This is how room scheduling works today!
TimeFleX Digital Room Panels
Room occupancy at a glance: TimeFleX door signs synchronise with Outlook and Exchange, show the status via LED right from the corridor and let you book a room directly at the display.
TimeFleX – Digital Door Signs
Operation is intuitive via touchscreen or NFC/RFID authentication. The door signs can be fully customized to match your corporate identity – including logo and color scheme. Centralized administration, easy updates, and energy-efficient hardware make our solution the perfect choice for modern businesses.
8 good reasons for using our Digital Room Panels
- Central Administration
Central control and configuration of the hardware; distribution of central firmware updates - Corporate Identity
Colour matching and integration of your company logo - Optional Check-in
No ghost meetings thanks to optional check-in - Real-time Updates
Changes to a room booking in real time
- Smart
Thanks to the intuitive user interface and pleasant look & feel - Energy Efficient
Energy-saving thanks to settable stand-by times - Occupancy overview at a glance
Coloured LEDs indicate the occupancy status - Diverse Authentications
(NFC/RFID technology, email, etc.)
Optimised usability
Book meeting rooms via input on the touchscreen (with NFC or PIN authentication) or directly from your own desk (e.g. via Microsoft Outlook).
Our smart door signs are controlled seamlessly via the TimeFleX administration in your organisation.
TimeFleX smart booking panels offer the following ways to make bookings and changes directly at the display:
- Login with user name and password
- NFC authentication (e.g. with an RFID-enabled access card)
- Entering an 8-digit PIN
- QR code
Easy Update
User recognition ensures that the meeting scheduled on the room panel is synchronised with your Outlook calendar, so that there is no need for you to enter the same information twice. Optional check-in also provides an option for having the room panel prompt attendees to check in before the meeting begins. This can be done by NFC/RFID, pin and QR code.
If the check-in does not take place within a certain predefined time window around the start of the meeting, the room is unblocked and the meeting cleared from the room panel and also from the calendar. This feature helps to eliminate ghost meetings and maintain a clear overview at all times.
Customised displays on the panels
The side and front 24-bit true colour LEDs for displaying the room status provide you with 180° visibility about the current status of your room occupancy You can clearly see whether a room is currently vacant or occupied or whether a scheduled meeting will end or begin soon, even from a distance.
The information shown on the display can be customised to your corporate colour scheme and supplemented with your company logo (Corporate Identity). You can also change the colour settings for the LEDs to your corporate colour scheme in just a few simple steps.
Customisable
The central control and administration of the room panels makes making firmware updates, CI and adjustments to the display child's play. Decide which of your room panels display which information about a meeting.
Details, such as the participants' names or the title of the meeting, are often missed out in public spaces on grounds of data protection. Add your corporate identity, including company logo, so that your room panels project a consistent image.
Entering changes is easy
Customer still stuck in traffic and the meeting needs to be postponed? Things are coming to a head in your meeting and your development team probably needs half an hour longer than planned?
Needless to say, you can also cancel booked meetings or extend or shorten the period of occupancy at a later date.
Our models
TD-1070 H.
| Size | 10,1“ |
| Resolution | 1920 x 1200 FHD |
| Internet | WLAN, POE |
| NFC/RFID | Yes |
| Touch | Yes |
| LED | 3 LEDS |
TD-1070 Lite
| Size | 10,1“ |
| Resolution | 1920 x 1200 FHD |
| Internet | WLAN, POE |
| NFC/RFID | No |
| Touch | Yes |
| LED | 2 LED |
Luminen 8
| Size | 8“ |
| Resolution | 1280 x 800 |
| Internet | WLAN, POE |
| NFC/RFID | Yes (13,56MHz) |
| Touch | Yes |
| LED | 2 LEDS |
Luminen 5
| Size | 5,5“ |
| Resolution | 720 x 1280 (portrait mode) |
| Internet | WLAN, POE |
| NFC/RFID | No |
| Touch | Yes |
| LED | 2 LEDS |
Flexible Attachment
The mounting material supplied in delivery also allows you to attach it to conventional stone or concrete walls and even wood. Thus ensuring that TimeFlex Room Panels fit perfectly into any kind of working environment.
Multifunctional room panels for Microsoft Outlook
Clear availability display on large screens
Room availability at a glance
Set up large screens in the reception area, in corridors or at strategic points that show clear room overviews for up to 8 rooms. These screens show meetings in chronological order and have an integrated LED bar that indicates the current room availability. This way you get all the relevant information at a glance.
What are digital door signs?
Digital door signs – also known as electronic door signs, room panels or room booking displays – are small networked displays mounted next to the door of a meeting room. They are connected to the room calendar and show whether the room is currently free or occupied, which meeting is in progress, when it ends and what comes next. If a booking changes in Outlook, the display updates automatically; there is no paper notice to maintain.
