On a recent walk through at Texas Reliability we ended up in a conversation about the difficulties they were experiencing managing their conference rooms. Never one to back down from a challenge, we decided to find a suitable solution for them. These days, a lot of work is performed by teams. who by necessity, must meet in a group setting. This creates the need for more conference rooms and a method for managing room bookings.
We installed a web based management system that allows users to step up to a wall mounted, touch screen kiosk outside the conference room. From there, they can view the availability of the room and even book a time slot for their meeting. In the photo to the left, you will see that the Alamo Room is currently occupied from 9:30 until noon. There is 38 minutes left in the session and the person hosting the meeting is listed.
You will notice that the Bluebonnet Room is currently available. From the home screen, you can tap the touchscreen to open the calendar or quickly book the room. You can also bring up the main menu to customize the background or manage the device. When you arrive at your scheduled time, you check into the room to start your session. If the person who reserved the room does not show up, the device will show that the room is once again available.
The system runs on the Android open OS platform so the system is highly stable and reliable. Further, it utilizes Andriod’s built-in support for most calendar systems, including Microsoft Exchange and Google Calendar, to sync room reservations with your calendars. The devices can be managed centrally through a web based administration console, which makes managing multiple devices easier. The software includes a “Full Kiosk” mode which completely locks down the device so it only functions as a scheduler.
This system would work perfectly for building conference rooms as well. Often, multiple tenants need access to the building’s conference rooms. It can be customized to only allow viewing of availability and be managed by the building management team. This provides a higher level of control over the booking system.