How to choose the best conference room scheduling display?
In 2025, nearly 60% of companies are expected to use conference room scheduling displays to manage their meeting spaces more efficiently. As hybrid work keeps changing the way we use office space, these digital displays, usually tablets mounted outside meeting rooms are becoming essential. They show real-time availability, upcoming meetings, and let people book rooms right on the spot.
But if you’re new to these tools, you might be wondering: how do these displays actually work? Can they connect with the calendars we already use? And how do you pick the right one from so many conference room display solutions and booking apps out there?
We’ll break down everything you need to know, from what these displays are, to why companies love them and tips for choosing the perfect one for your office.
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Top 4 conference room scheduling displays to consider
When it comes to picking a conference room scheduling display, Joan offers some of the most popular and reliable options on the market. Here are four great choices, depending on your office’s needs:
Joan 6 RE
Our most compact and efficient 6-inch e-paper display, the Joan 6 RE is ideal for individual room scheduling and basic booking. It offers up to 6 months of battery life, making it a highly sustainable and easy-to-install digital meeting room sign.
Joan 6 Pro
As our premium, enhanced 6-inch e-paper display, the Joan 6 Pro is a robust conference room scheduling display solution that is perfectly suited for demanding enterprise environments, offering superior performance and a smart magnet for effortless, secure mounting.
Joan on any infrastructure
Joan offers unparalleled flexibility in deploying your conference room scheduling displays. While our signature e-paper devices provide unique advantages, our powerful software platform is designed to adapt to your existing infrastructure, making Joan the most versatile digital conference room signage solution available. Learn more about Joan on any display here.
Joan 13 Pro
For larger spaces or central overview needs, the Joan 13 Pro is a powerful 13-inch e-paper display. It’s designed to provide a centralized overview of schedules for up to 9 meeting rooms simultaneously, in addition to single-room scheduling. Boasting up to 12 months of battery life, the Joan 13 Pro is an expansive digital signage for meeting rooms solution, perfect for lobbies or high-traffic areas.
Why companies love conference room scheduling display solutions
Conference room scheduling displays have quickly become a must-have for modern offices… and for good reason.
They take the guesswork out of booking meeting rooms, helping teams save time and avoid frustrating double bookings. When a display shows real-time availability right outside each room, everyone knows exactly when a space is free or taken, so, no more walking into rooms only to find them occupied.
One big reason companies love these conference room display solutions is how smoothly they integrate with popular calendar systems like Google Calendar, Microsoft Outlook, and Office 365. This means your existing meeting invites and schedules automatically show up on the display without any extra work. Plus, you can book or extend meetings directly from the screen or your favorite conference room booking app, keeping everything synced and up to date.
Other benefits include better space utilization, knowing which rooms are really in use helps facilities teams optimize office layouts, and improved meeting efficiency, since employees spend less time hunting for available rooms. In short, these conference room display solutions make managing meetings easier for everyone, from employees to office managers.
Types of conference room scheduling displays
Not all conference room scheduling displays are the same. Choosing the right type depends on your office size, meeting habits, and how much info you want to show at a glance. Here are the main types you’ll find:
- ePaper displays. These use low-power e-ink screens, kind of like what you see on e-readers. They’re super clear in any lighting, use very little energy, and usually show just the basics, like whether the room is free or booked and who booked it. They’re great for small to medium rooms and hallways.
- Touchscreen displays. More interactive than e-ink, touchscreen displays let users book, extend, or cancel meetings right from the screen. These are perfect if you want a quick way to manage bookings on the spot without needing a separate app. They typically support calendar integrations and show more detailed info.
- Tablet-based displays. These are full-fledged tablets running scheduling apps. They offer a bigger screen and can often do more, like showing upcoming meetings, room features, or even occupancy sensors. They’re ideal for larger conference rooms or shared spaces where detailed info helps teams plan better.
- Software-only solutions for any display. Some conference room display solutions let you turn any compatible tablet or screen into a scheduling display by installing their app. This is great if you want flexibility or already have screens you’d like to repurpose.
Tips on choosing the right conference room scheduling display
Choosing the right conference room scheduling display can feel overwhelming, but it really comes down to a few key things:
- Calendar compatibility. Make sure it works smoothly with your calendars like Google Calendar or Outlook, so bookings stay in sync without hassle.
