Example of Meeting Room Signage

Meeting Room Signage shows a room's current and upcoming reservations on a touch panel mounted outside the room. Permitted people can also make or cancel a reservation right from the panel.

Software Requirements

Web Browser

• Chrome: version 80 or newer
• Firefox: version 78 or newer
• Edge: version 80 or newer
• Safari: version 13.1 or newer

Operating Systems

• iPadOS: version 15 or newer
• Android: version 9 or newer
• macOS: version Catalina or newer
• Windows: version 7 or newer

Make Rooms Reservable

Before you enable Room Signage, each conference and meeting room must be configured as reservable. Follow the steps below for each room.

1. Select the Map Editor tab from the left-hand navigation bar, and click the blue Load Map button.

2. Select the map you want to open and click the green Load button.

3. Once the map is open, locate the room you want to configure as reservable and select it. The room information section appears on the right side of the screen.
4. In the room information section, click the Reservations tab.
5. Check the Room is Reservable box.
6. Repeat this process for every room you want to make reservable. When you are done, click the Save button at the top right of the window and then close the map.

Signage Settings Tiers

Room Signage settings are resolved in three tiers: room, then location, then organization. A room follows its location, and a location follows the organization, unless that room or location has its own override turned on. This applies to Require Authentication and to the layout settings listed under Layout Overrides.

Organization-Level Settings

Account admins can set the organization-wide defaults for Require Authentication and the layout settings. Click the gear icon at the top of the screen and select Signage.

Changes on this tab are staged until you click Resync All. Resync All saves your changes and pushes them to every location and room, clearing any overrides those locations and rooms currently have.

Location-Level Settings

To set Require Authentication and the layout settings for a specific location, open the Locations tab, select the location, and click its Room Signage tab. This tab appears after the Approvals tab in the location's edit window.

Turn on Override defaults to stop following the organization and set this location's own values. As with the organization tab, changes are staged until you click Resync All for this location. Resync All saves your changes and pushes them to every room in this location, clearing any room-level overrides.

Activate and Configure Room Signage for a Room

To activate and configure Room Signage for an individual room, follow the steps below.

1. Select the Locations tab from the left side of the page.
2. Select the Manage Rooms tab at the top of the page.
3. Locate and select the room you want to configure, and then select Edit Room at the top of the page.

4. On the left side of the Edit Room window, click the Room Signage tab. The settings below are configured here.

Unlike the organization and location tabs, saving a room's Room Signage tab takes effect immediately and affects only that room.

Signage App User Name

This is the username you use to log in to the Room Signage web app for each room. The User Name must be 5 to 20 characters and is case-sensitive. Once you have entered a name, check the box next to Enable Meeting Room Signage app for this room and click the green Save Changes button.

Optional:

• Signage Type: If the room signage panel has lights, use the Signage Type dropdown to select from the list of supported devices.

Set Signage Password

Enter the password used to log in to the Room Signage app. The password must be 8 to 15 characters and contain an uppercase letter, a lowercase letter, and a number. Once entered, click the green Set Password button.

Set Settings Access Code

This setting is optional. Entering a short numeric access code (1 to 12 digits) restricts access to the settings menu in the Room Signage app. Click the green Set Password button after you enter the access code.

Layout Overrides

By default, a room follows its location's layout settings, which in turn follow the organization's. Under Layout overrides, toggle on Override defaults to set this room's own values for the following layout settings.

• Cancel booking: shows or hides Cancel Booking in the Coming Up section.
• Quick booking extension: shows or hides Extend.
• End booking early: shows or hides End Early when a reservation is active on the signage device.
• Book from signage: shows or hides the quick reservation pills on the Home screen.
• Find Room reservations: allows or blocks making a reservation from the Find Room tab.
• Room finder navigation: shows or hides the Find Room tab.
• Office map navigation: shows or hides the Office Map tab.
• Agenda timeline: shows or hides the day's agenda timeline on the right side of the Home screen.
• Room details: shows or hides the Room Information button in the bottom-left corner.
• Show company logo: shows or hides your company logo on the panel.
  • To learn how to upload your logo, see How can I upload my company's logo?
• Transparent logo background: shows your logo on a transparent background instead of white.

Booking Authentication

Require Authentication controls whether a person must identify themselves at the panel before making or canceling a reservation. Under Booking authentication, toggle on Override defaults to set this room's own value.

• Off: the panel creates and cancels reservations as itself, with no identification step. It can only cancel a reservation it created itself. It can never cancel a reservation owned by a person, whether that reservation was made from the panel, the desktop app, or the mobile app.
• On: users must identify themselves before the panel creates or cancels a reservation. Users can identify themselves at the keypad or by scanning a QR code with their phone.

Keypad

Enter your numeric employee ID or your phone number on the keypad. The keypad accepts digits only.

• Not recognized: if your number or ID does not match anyone, the panel shows "We couldn't find that number or ID - try again." Nothing is reserved or canceled.
• Shared number: if your phone number is shared by more than one person (for example, a shared desk line), the panel shows "Duplicate Number Found" so you can pick your own name from the list. Picking a different person's name applies that person's access, not yours.
• Not permitted: if you are not permitted to reserve this room, the panel shows "Room Restricted" with your name. Nothing is reserved or canceled.

