Meeting Room Booking & Workplace Technology
A meeting room booking panel makes it immediately clear whether a room is available, who has it booked and when the next meeting starts.
Mounted outside the meeting space, the panel can allow employees to find an available room, make an ad-hoc booking, check into a meeting or release the space early without opening a laptop.
GT can design room scheduling systems around technologies including Logitech Tap Scheduler, Neat Pad, Crestron scheduling panels, Yealink RoomPanel, HP Poly TC10 and Cisco Room Navigator, integrating them with the organisation's collaboration and calendar environment.
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Neat Pad can perform two different roles: an in-room controller or a dedicated scheduling panel outside a meeting space.
It can be configured as a Microsoft Teams Panel or Zoom Rooms Scheduling Display, showing room availability and allowing employees to reserve space directly from the panel.
This makes it a natural option for workplaces already using Neat Bar, Neat Bar Pro or Neat Board systems, although a Neat Pad can also be used to make suitable non-video meeting spaces bookable.
Yealink RoomPanel
Yealink RoomPanel provides an 8-inch scheduling display with highly visible room-status lighting.
It can be deployed for Microsoft Teams or Zoom Rooms, allowing users to check availability and reserve meeting spaces directly from the panel. Yealink can also combine RoomPanel with occupancy sensing to provide additional information about whether rooms are actually being used.
This makes RoomPanel particularly relevant for organisations already standardising on Yealink Microsoft Teams Rooms or Zoom Rooms.
HP Poly TC10
The HP Poly TC10 can be installed inside a room as a meeting controller or outside the room as a dedicated scheduling display.
It supports both Microsoft Teams Panel and Zoom Rooms Scheduler experiences, with status LEDs providing a quick indication of room availability.
The same hardware can therefore fit naturally into organisations already using Poly meeting room technology while providing a consistent scheduling experience across the workplace.
Cisco Room Navigator
Cisco Room Navigator combines room scheduling with the wider Cisco collaboration ecosystem.
It can run Cisco's own scheduling experience, operate as a Microsoft Teams Panel, or support selected third-party workplace applications. Users can view availability, book rooms, check in and release unused reservations.
For organisations using Cisco video conferencing, Control Hub and workplace sensors, Room Navigator can bring meeting room booking, conferencing and workspace data into the same technology environment.
Microsoft Teams Room Booking & Outlook
For organisations using Microsoft 365, meeting room scheduling can become a natural extension of Microsoft Teams and Outlook.
Each meeting room can be created as a Microsoft 365 room resource.
An employee creating a meeting in Outlook or Teams simply selects the room alongside the meeting attendees.
The booking then appears automatically on the meeting room calendar and the scheduling panel outside the room.
Microsoft Teams Panels can show current availability, upcoming reservations and meeting details. Users can also reserve available rooms directly from the panel for ad-hoc meetings.
Newer Teams Panel functionality can also allow users to browse future availability and create future reservations directly from the panel, with the booking automatically appearing in the Microsoft calendar environment.
What this means in practice
An employee books the Boardroom in Outlook for 2pm.
The Boardroom resource accepts the reservation.
The booking automatically appears on the scheduling panel outside the room.
Other employees can immediately see that the room is occupied between 2pm and 3pm.
If another room is free, its panel shows availability and can potentially be booked immediately.
The technology is therefore working from the same calendar employees already use, rather than introducing another disconnected booking process.
At Corrib Oil's headquarters in Galway, Gibb Technology integrated Neat meeting room scheduling panels outside each meeting room as part of the wider Microsoft Teams Rooms deployment.
The objective was simple: make it easier for employees to see room availability, book the correct space and avoid confusion around meeting room schedules.
Corrib Oil users can create a meeting directly from Microsoft Outlook, select the required date and time, add the meeting room as a resource and invite the attendees. The booking then appears automatically on the Neat scheduling panel outside the room.
Employees walking through the office can immediately see whether the meeting room is available, when the next booking starts and whether the space can be reserved.
The Neat panel can also be used for ad-hoc room booking, allowing someone who needs a space at short notice to reserve an available meeting room directly outside the door.
Because the room scheduling is connected to the organisation's Microsoft 365, Outlook and Microsoft Teams environment, users do not need to learn a separate booking platform. They continue using the calendar tools they already know.
