DocsScreens and displays
Room signs
Put a live room sign by each meeting-room door, connected to your Microsoft 365 room calendars.
A room sign is a tablet by a meeting-room door. It shows whether the room is free or booked, today's schedule, and buttons to book, check in, extend or end a meeting. Room signs are managed under Room signs in the admin.
Connect the room calendars
Room signs read the rooms' calendars from Microsoft 365, the same calendars Outlook and Teams use. Go to Room signs → Calendar connection and choose where the rooms come from:
- Microsoft 365 (Teams and Outlook room calendars) for real rooms.
- Demo rooms, to try room signs without Microsoft 365.
Register an app in Microsoft Entra
You, or your Microsoft 365 administrator, need to register an app once so Vistapane can read and update room calendars.
- In the Microsoft Entra admin center, go to App registrations → New registration. Any name works, for example Vistapane room signs.
- Go to API permissions → Add a permission → Microsoft Graph → Application permissions, and add Calendars.ReadWrite and Place.Read.All. Then click Grant admin consent.
- Go to Certificates & secrets → New client secret. Copy its Value straight away; Entra only shows it once.
- From the app's Overview, copy the Directory (tenant) ID and the Application (client) ID.
- Back in Vistapane, paste the three values into Calendar connection and click Save and test. It says Calendar connected when it works.
Release rooms nobody uses
Turn on Release rooms nobody checks in to to free up rooms that were booked but nobody turned up. It applies to signs with check-in turned on. The organizer gets a decline saying the room was released.
Add a room sign
- On the tablet by the door, open the display player address, for example
http://vistapane-server:8080/player/. On Android, use Vistapane Panel instead. On a Windows tablet, install Vistapane Player. - The tablet shows a 6-character pairing code.
- In the admin, go to Room signs → Add room sign, enter the code and choose the room.
Each sign has its own options:
| Option | What it does |
|---|---|
| At the door, people can | Book the room on the spot (15–60 minutes), extend a meeting by 15 minutes, end a meeting early, or start the Teams meeting on the room's meeting screen |
| Require check-in | Releases the room if nobody taps Check in in time; set Release after |
| Show meeting titles and organizers | Off shows just "Booked", for private meetings |
| Show today's schedule | Adds the day's meetings next to the status |
| Look (branding) | Which branding look the sign uses |
| Dim at night | Dims the sign when the room is free at night; a tap wakes it |
| Orientation | Landscape, or portrait rotated left or right |
Set up a tablet
| Tablet | How |
|---|---|
| Android | Install Vistapane Panel. It locks the tablet to the sign and starts after reboots. |
| iPad | Open the player address in Safari, then Add to Home Screen so it runs full-screen. Lock it to the app with Guided Access. |
| Windows tablet or small PC | Install Vistapane Player. It runs full-screen at startup and keeps the screen awake. |
Keep every tablet plugged in, with auto-lock turned off.
Branding
Room signs → Branding and appearance controls how the signs look. A look is a complete set of branding: logo, status colors, fonts, a background picture and the wording on the sign. The Default look is used by every sign unless you give a sign its own look.
- Start from a style, then adjust anything. The preview uses made-up rooms and shows your changes before you save.
- Status colors sit behind white text, so the editor warns you if a color is too light to read from across the room.
- Upload fonts as WOFF2, WOFF, TTF or OTF, up to 4 MB.
- Backups and sharing exports a look as a branding pack, imports one, and keeps a version history of the last 20 saves.
Room usage
Room usage, last 30 days shows each room's check-ins, no-shows released, walk-up bookings, meetings ended early and meetings extended. Use it to find rooms that are booked but rarely used.