RICOH Rooms display are screens that are typically located outside of meeting rooms. They enable you to quickly book a room at the current time and view the day’s planned events.
💡 To plan meetings ahead of time, use your RICOH Spaces Web or Mobile app.
Room Display Overview
Note: Depending on the panel configuration, you may see multiple rooms. You can select the desired room of your choice.
The room display 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 to administrators
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.
Note: A "5 minutes left " voice alert can be turned on upon request by an admin.
Once enabled, this will be on for all your room panels and alert the user that only 5 minutes are left of their meeting.
Note: Depending on your location's policies, your user experience will change, such as the way you check in and when you check in.
Booking a room
Note: You can only book the room if there are at least 6 minutes before the next meeting.
On a QBIC Panel, the LED light will show green if room is available and red if booked
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 Display 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 Room Display 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 Display 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. Depending on the Room configuration, you can manage multiple rooms. Select a room of your liking.
2. Select the slot you want to book
3. If required, identify yourself. To do so, you can use your PIN or phone number.
NOTE: If authenticated, your meeting will appear in your M365 or Google calendar.
4. Once confirmed, your booking will appear on the Room Display
Don't forget to check in if required.
Check-in/Cancel Event
Note: Depending on your location's policies, you will see the time left to check into your meeting.
1. Head to the room panel.
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
Ending a meeting early is the most convenient way to end meetings early
End Early: If your meeting is finishing early, simply click on “End Early” on the Room Display and identify yourself if needed.
Note: If your organisation policy 'End a room booking panel setting' is set to 'End the meeting early', the meeting will cancel after applying an extra minute to the end of the meeting, giving it enough time to be accepted by Outlook and then will correctly remain on the Schedule.
Extend: 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).
Note: To end the meeting early, cancel or check in, the user must be:
Host
Organiser
Attendee
Location admin
Global admin
Schedule admin
Location manager