Kiosk Mode for Meeting Rooms – deskbird Help Center

Rooms

deskbird's Kiosk Mode provides an intuitive, tablet-based solution to streamline on-site experiences for both employees and visitors. It includes two dedicated modes — one for Meeting Rooms and another for Visitor Management — helping companies simplify bookings, check-ins, and guest arrivals, even without a fully staffed reception.

In Meeting Room Kiosk Mode, a tablet placed outside each room displays real-time availability, enables instant bookings, and allows check-ins for scheduled meetings. This helps prevent unattended bookings, reduce conflicts, and optimize room usage — supported by optional LED indicators that visually signal room status.

In Visitor Management Kiosk Mode, companies can now let pre-registered guests self check-in and allow walk-in visitors to register their visit directly on-site. Hosts are automatically notified via Microsoft Teams or email, and a default host can be assigned per office for seamless communication. All visitor activities sync in real time with the deskbird Visitor Dashboard, providing a unified view of all check-ins and ongoing visits.

How to Set Up Kiosk Mode for Meeting Rooms
Using Kiosk Mode
Privacy Considerations
Supported Devices and System Requirements
FAQs

1. How to Set Up Kiosk Mode for Meeting Rooms

All kiosks and displays are now managed from one central place in the web app: Admin > Kiosk & displays > Devices. From here you pair, configure, and manage every device in your company. You can pair a Room kiosk by entering the setup code in the Admin panel or by scanning the QR code with the deskbird mobile app.

💡 Tip: A step-by-step guide is also available directly on the Devices page — click How to connect kiosk in the top-right corner.

Step 1: Run the Rooms kiosk app on the device

There are three ways to run the Rooms kiosk mode:

Install the deskbird Kiosk App from Google Play Store

Once the kiosk is running (app or browser), you'll see a setup code and a QR code on the screen.

Step 2: Pair the device

Option A: Enter the setup code (Admin panel)

In the web app, go to Admin > Kiosk & displays > Devices.
Click + Pair device.
On Input code, enter the code shown on the device, then click Next.
On Choose display type, select Room kiosk (Show room availability, book rooms on the spot, and check in to meetings), then click Next.
On Configure display, give the device a recognizable name, then select the Office, Floor, and Room the device should display. Click Pair.

Option B: Scan the QR code (mobile app)

Ensure the deskbird app is installed on your phone and that you are logged in with an Administrator account.
Scan the QR code on the device using the native phone camera app, a QR reader app, or the QR reader function within the deskbird app.
Select Room in the Pair your kiosk screen, then choose the office, floor, and meeting room to display.

Step 3: Kiosk is ready to use

The kiosk goes live immediately after pairing and appears in the Paired devices list on the Devices page.
The screen automatically displays real-time meeting schedules for the assigned room.
A secure access token is used to remember the settings, preventing the need to log in again after restarts or updates.

💡 Tip: Admins can remotely disable a Kiosk from the mobile app if needed, or unpair it from Admin > Kiosk & displays > Devices.

💡 Note: For the Android Kiosk App to install updates automatically, the app must be running in locked full-screen mode. In this mode, the app has device owner rights and can apply updates without manual intervention. If the app is not locked in full-screen mode, updates will not be installed automatically.

General settings

In Admin > Kiosk & displays > General settings, you can configure office-specific settings for each device type, including:

12-hour or 24-hour time format
Whether users can interact with room kiosks
Whether users can end meetings early

Managing your devices

From Admin > Kiosk & displays > Devices, you can view an overview of all connected devices. The Overview shows the total number of devices and a breakdown by type (Room kiosks, Visitors kiosks, Signage - Floor plan, Signage - Rooms overview). The Paired devices table lists each device with its Device name, Type, Display content, and Last seen. You can search by device name, filter, and sort the list, edit a device's configuration, or unpair devices you no longer need.

2. Using Kiosk Mode for Meeting Rooms

When the Android application is installed, additional settings are available:

Entering the hidden settings menu

Tap the touchscreen corner at the bottom left five times to launch the app settings.

Auto-start: Setting the kiosk app as home app

Setting the app as home app ensures the kiosk app starts right after every reboot of the device.

Locked full-screen mode

The locked full-screen mode prevents users from exiting the kiosk app. There are two variants, depending on the device:

If the device is rooted: A true full-screen lock is applied. When locked full-screen is turned on, the full-screen can only be exited by entering the hidden settings menu again.
If the device is not rooted: Instead of a full-screen lock, the native app pinning functionality is applied. This keeps the app in view until unpinned, which can be done by holding the "Back" and "Overview" buttons of the Android navigation.

