Room Displays sit right outside your meeting rooms, showing real-time availability at a glance. You can also book a room on the spot, check in and out, and report an issue — all from the tablet, no app needed.

What you'll see on the display

Each Room Display shows you everything you need at a glance:

The room's name and its schedule for the day, so you can see exactly when it's free and for how long.
The current status — the whole background of the display changes color, so you can tell whether a room is free from down the corridor without reading anything:
- Green background – the room is free right now.
- Amber background – a meeting is starting soon, or has started and is awaiting check-in. Your organization's auto-release settings control how long the check-in window stays open. This state only appears on displays where check-ins are turned on — where they're off, a booked room shows the dark gray in-use background for the whole booking.
- Dark gray background – the room is currently in use.
Meeting details — each booking on the schedule shows its meeting title. If a booking has no title, it shows the organizer's name instead, and if your organization hides booking details, it simply reads Reserved.
Room info — tap the info button to view room amenities such as capacity, AV equipment, and more.

Book a room from the display

If a room is free and bookings from the display are enabled, you can book it on the spot — no app needed.

Tap Book on the display.
Select the duration for your meeting.
Choose the organizer, if your organization requires one — search for a colleague by name or email and pick them from the list. If your admin has turned that requirement off, you can skip this and book without naming anyone.
Confirm the booking.

The booking appears immediately on the display and syncs to the room's calendar.

You can also start a booking by tapping the schedule roughly where you want the meeting to sit — the Book dialog opens with the time already set to your selection.

A booking made without an organizer isn't linked to anyone, so you won't get a confirmation and you won't be able to change or cancel it from the Kadence app afterward.

Find a nearby room

If the room you're standing at is occupied, you don't have to wander the building — tap Find a nearby room to see what's free close by.

Up to five bookable rooms in the building are shown, ordered by how close they are to the display you're standing at — same neighborhood first, then the same floor, then elsewhere in the building.
Only rooms free right now for at least the next 15 minutes are listed.
Each room shows its availability window (for example, "Available for 45 mins"), plus its capacity and amenities, so you can check it fits.
Tap Book next to any room to reserve it instantly. The booking syncs to that room's calendar.

Check in and check out

Checking in

If your organization uses check-in to confirm room usage:

Tap Check in on the display when you arrive for your meeting.
This confirms the room is in use and stops it from being automatically released as a no-show.
You can also just tap your booking on the schedule to check in, which is often quicker if the meeting has already started.

Checking out

Finished early? Let the display know you've left:

Tap Check out on the display when your meeting ends.
The display updates immediately to show you've checked out.

Checking out records that your meeting has ended.

Raise a ticket

If something isn't right in the room — a broken projector, missing equipment, a maintenance issue — you can raise a support ticket from the display.

Tap the info / settings icon on the display.
Select Raise a ticket.
Choose who's reporting it — search for yourself or a colleague by name or email.
Pick a Category, then a Sub-Category.
Add a short note under Describe the issue and tap Submit.

The ticket goes to the email address your admin set for that display, so it reaches whoever looks after that space. They'll usually come back to you for more detail.

Frequently Asked Questions

Can I book a room in advance from the display?

Bookings made at the display are always for the current day — the end time can't run past midnight. There's no setting to allow booking further ahead from the tablet; use the Kadence web or mobile app for future bookings.

Can I book a room if I don't have a Kadence account?

You don't need to be signed in to book from a display. If your admin requires an organizer, you'll be asked to search for a colleague by name or email and choose them from the list — so the person you pick does need a Kadence account. If your admin has turned that requirement off, you can book without naming anyone at all.

What does "Find a nearby room" show?

It shows up to five bookable rooms in the building that are free right now for at least the next 15 minutes, ordered by how close they are to the display. You'll see how long each room is free for, its capacity, and its amenities, and you can book one directly.

Why can't I see the Book button on the display?

If there's no Book button at all, your admin has most likely turned off bookings from that display — speak to your Global Admin or Building Admin. If the button is there but grayed out, your organization requires an organizer and one hasn't been chosen yet: search for a colleague in the Organizer field and the button becomes available.

Why does the display say "In use" when no one has checked in?

If your admin has turned check-ins off for that display, there's nothing for anyone to confirm, so a booked room shows as In use for the whole booking. The amber awaiting-check-in state only appears on displays where check-ins are switched on.

Does checking out early free the room for someone else?

It depends on your organization's settings. If your admin has turned on Release on check out (Settings → Resources → Release on check out, off by default), checking out early automatically frees the remaining time for colleagues to book. If that setting is off, checking out only records that your meeting ended — the booking keeps the room for its full slot, and you'd need to cancel or shorten it in Kadence to free the time. That's only possible if the booking has an organizer; a booking made without one can't be changed afterward.

The display says "No internet connection" — what does that mean?

The display needs an active connection to show the room's schedule and take bookings. When it drops, the tablet replaces the schedule with a full-screen No internet connection message and a Refresh button, so you can't see availability or book until it's back. It recovers on its own once the connection returns, and you can tap Refresh to retry. If it stays that way, let your admin know.

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

Using Room Displays