Kadence Room Displays bring your meeting rooms to life—right outside the door. With real-time availability, quick booking, and seamless check-ins, your team can find and use space effortlessly.

As a Global Admin or Building Admin, you can set up and manage Room Displays for your building(s) in just a few steps.

Before you begin

To ensure a smooth setup, make sure:

Room Displays is enabled for your organization (paid add-on)
Your building, floors, and rooms are already configured
Rooms are marked as bookable
You have access to the tablet device you want to pair
If using a Neat device, you have access to your organization's Neat Pulse account (needed to install the Room Display app)
A dark-mode version of your company logo is uploaded in company settings. Room displays use a dark theme, and Kadence will warn you when setting up a tablet if one is missing.

Room Display Permissions

	Global Admin	Building Admin	All employees
Enable Room Displays for the organization	Yes	No	No
Add, edit & remove room displays	Yes	Yes (their building only)	No
Configure display settings (e.g. allow bookings, check-ins, ticketing)	Yes	Yes (their building only)	No
View room status on display	Yes	Yes	Yes
Book a room from the display	Yes	Yes	Yes (if setting enabled)
Check in / check out	Yes	Yes	Yes (if setting enabled)
Raise a ticket from the display	Yes	Yes	Yes (if setting enabled)

The table above shows the defaults. If your organization uses Custom Role Permissions, the Manage devices & kiosks permission can also be granted to other roles, such as Employee or Booking Scheduler.

Note that this permission covers room displays and VMS kiosks together—it can't be granted for one without the other.

Set up a Room Display

Setting up a Room Display includes pairing the device, linking it to a room, and configuring its settings.

Step 1: Pair the tablet with Kadence

Start by connecting your physical tablet to your Kadence environment.

Download the Kadence Room Display app:
- Google Play Store (Android)
- Apple App Store (iPad)
- Neat devices—install via your Neat Pulse account. If you don't already have a Pulse account, that guide also covers creating one.
Open the app. If the tablet isn't already paired, it displays a registration code.
In Kadence, go to Buildings, click the three dots next to the building the tablet belongs to, and select Edit building.
Open the Room tablets tab.
Click Create room tablet. The Pair device screen opens.
Enter the registration code from the tablet and click Validate code.

Once the code is accepted, Kadence takes you straight to the tablet's settings, already linked to the building you started from.

The tablet also displays the address devices.onkadence.co. You can open that in any browser and enter the same registration code instead—useful when the person holding the tablet isn't the person with admin access. You'll land on the same settings screen either way.

Step 2: Link the tablet to a room

Next, assign the tablet to a specific meeting room within a building.

You arrive here straight from pairing, with Building already filled in. Three things left:

Floor—choose the floor the tablet is on.
Meeting room—choose the room the tablet is mounted outside. Only rooms configured as bookable in Kadence appear here, so if a room is missing, check that first.
Room tablet name—Kadence gives every newly paired device a random name, along the lines of Brave Otter 472. Change it to something you'll recognize in the Room tablets list, for example L2—Ada Lovelace.

Then click Save. Each field unlocks the next, so you can't choose a floor until a building is set, or a room until a floor is set. If you change the Building here, the floor and room are cleared and you'll need to pick them again.

Step 3: Customize the display experience

Tailor how the Room Display looks and behaves for your workplace.

Smart Setup—sits above Display customization, and only appears once the building already has another room tablet to copy from. Choose an existing tablet and Kadence copies its settings across.
Device language (required)—the language the tablet uses. The configured language is always used; people at the tablet cannot change it themselves.

Smart Setup is ideal when deploying multiple tablets across a building or multiple buildings—ensuring consistency at scale.

Room displays use a dark theme, so upload a dark-mode version of your company logo in company settings. If one is missing, Kadence shows a warning on this screen.

Step 4: Configure device behavior

Control how users can interact with the display directly from the tablet.

Allow bookings from the display: Let users instantly book available rooms (Default: on)
- Require an organizer to secure booking: Nested under the setting above, and only visible while it is on. People must identify who the booking is for before they can book. Turn it off to allow anonymous walk-up bookings. (Default: on)
Enable check-ins: Require users to confirm their meeting to retain the room. People are prompted from 5 minutes before the meeting starts. (Default: on)
Allow ticket creation: Allow users to create internal tickets for issues relating to the room or tablet (Default: off). Switching this on reveals a required Ticketing Email Address field—every ticket raised on this display is sent there, so each tablet can report to whoever looks after that space. The ticketing section only appears at all if ticketing is enabled for your organization.

Booking privacy for rooms is set once for the whole organization under Settings → Resources → Rooms, using Hide personally identifiable information.

