through time slots and tap to book available slots. The ARM Processor renders the calendar interface from data stored in Storage and cached in System RAM. The Ambient Light Sensor adjusts Display Driver brightness automatically based on ambient conditions.

The Occupancy Sensor continuously monitors the room: when the occupancy state changes (unoccupied → occupied, or vice versa), the processor sends an update to the calendar system, allowing it to adjust meeting status, cancel reserved-but-empty bookings, and free the room for others. The Temperature/Humidity Sensor sensor feeds environmental data to the HVAC system if integrated.

The LED Status Bar, controlled by the LED Controller, displays the room's current state as a colour stripe around the panel perimeter:

• Green: room is available and open for booking
• Amber/yellow: meeting is starting within the next 5–10 minutes
• Red: room is currently in use, occupied, or meeting is ongoing

The Bezel & Finish and Corner Cap provide a finished appearance and protect the display from accidental impact. The Wall Mount Bracket secures the unit flush to drywall, and the Cable Port Assembly routes all wiring neatly behind the panel.