Unlike classic digital signage, door signs are interactive: employees can book a free room directly on the display, extend a running meeting or confirm their attendance by checking in. TimeFleX door signs are available in sizes from 5.5 to 10.1 inches, connected via Power over Ethernet (PoE) or Wi-Fi.
| Feature | Classic door sign | Digital door sign |
|---|---|---|
| Updates | Manually on site | Automatically from the calendar |
| Connection to Outlook / Exchange | None | Synchronised in both directions |
| Spontaneous booking | Not possible | Directly on the touchscreen |
| Occupancy status | Static | Live, visible from a distance via LED |
| Unused bookings | Remain in place | Released without check-in |
| Management | Individually at each room | Centrally for all displays |
| Design | Uniform printout | Logo and colours to match your corporate design |
How do digital door signs work with Outlook and Exchange?
The rooms are set up in Microsoft Exchange or Microsoft 365 as resources with their own calendar. Each TimeFleX door sign is assigned to one of these room calendars and reads it continuously. This is how it works:
- Book as usual: employees invite the room to a meeting in Outlook.
- Real-time display: the meeting appears on the door sign without delay – as do rescheduling, extensions and cancellations.
- Book at the display: anyone who needs a free room at short notice books it on the touchscreen. The booking goes straight into the Exchange calendar and is visible to everyone in Outlook.
- Confirm by check-in (optional): shortly before the start, participants confirm that the room is actually being used.
Because calendar and display use the same data source, there is no duplicate maintenance. TimeFleX supports Exchange on-premises and Exchange Online (Microsoft 365). For data protection reasons, the subject and participants of a meeting can be hidden on the display – it then only shows “occupied” with the time period.
Avoid ghost meetings: how check-in works
A ghost meeting is a room booking that never takes place. The room appears as occupied in the calendar but stays empty – and other teams cannot find a room. TimeFleX therefore lets you activate check-in per room: within a defined time window around the start of the meeting, participants confirm their booking at the door sign, either with an NFC/RFID employee badge (13.56 MHz), a PIN or a QR code. If nobody checks in, the system releases the room automatically and deletes the meeting both on the display and in the calendar. The room can immediately be booked again by everyone – without anyone having to intervene manually.
LED status display: see the room status from the corridor
TimeFleX door signs have 24-bit true-colour LEDs on the sides and front. They make the occupancy status visible at an angle of 180° – even from a distance and from the end of the corridor. Which colour indicates which status can be combined freely: for example green for free, red for occupied and a third colour for “meeting starts soon” or “meeting ends soon”. The TD-1070 H. model has three LEDs, the other models two.
LCD touch or e-paper: which display technology is right?
| LCD touch display | E-paper display | |
|---|---|---|
| Operation | Book, extend and check in directly on the device | Mostly display only, little or no interaction |
| Presentation | Colour, backlit, animations possible | Black and white or few colours, not backlit |
| Updates | Instant | Short delay when the image changes |
| Power supply | PoE or power adapter | Often battery or rechargeable battery |
| Typical use | Meeting and conference rooms | Name plates on offices, rarely changing information |
For meeting rooms, a touch display is the more practical choice, because spontaneous booking and check-in only work with interaction. All four TimeFleX models are therefore LCD touch displays; power consumption can be reduced with adjustable standby times.
Do digital door signs need LAN or Wi-Fi?
Both are possible. The TimeFleX models connect either via Power over Ethernet (PoE) or via Wi-Fi:
- PoE: a single network cable carries both data and power. This is the most stable and tidiest solution, but requires a network socket and a PoE-capable switch.
- Wi-Fi: suitable if there is no network socket at the room. A separate power supply is then required – a power adapter is included.
Mounting: an ultra-strong adhesive pad is included for glass walls – no drilling required. The mounting material supplied is also suitable for stone, concrete and wooden walls.
How much do digital door signs cost?
The price of a digital door sign is made up of several components:
- Hardware: depends on display size, NFC/RFID reader and number of LEDs.
- Software: as a SaaS subscription or as a one-off licence for operation on your own servers (on-premise).
- Installation: network cabling for PoE if required, a power supply at the mounting location for Wi-Fi.
- Extensions: for example overview displays for the entrance area or a floor.
TimeFleX digital door signs are available from €520.00 per room plus software. You can get an individual quote for your number of rooms via our contact form.
Data protection, IT security and works council
Door signs process calendar data and – when checking in – personal login data. Companies should therefore clarify three points before introducing them:
- Operating model: TimeFleX runs as SaaS or entirely on-premise on your own servers. This allows the solution to be adapted to internal IT and data protection policies. TimeFleX is ISO 27001 certified; details in the Trust Center.
- Keep the display minimal: the subject and participants of a meeting can be hidden so that passers-by only see the occupancy status.
- Involve the works council: check-in data can allow conclusions to be drawn about the attendance and behaviour of individual employees. In Germany, technical equipment suitable for this is generally subject to co-determination under Section 87 (1) No. 6 of the Works Constitution Act (BetrVG). It is advisable to involve the works council early on and to set out purpose, retention period and access rights in a works agreement.