This setting applies wherever room bookings appear—including floor plans and the web app—not just on displays. See our Global Resource Settings guide for more. A single building can depart from it under Buildings → Edit building → Resources, by choosing Override global settings instead of Inherit global settings.

Anonymous walk-up bookings

With Require an organizer to secure booking on, anyone booking from the display must pick a colleague as the organizer before the Book button becomes available.

With it off, they can book without naming anyone. The booking still appears on the display and syncs to the room's calendar, but it has no organizer—so nobody receives a booking notification, and the booking isn't attributed to a person in reporting.

For rooms connected to Google or Microsoft, the event is created on the room's own calendar. Leave the setting on where you need accountability for room usage; turn it off in high-traffic spaces where speed matters more.

Manage Room Displays

You can manage all Room Displays for a building in one place.

Go to Buildings → Edit Building
Navigate to Room Tablets

From here, you can:

Edit a display
- Update room assignment
- Rename the device
- Adjust settings
Delete a display
- Use the kebab menu
- This will unpair the tablet
- The device will show a disconnected state until re-paired
See which displays are offline—a display is flagged as offline when its tablet stops checking in, so you can spot a device that has lost power or network before anyone reports it
Monitor syncing status—calendar updates sync automatically to the device, and any bookings made on the tablet also sync back to the room's calendar

Outcome

Once set up, your Room Displays will:

Show real-time availability outside each room
Enable instant bookings and check-ins
Improve visibility and utilization of meeting spaces
Provide better workplace insights through usage data

Frequently Asked Questions

Which devices are supported?

Kadence Room Displays run on Android tablets on Android 10 or later, and on iPads running iPadOS 26.2 or later. They also run on purpose-built room devices such as the Neat Pad, installed through Neat Pulse, so you can avoid specialized proprietary hardware. Recommended minimum screen size: 7" at 1024×600.

How do I install the Room Display app on a Neat device?

Neat devices install apps through your organization's Neat Pulse account rather than an app store. See Get started with the Neat Pulse App Hub for how to sign in (or create a Pulse account) and install the Kadence Room Display app. Once installed, pairing follows the same steps as any other tablet.

Does the display work if the tablet loses internet connection?

No—the display needs an active internet connection. If it drops, the tablet replaces the schedule with a full-screen No internet connection message and a Refresh button. It does not keep showing the last-synced schedule, so nobody can read the room's availability or make a booking until the connection is back. The display recovers on its own once connectivity returns, and the Refresh button forces a retry.

Can employees book rooms in advance from the display?

Bookings made directly from the display are for the current day only.

What happens if no one checks in to a booked room?

If the room's booking policy has auto-release turned on and nobody checks in within the allowed window, the booking is released and the room becomes available again. Auto-release is configured per building and per resource type under that building's Resources settings, and your admin controls the timing.

This is separate from the Enable check-ins toggle above. Turning check-ins off on a display stops people checking in at the tablet, but it does not turn auto-release off. If the room's policy still expects a check-in, bookings can still be released as no-shows even though the display offers no way to check in—people would have to check in from the Kadence web or mobile app instead. If you turn check-ins off on a display, review the auto-release policy for those rooms.

Can meeting details be kept private on the display?

Yes. Your admin sets this for the whole organization under Settings → Resources → Rooms, in the Privacy section—Hide personally identifiable information. The options are Do not hide, Hide for employees only (visible to administrators), Hide for everyone, and Show booking creator. It applies wherever room bookings appear—including floor plans and the web app—not just on displays. See our Global Resource Settings guide for more. A single building can override the global choice under Buildings → Edit building → Resources.

Do I need a Kadence account to book from a display?

You don't need a full Kadence account, but if your admin has enabled "Require email to book," you'll be prompted to enter a valid employee email address when making a booking.

What does "Find a nearby room" show?

It surfaces rooms near the current display that are free for at least 20 minutes, showing available duration, capacity, and amenities. You can book directly from that screen.

The "Book" button isn't showing—why?

Your admin may have disabled bookings from the display. Contact your Global or Building Admin to have this re-enabled.

The display is showing as disconnected—what should I do?

First check that the tablet has internet access.

If the problem continues, ask your admin to find the display under Buildings → Edit building → Room tablets and re-pair the device if needed.

Who can set up and manage Room Displays?

Global Admins can enable Room Displays for the whole organization. Building Admins can add and manage displays for their own building.

All employees can view room status, book rooms, check in/out, and raise tickets from the display depending on configuration.

Need Help?

For support, reach out to:
📩 [email protected]

For floorplan requests or questions, contact:
📩 [email protected]

For more helpful articles see:
📚 Kadence Help Center

Set up Room Displays for a Building