For organisations deploying Neat Microsoft Teams Rooms, this creates a much more complete meeting experience:
Book in Outlook → See availability outside the room → Enter the room → Join the Microsoft Teams meeting.
It is a straightforward way to reduce double bookings, improve room visibility and make meeting spaces easier for employees to find and use.
Zoom Rooms Scheduling
Zoom Rooms can provide a similar experience.
Scheduling displays can be installed outside Zoom Rooms using devices including Logitech Tap Scheduler, Neat Pad, Yealink RoomPanel and HP Poly TC10.
Zoom can integrate the room with Microsoft 365, Microsoft Exchange or Google Calendar.
When an employee books the room through the organisation's calendar system, the reservation appears on the room display, controller and scheduling panel.
Users can also reserve available rooms directly from the scheduling panel.
Zoom's check-in functionality can help deal with another common workplace problem: ghost bookings.
If somebody reserves a room but does not arrive and check in within the configured period, the booking can be removed and the room made available for somebody else.
Calendar Integration Makes Room Booking Simple
The best room booking system should fit the way employees already work.
GT can design room scheduling around platforms including Zoom Rooms, Google Workspace, Microsoft 365 and Exchange, depending on the organisation's existing calendar environment and selected meeting room technology.
Zoom Rooms & Calendar Booking
With Zoom Rooms, meeting spaces can be linked to calendars such as Google Workspace or Microsoft 365.
A user can create a meeting in their normal calendar, select the required Zoom Room and invite the attendees. The booking then appears automatically on the room's Zoom scheduling display outside the meeting space.
The panel can show whether the room is free or occupied, display upcoming meetings and allow users to make an ad-hoc booking when they need a room at short notice.
A typical workflow could be:
Google Calendar → Zoom Room → Scheduling Display → Meeting Room
For organisations with multiple meeting spaces, this creates a single source of truth for room availability and helps reduce double bookings, unused rooms and time spent searching for somewhere to meet.
Google Workspace & Google Meet Room Booking
For organisations using Google Workspace and Google Calendar, meeting rooms can be configured as bookable room resources.
When creating an event in Google Calendar, the user can select an available meeting room, add the required attendees and include a Google Meet video meeting. Google Calendar can check room availability and prevent conflicting bookings.
Where Google Meet hardware is installed, each room can be associated with its own calendar resource. Scheduled meetings then appear automatically on the room system, giving users a simple experience when they enter the space.
A typical workflow could be:
Google Calendar → Select Meeting Room → Google Meet → Room Calendar / Scheduling Display → Meeting Room
Google Meet can also support more flexible room use. Google's Connect room functionality can allow a user to take over an available room or connect a meeting from their laptop to compatible Google Meet hardware, helping make under-used rooms easier to access at short notice.
GT can integrate Google Workspace room booking, Google Meet hardware, scheduling displays and meeting room AV so employees can continue booking rooms through the Google Calendar environment they already use.
From Room Booking to Workplace Management
Room scheduling panels can also become part of a wider workplace management system.
When combined with occupancy sensors and workplace platforms, organisations can begin to understand:
Which rooms are used most frequently
Which rooms are regularly booked but unused
Where additional meeting spaces may be needed.
Whether parts of the workplace are under-utilised
Whether large rooms are being occupied by very small groups
GT can integrate meeting room booking, desk booking, occupancy analytics, workplace management and AV technology to provide a clearer picture of how office space is actually being used.
Crestron Room Scheduling
Crestron scheduling panels can form part of a wider Crestron workplace environment combining room booking, AV control, conferencing and workplace technology.
Crestron supports a native Microsoft Teams Panel experience, allowing users to see availability, find a room and make reservations directly outside the space.
Crestron is particularly relevant where GT is designing a larger integrated environment involving Crestron Flex, room control, sensors or AV distribution rather than a standalone booking panel.
Logitech Tap Scheduler is a purpose-built 10-inch meeting room scheduling panel that can operate with Microsoft Teams, Zoom Rooms and other workplace scheduling platforms.
Status lighting makes it possible to see room availability from further down a corridor, while the touchscreen provides meeting details and allows users to reserve an available space.
For organisations already standardising meeting rooms around Logitech Rally Bar or Microsoft Teams Rooms, Tap Scheduler can provide a consistent experience outside the room as well as inside it.