Room overview and wayfinding in the building
In addition to the door signs themselves, TimeFleX lets you set up central overview displays, for example in the entrance area or on each floor. They bundle the occupancy of several rooms in one view and show in which room a meeting takes place. Visitors find their way to their meeting without asking at reception. Combined with Desk Sharing and the Group Calendar, this creates end-to-end workspace and room management.
Which rooms and industries are digital door signs suitable for?
| Area of use | Typical rooms | Benefit |
|---|---|---|
| Companies and offices | Meeting and conference rooms | Less vacancy thanks to check-in, spontaneous booking |
| Open space and hybrid work | Flexible meeting zones, focus rooms | Adds room booking to desk sharing |
| Public authorities and administration | Council chambers, meeting rooms | Orientation for visitors, on-premise operation possible |
| Hospitals | Meeting and seminar rooms | Short-notice changes visible immediately |
| Universities and education | Seminar rooms, lecture halls | Display of courses and events |
| Hotels and conference centres | Conference and meeting rooms | Professional reception, occupancy per day |
| Industry with several sites | Training and meeting rooms | Central management of all sites |
TimeFleX is used by, among others,
- Volksbank in Schaumburg und Nienburg eG
- the City of Dresden
- Provinzial Holding AG
You can find more customers in our references.
Checklist: questions you should ask every provider
- Calendar: Is our system connected natively – Exchange on-premises or Exchange Online? Is synchronisation bidirectional?
- Check-in: Is there a check-in that automatically releases unused bookings? By badge, PIN or QR code?
- Badge compatibility: Can the display read our existing employee badges (e.g. 13.56 MHz)?
- Network: PoE, Wi-Fi or both? What is needed at the mounting location?
- Mounting: Can it be attached to glass walls without drilling?
- Operation: Cloud, on-premise or both? Where is the data stored, which certifications are there?
- Data protection: Can subject and participants be hidden?
- Management: Are all displays configured centrally and supplied with updates?
- Design: Can logo, colours and LED colours be customised?
- Expansion: Are there overview displays and a connection to desk sharing?
- Trial: Can the system be tested before buying?
You too can discover the diverse range of options offered by TimeFleX Solutions
Do you have any questions concerning our product?
Then talk to us today!We would also be delighted to demonstrate the features of our solution in detail in a webinar and answer any questions you may have in person.
FAQ
Frequently asked questions about digital door signs
What is a digital door sign?
A digital door sign is a networked display next to a meeting room that shows the current occupancy directly from the room calendar. It shows whether the room is free or occupied, how long the current meeting lasts and what comes next. Free rooms can be booked and meetings extended on site via the touchscreen; coloured LEDs show the status even from a distance.
Do the door signs work with Exchange Online and Microsoft 365?
Yes. TimeFleX door signs are connected directly to the room calendar in Microsoft Exchange Online (Microsoft 365) or Exchange on-premises. Bookings from Outlook appear on the display in real time, and bookings made at the display go straight into the calendar. There is only one data source, so there is no duplicate maintenance.
How much does a digital door sign cost?
The price depends on the display size, the equipment with NFC/RFID reader and LEDs, and the operating model – SaaS subscription or on-premise licence. There may also be costs for network cabling and mounting. TimeFleX digital door signs are available from €520.00 plus software. You can get a quote for your number of rooms via our contact form.
Do digital door signs need a network cable?
Not necessarily. The TimeFleX models can be connected via Power over Ethernet (PoE) or Wi-Fi. With PoE, a single network cable supplies the display with data and power. If there is no network socket at the room, the connection works via Wi-Fi; a separate power supply is then required.
What happens if nobody checks in to a booked meeting?
If check-in is activated for a room, participants must confirm their booking at the door sign within a defined time window around the start of the meeting – with an NFC/RFID badge, PIN or QR code. If nobody checks in, the system releases the room automatically and deletes the meeting on the display and in the calendar. This prevents ghost meetings.
Can digital door signs be mounted without drilling?
Yes, on glass walls. TimeFleX door signs come with an ultra-strong adhesive pad that holds them securely on glass. Additional mounting material for stone, concrete and wooden walls is included.
Does the works council have to approve the introduction?
Often yes. If door signs use check-in with an employee badge, the data can allow conclusions to be drawn about the attendance and behaviour of individual employees. In Germany, such technical equipment is generally subject to co-determination under Section 87 (1) No. 6 of the Works Constitution Act (BetrVG). It is advisable to involve the works council early on and to conclude a works agreement.
Are digital door signs also worthwhile for small companies?
Yes. The system can be used from a single room and expanded later to further rooms, floors or sites. Especially with only a few meeting rooms, every blocked room counts – check-in and spontaneous booking at the display have a particularly direct effect here.