QR Code

On the Identify screen, scan the QR code with your phone's camera and open the link right away.

• Signed in: If you are already signed in to Maptician on your phone, the link confirms your identity automatically. Your phone shows "You are authenticated" and the panel shows "Booking Confirmed" (or the cancellation confirmation) with your name.
• Signed out: you are prompted to log in first. After you log in, you are returned to the confirmation automatically.
• One use only: each QR code can be used once. Reusing a code, or scanning a code that is no longer the one on screen, is refused.

What Happens After You Identify

• Reserving from a quick reservation pill or Find Room: the panel shows "Booking Confirmed" with your name, and the status tile updates to reflect the new reservation.
• Canceling your own upcoming reservation: confirm the cancellation and identify yourself. The panel shows "Booking Cancelled".
• Canceling someone else's reservation: this is refused. Only the reservation owner, or an administrator with full reservation access, can cancel it.
• Backing out of the Identify step: backing out at any point reserves and cancels nothing.

Signage Background Image

This setting is optional and lets you upload a custom background image for the Room Signage app. To upload a background image:

1. Click the Load Image button and select your image file.
2. Click Set Image. The image is now available for selection within the Room Signage app.
3. In the Room Signage app, choose your uploaded image as the background, or refresh the app on the signage panel. Your choice, along with any blur applied, persists after the panel reloads.

Close Active Sessions

Use this setting to force close all active sessions for a room's signage app. After you click the red Close Active Sessions button, you must log in to Room Signage again on that device.

Calendar Sync

This feature is optional. When enabled, Maptician syncs room calendar events between its internal reservation calendar and an external calendar. The sync can be one-way or two-way, depending on your selection. For configuration instructions, see Microsoft Entra (Azure) Calendar Sync.

Using the Room Signage Panel

Home Screen

The Home screen shows a status tile for the room's current availability, quick reservation pills for common durations, a Coming Up list of upcoming reservations, Room Information, and (when enabled) the day's agenda timeline.

Extend and End Early

• Extend: opens an end-time picker in 15-minute steps, up to the start of the next reservation or the end of the day.
• End Early: ends the current reservation ahead of schedule.

Find Room and the Agenda Timeline

From the Find Room tab, drag across an open time slot and select Confirm Booking to reserve it, then identify yourself if Require Authentication is on. When the agenda timeline is enabled, you can drag to create a reservation directly on this room's timeline in the same way.

System Menu

The System Menu holds the background and blur picker, Preferences, Legal, Version, Reload, and Logout. Tapping Version once checks for an update, and tapping it again reloads the device. If a Settings Access Code is set for this room, you are prompted for it before the menu opens.

Managing Room Signage Devices

Manage devices from the Manage Meeting Room Signage section under IT & Cloud > Meeting Room Signage. Devices are listed as cards with a status pill (ONLINE, WARNING, or OFFLINE), and stats tiles summarize the counts across all of your devices.

Room Signage Details Panel

Click a room signage row to open the Room Signage Details panel, which shows details about the room and its signage, including Location, Room Type, User Name, and Direct Login URL.

From this panel, you can also select See on Map, See Room Calendar, or Edit Room. Edit Room returns you to the same panel when you are done.

The panel also holds your device controls: refresh the device, reset it, check for a version update (if one is available), and create a new direct login URL.

Sort & Filter

Narrow the device list by Location, Map, Room, Signage Type, and Status.

Main Actions Button

The main Actions button refreshes the list of devices and exports the filtered list of Room Signage devices. Print keeps each device's status color.

Row Actions Button (⋯)

Each Room Signage row has an ellipsis (three-dot) button that opens a quick menu with the following options:

• Copy URL: copies the direct login URL to your clipboard.
• See on Map: takes you directly to the room on the map viewer.
• See Room Calendar: opens the room's reservation calendar.
• Edit Room: opens the room's settings dialog straight to the signage section.

Managing User Access

By default, all Admin user types have full access to the Manage Meeting Room Signage screen and to all rooms configured with room signage. For non-Admin users, access depends on the permissions below. Contact your Maptician administrator to have any of these enabled for your account.

• Settings > Signage tab and the organization's Resync All: account admins only.
• A location's Room Signage tab and its Resync All: users who can edit that location.
• A room's Room Signage tab, and Edit Room on the Manage page: users who can manage rooms.

For non-Admin users to view the Manage Meeting Room Signage screen and its reporting, the following two settings must also be enabled in the Reports & Analytics section of their Permission Group. Together, they determine which Room Signage devices a user can access by location.

• Available Reports > Meeting Room Signage Status
• Available Content by Location

Reporting for Room Signage

Room Signage reporting is available under the Reports section in Maptician.

• Report Name: Meeting Room Signage Status
• Available Info: Room Location, Room Name, Room Type, User Name, Version of Room Signage Application, IP Address, and Settings Code.

The Room Reservation Log report's Source column shows "Room Signage" for reservations made at the panel and "Maptician App" for reservations made from the desktop or mobile app. The Activity report shows the identified person in Created By and Canceled By for actions taken at the panel.