Meeting room booking is one of the most common sources of friction in the workplace. In offices without a clear system, employees often end up chasing receptionists, relying on word-of-mouth, or physically checking rooms just to find a space that might be free.
This leads to awkward interruptions, people walking in on meetings that were already underway, or others sitting outside rooms, unsure whether their team secured the space. When the only booking method is an unreliable shared calendar or a manual process, the entire experience becomes frustrating, inefficient, and prone to errors.
This article breaks down the ideal workflow for booking a meeting room, one that works, without the awkwardness. From finding a free conference room to checking in and wrapping up, it shows how Door Tablet makes every step clearer and faster.
Step 1: Spot What’s Free (Without Playing Detective)
In a cluttered office or unfamiliar floor, knowing what rooms are free shouldn't be a guessing game. Door Tablet makes it obvious. With colour-coded displays (green for free, red for booked), you don’t have to interrupt meetings or ping a Slack channel to ask. You just look and know.
And if you’re at your desk? Door Tablet still makes it easy. The platform integrates with your calendar tools like Microsoft 365, Google Workspace, Exchange, IBM Domino, and Zoom, so you can filter for availability without toggling tabs or guessing who's where.
Step 2: Lock It In
Once you've found your room, you want to act quickly. Door Tablet simplifies booking, so you’re not emailing office managers or waiting for confirmation. Tap the screen, pick a time, and it’s booked.
From your laptop? No extra steps. Just add the room to your meeting invite, Door Tablet’s deep integration ensures your booking shows up on the tablet immediately. The tech stays out of the way, and your meeting stays on track.
Step 3: Get Confirmation and Meeting Details
After you book, the Door Tablet display updates instantly. It shows your meeting title, organiser, duration, and even the room amenities.
Need a space with video conferencing or a whiteboard? The display can list those, too. It's clarity in action: the right info, at the right time, in the right place.
Step 4: Check In and Avoid No-Shows
You have the option to enable check-ins using a quick tap or RFID badge, something we recommend to prevent ghost meetings. If it's turned on and no one checks in, the room is automatically released. This ensures booked spaces are being used and not just taking up space on the calendar.
“When Our employees are happier knowing they don't have to waste valuable time looking for a space, because with Door Tablet, we always know which rooms are available for use." - Rob Bebout - STI-Tec
Step 5: Extend or End the Meeting as Needed
Need more time? Tap the screen to extend. If no one else has booked the next slot, it’s yours. Wrapping up early? End the meeting, and the room goes back into circulation.
Real Benefits for IT and Workplace Experience Teams
Instead of relying on hallway gossip or complaint emails, they get data: which rooms are being used, when they’re busiest, which ones are always booked but rarely checked into. Patterns start to emerge. You see where space is being wasted, where policies aren’t being followed, and where small tweaks could have a big impact. And because everything updates in real time, there’s no lag between what’s happening in the office and what the system shows.
It helps IT and facility teams:
- Reduce help desk tickets related to room bookings
- Track room usage with built-in analytics
- Configure alerts, themes, and booking rules remotely
It also gives workplace experience teams the insights they need to optimise space, reduce friction, and prove ROI on real estate.
Learn the System, Fast: Door Tablet School
Implementing Door Tablet is surprisingly easy, especially with
Door Tablet School. It’s our free online training space packed with how-to videos, setup guides, and troubleshooting tips. Create an account, and you will be able to access all the videos.
Whether you're setting it up on-prem or in the cloud, the School walks you through every step. Your IT team gets up to speed fast.
A System People Use
If your meeting room booking system causes more stress than support, it’s time to upgrade.
Door Tablet turns clunky processes into straightforward workflows. It helps people find and use conference rooms without friction. And it gives IT and workplace experience teams the tools they need to manage space like pros.
Want to chat about your office and meeting rooms? We are
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