In this article, we will show you how to use a room panel. The room panel enables you to quickly book the room at the current time and see the planned events for the day.
💡 To plan meetings ahead of time, use your RICOH Spaces web or mobile app.
Room Panel Overview
The room panel is divided into two parts
On the left, you can see:
The room name
The current time
Change the language
Settings: Note that the access is restricted
Events icon: Click on the icon to see all the room events planned for the day.
On the right-hand side of the device, you can see the schedule of the room.
You can scroll down to see the planned meetings for the day and perform booking-related actions.
Book a room
Note: You can only book the room if there are at least 6 minutes before the next meeting.
The room panel will show up to 4 time slots based on the current time and the room’s availability.
How the slot timing works:
The panel calculates how much time remains from now until the next 15, 30, or 60-minute mark (e.g., 8:46 → next interval is 9:00 → 14 minutes).
Slot durations are always measured from the current time to those upcoming intervals.
So:
If you're just after a quarter-hour mark (e.g., 8:46), slots are shortened (e.g., 14 minutes).
If you're just before a mark (e.g., 8:13), slots are extended (e.g., 17 minutes).
The 4th slot is the maximum available time until the next meeting, up to 2 hours max.
💡 If you are booking at 15:00, slots will be:
Slot 1: 15 minutes - 15:15
Slot 2: 30 minutes - 15:30
Slot 3: 60 minutes - 16:00
Slot 4: 120 minutes - 17:00 (If no meeting until then)
💡 If you are booking at 16:28, the slots will be:
Slot 1: 17 minutes (15 minutes + 2 minutes)
Slot 2: 32 minutes (30 minutes + 2 minutes)
Slot 3: 62 minutes (60 minutes + 2 minutes)
Slot 4: The last slot will depend on availability. If the room isn't booked, you will be able to book the room for a maximum total time of 2 hours, and if there is a meeting planned, the room will offer you as much time as it can until the next meeting starts.
💡 It's 14:20 and there is a meeting at 14:30. The meeting panel will offer you one slot of 10 minutes. In this case, there isn't enough time for the typical Slot 1 - 15 minutes, so the device offers you the 4th Slot directly: the longest time available until the next meeting.
💡 In the example below, it's currently 9:05, so the available slots will be:
Slot 1: 10 minutes (15 minutes - 5 minutes)
Slot 2: 25 minutes (30 minutes - 5 minutes)
Slot 3: 55 minutes (60 minutes - 5 minutes)
Slot 4: Time left until the next meeting. It's 9:05 and the next meeting is at 10:15, so 1 hour and 10 minutes later, which is our last slot.
💡 If your meeting runs over, you may be able to extend it depending on the room's availability.
1. Select the slot you want to book
2. If required, identify yourself. This way, your meeting will appear in your 365 or Google calendar. To identify yourself, you can use your PIN or phone number. Both are set within your profile settings.
3. Once confirmed, your booking will appear on the panel.
💡 Don't forget to check in if required.
Check-in/ Cancel Event
1. Head to the room panel.
Note: Depending on your location's policies, you will see the time left to check into your meeting.
2. Simply click on the Check In button and identify yourself if needed.
💡 Should you not need the meeting anymore, simply click on 'Cancel event'.
End Early/ Extend
If your meeting is finishing early, simply click on End Early on the panel and identify yourself if needed.
If you need more time and there is no meeting after yours, or a minimum of 6 minutes until the next event, you will be able to extend your meeting (up to 2 hours).