- Easy setup and flexibility. Look for displays that are easy to mount and move around, like ones with smart magnets or wireless options.
- Useful features. Think about what features your team will actually use—like booking right from the screen, occupancy sensors, or multi-language support.
- Reliable over cheap. It’s better to invest in a reliable conference room display solution that won’t cause headaches down the road.
The good news? Joan lineup checks all these boxes. From small e-ink displays to bigger tablets all with easy calendar integrations and smart features designed to fit any office. So if you want something that just works, Joan is definitely worth a look.
Frequently asked questions about conference room booking app and displays
What is a conference room scheduling display?
A conference room scheduling display is a digital screen usually mounted outside a meeting room that shows the room’s availability and upcoming bookings in real time. It helps teams see at a glance if the room is free or occupied, so there’s no confusion or double-booking.
These displays often connect directly to your calendar system, like Google Calendar or Microsoft Outlook, so the information is always up to date. Some come with a conference room booking app built in, letting you book or extend meetings right from the screen. They make managing meeting spaces simple and efficient for everyone.
What is the purpose of a scheduling display?
A conference room scheduling display helps keep your meetings organized by clearly showing when a room is available or booked. Instead of guessing or interrupting meetings, everyone can see at a glance where to go and when. This saves time, reduces double bookings, and makes your office run smoother.
Basically, it’s all about making meeting room management easy and efficient, so teams can focus on what really matters.
How can I determine how many scheduling displays I need for my office?
The number of conference room scheduling displays you need mostly depends on how many meeting rooms or shared spaces you have. Usually, you’ll want one display per room, mounted outside or near the entrance so everyone can easily check availability.
If you have open collaboration areas or hot desks that require booking, consider adding displays there too. Also, think about how many people use the space and how often rooms get booked. For instance, busy offices might need more displays to keep things running smoothly.
What are the conference room display solutions I need for my office?
The right conference room display solutions depend on your office size, meeting habits, and tech setup. For small rooms or huddle spaces, simple e-ink displays work great. Larger conference rooms often benefit from bigger touchscreen or tablet displays with more features.
If you want flexibility, consider solutions like Joan, which offers a full range of displays, from compact e-ink models to larger tablets, and easy integration with popular calendar apps. Joan solutions are designed to fit any office size and help teams book and manage rooms effortlessly.
Do the Joan conference room displays come with a booking app?
Yes! Joan conference room displays come with a built-in conference room booking app that lets you book, extend, or cancel meetings right from the screen. Plus, they sync smoothly with popular calendars like Google Calendar, Microsoft Outlook, and Office 365, so your bookings are always up to date, so, no extra apps needed.
Can the Joan conference room scheduling display be integrated with our current office calendar or other calendar?
Yes, Joan conference room scheduling displays integrate seamlessly with most major calendar systems, including Google Calendar, Microsoft Outlook, Office 365, and more. This means your existing meetings, bookings, and schedules automatically show up on the display, keeping everything synced without extra hassle.
Can I customize the Joan conference room scheduling display?
Yes! Joan’s conference room scheduling displays offer customization options to fit your office needs. You can adjust settings like room names, display layouts, languages, and even which calendars to sync. This helps make sure the display matches your company’s workflow and branding perfectly.
How does the Joan conference room scheduling display handle booking changes and cancellations?
Joan conference room scheduling displays sync in real time with your connected calendars, so any booking changes or cancellations made through your calendar app or booking system automatically update on the display. This keeps room availability accurate and prevents confusion or double bookings.
Can the Joan conference room scheduling display handle recurring meetings?
Yes! Joan conference room scheduling displays fully support recurring meetings. Once a recurring event is set up in your connected calendar (like Google Calendar or Outlook), the display will automatically show all instances of the meeting without extra setup.
How to schedule a conference room in Outlook with Joan booking app?
To schedule a conference room in Outlook, Just add the room to your Outlook meeting invite, and Joan conference room scheduling display updates automatically to show the booking.
Check out our full guide here: How to schedule a conference room in Outlook.
Can the Joan conference room scheduling display be integrated with other smart solutions?
Yes! Joan conference room display solutions go beyond just scheduling. The Joan all-in-one platform includes desk booking, parking and asset management, visitor management, and workplace digital signage. This means you get a complete workplace management system that keeps everything connected and easy to control from one place.