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Kiosk Mode for Meeting Rooms

  • Updated

Rooms Professional and above

Kiosk Mode is a display solution for meeting rooms that shows real-time room availability, allows users to book rooms instantly, and enables check-ins. A tablet placed outside each meeting room ensures that employees can quickly check the status of the room and manage their bookings without needing to use another device.

With deskbird Kiosk Mode, employees can:

  • See meeting schedules and room status at a glance
  • Book an available room instantly
  • Check in to a scheduled meeting
  • Prevent unattended bookings from blocking room availability
  • Use LED indicators (Iiyama displays) to check room availability

Kiosk Mode helps optimize room usage, avoid booking conflicts, and make meeting room management more efficient.

Key Benefits

  • Easily check if a meeting room is available, awaiting check-in, or occupied
  • Book a room directly from the Kiosk display without using a phone or laptop
  • Simple setup that requires no complex IT installation
  • LED integration provides instant visual feedback on room availability
  1. How to Set Up Kiosk Mode
  2. Using Kiosk Mode
  3. Privacy Considerations
  4. Supported Devices and System Requirements
  5. FAQs

How to Set Up Kiosk Mode

The setup process has been simplified and secured using QR code authentication via the deskbird mobile app.

Step 1: Enable Kiosk Mode for the meeting room in deskbird

Before connecting any device, you need to activate Kiosk Mode for the specific meeting room:

  • Go to the Admin Portal

  • Navigate to Floors & Spaces

  • Select the relevant office, floor, and meeting room

  • In the room settings, toggle on Kiosk Mode

💡 Once enabled, this room becomes available in the list of rooms you can connect to a tablet running Kiosk Mode.

Step 2: Install the Kiosk App

Step 3: Scan the QR Code

  • When using kiosk.deskbird.com, scan the QR code with the native phone camera app, or a QR reader app
  • When using the deskbird Kiosk App go to the Admin Page, select "Set up Kiosk" and scan the QR code displayed on the Kiosk screen

Step 4: Assign a Meeting Room

  • Choose the office, floor, and meeting room that should be displayed on the Kiosk screen
  • Confirm the selection

Step 5: Kiosk is Ready to Use

  • 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.

Using Kiosk Mode

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.

If a room is available, employees can:

  • Tap "Book Now" to reserve the room immediately
  • Choose an available time slot based on availability
  • Enter a meeting title or select from preset options
  • Select the meeting duration
  • Confirm the booking, and the schedule updates immediately

💡 Tip: Employees can also check in to a scheduled meeting directly from the Kiosk display.

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

Supported Devices and System Requirements

Compatible Platforms

  • Android tablets running Android 12L or later are supported through the deskbird Kiosk App, available on the Google Play Store
  • Web browsers, including Chrome version 85 or later, can access Kiosk Mode through kiosk.deskbird.com
  • iOS tablets are currently not supported

Minimum Requirements

  • Android 12L or later (API Level 32) is required
  • Chrome 80 or later is required, but Chrome 85 or later is recommended for Wake Lock support to prevent the device from sleeping
  • A tablet with a screen size of at least 10 inches is recommended

Frequently Asked Questions (FAQs)

Can I use Kiosk Mode on an iPad?

Yes. Kiosk Mode is available only on Android tablets or through a web browser. You can access the Kiosk Mode via a web browser on your iPad. However, unlike on Android, there is no native iOS app.

Does Kiosk Mode support LED indicators?

Yes, LED support is available for Iiyama displays, allowing rooms to display real-time availability through color-coded lighting

What happens if the tablet restarts?

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

Can I manage multiple Kiosks remotely?

There is currently no centralized dashboard for managing multiple Kiosk devices, but administrators can remotely disable a Kiosk from the mobile app

What is the difference between Kiosk Mode and viewing room availability on a laptop?

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

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