Room status and instant booking

The Kiosk screen provides real-time information on room availability:

Green 🟢 → The room is available and can be booked.
Orange 🟠 → The room is awaiting check-in. If no one checks in, the room will be released.
Red 🔴 → The room is booked, and a meeting is in progress.

When a room is available, users can book it instantly from the kiosk: they select an available time slot, enter or select a meeting title, choose the duration, and confirm — the schedule updates immediately.

💡 Tip: Users can also check in to a scheduled meeting directly from the Kiosk display, or end a meeting early. Whether users can interact with room kiosks and end meetings early is controlled per office by your admin in Admin > Kiosk & displays > General settings.

⚠️ Note: It is not possible to cancel or edit an existing booking directly from the Kiosk. This includes changing the meeting title, time, or participants. To cancel or modify a booking, users should use the deskbird app or web platform instead.

3. Privacy Considerations

Kiosk Mode follows the company's privacy settings to ensure the protection of meeting details:

If data protection is enabled, only the organizer's name is displayed, and meeting details remain hidden.
If data protection is disabled, the Kiosk follows individual event privacy settings. Private meetings will only show the organizer's name.

4. Supported Devices and System Requirements

The Rooms kiosk application is designed to be independent from the choice of hardware provider. However, we do have particular support for the following providers:

Provider	Tested models	Rooted by default	Browser compatibility	App compatibility	Locked full-screen	Auto- start	LED support
Iiyama	Prolite- tw1025	✅	✅	✅	✅ *	✅	✅
ProDVX	9S, 10S- Series	❌	✅	✅	✅ **	✅ *******	✅
Allnet	RK3568	✅	✅	✅	✅ *	✅	✅
QBIC	TD-1070	❌	✅	✅	✅	✅ ********	✅
Samsung	Galaxy Tab 9S	❌	✅	✅	✅ **	✅	n/a

* Deep full-screen lock if no Google Account has been configured. Otherwise app pinning.

** App pinning

*** Depending on the model, there is a dedicated auto-start app that needs to be configured

**** Built-in capability to auto-launch app

If your kiosk hardware is not listed here, please contact us. There is a high likelihood that the kiosk app will run smoothly on your model without issues.

General requirements for compatibility

Android tablets running Android 12L (API level 32, released March 2022) or later are supported through the deskbird Kiosk App, available on the Google Play Store
Chrome 80 or later is required, but Chrome 85 (released August 2020) or later is recommended for Wake Lock support to prevent the device from sleeping

Other recommendations

Choose devices with a screen size of at least 10 inches for optimal user experience.
Displays with LCD technology are most suited for continuous operation. Displays with OLED technology are at risk as they are prone to image retention and burn-in from static content.

5. FAQs

Yes. You can access the Kiosk Mode via web browser or the dedicated iOS app on your iPad.

Yes, LED support is available for a variety of hardware vendors, allowing rooms to display real-time availability through color-coded lighting. Please refer to the table above for a list of supported devices.

A secure access token prevents session logouts, so the Kiosk remains connected and operational even after restarts or updates.

Kiosk Mode is designed for tablets outside meeting rooms, providing a touch-friendly interface for room check-in, instant bookings, and LED synchronization. It is always active and does not require logging in for every use.

No. The Kiosk currently supports creating new bookings, checking in to existing bookings, and ending a meeting early. It is not possible to cancel or delete a booking, or to edit details such as the meeting title, time, or participants directly from the Kiosk. To make those changes, use the deskbird app or web platform instead.

In Kiosk mode, privacy settings determine what information is visible on the display. When a meeting is set to private, the screen only shows that the room is occupied and displays the organizer's name, but it hides the meeting title, attendees, and description. This ensures privacy while still letting others know the room is in use. When a meeting is set to public, the kiosk shows the meeting title, and by selecting the booking, users can view additional details such as the description and the number of participants, providing greater transparency for shared or open sessions.

Bookings made directly from the Kiosk are displayed as "Unknown user" in deskbird. Since the Kiosk tablet is a shared device accessible by anyone on-site, the system cannot link the booking to a specific user account. The booking will still appear in the room's schedule with the correct time and duration, but without an identified organizer.

All devices are managed from Admin > Kiosk & displays > Devices. The page shows the total number of connected devices and a breakdown by type, and lists every device with its Device name, Type, Display content, and Last seen. From there you can search, filter, and sort devices, edit a device's configuration, or unpair devices you no longer need.

Yes. In Admin > Kiosk & displays > General settings, you can configure office-specific settings for each device type, including a 12-hour or 24-hour time format, whether users can interact with room kiosks, and whether users can end meetings early.

👀 Looking for the deskbird Kiosk App for Visitor Management? - Check this out: Kiosk Mode for Visitor Management

Download the current .apk-file for Android:

kiosk_1.8.0.apk
4 MB Download