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 organisation (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

Room Display Permissions

	Global Admin	Building Admin
Add, edit & remove room displays	Yes	Yes
Configure display settings	Yes	Yes
Manage displays per building	Yes	Yes

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
- iOS (Coming soon)
Open the app — it will automatically enter pairing mode
Note the setup code displayed on screen
Go to devices.onkadence.co
Enter the setup code

Once complete, your tablet will be successfully paired to your organisation.

Step 2: Link the tablet to a room

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

Navigate to Buildings from the left-hand menu
Click the three vertical dots (⋮) next to a building
Select Edit building
Click Room Tablets from the top menu
Click Create room tablet
Enter the pairing code if requested
Fill in the tablet details:
- Select a building/floor
- Choose a meeting room

Only rooms that are configured as bookable in Kadence will appear in the list.

Step 3: Customise the display experience

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

Choose your light/dark mode
Set the default language
Use Smart Setup to copy settings from an existing tablet

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

Step 4: Configure device behaviour

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)
Enable check-ins: Require users to confirm their meeting to retain the room (Default: on)
Allow ticket creation: Allow users to create internal tickets for issues relating to the room or tablet (Default: off)

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
Monitor syncing status

Outcome

Once set up, your Room Displays will:

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

Frequently Asked Questions

Which devices are supported?

Kadence Room Displays work on any Android or iOS tablet. We recommend a minimum screen size of 7" at 1024×600 resolution.

Does the display need an internet connection?

Yes. An active connection is required for live calendar syncing and bookings. If connectivity drops, previously synced data may still show, but new bookings and updates won't come through until it's restored.

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 check-in is enabled and nobody checks in within the allowed window, the room is automatically released and made available for others. Your admin controls the auto-release timing.

Can meeting details be kept private on the display?

Yes. Admins can enable the "Anonymize meeting details" setting via your company global settings, which hides meeting titles and organiser names — only the time slot is shown.

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 review the display in Building Settings → Room Displays and re-pair the device if needed.

Who can set up and manage Room Displays?

Global Admins can enable Room Displays for the whole organisation. 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.