The auto-release function in ROOMZ

The auto-release function of the ROOMZ room reservation system automatically releases a booked meeting room if no one enters within the first 15 minutes. This optimises room usage and ensures that all available meeting rooms are accessible.

All meeting rooms, think tanks and Talky telephone booths are equipped with motion sensors. These only register movement, similar to automatic light switches. It is not possible to identify individuals.

If there is no activity in the room within the first 15 minutes of the booking start time, the booking in the Outlook room calendar is reduced to 15 minutes, and the room is released automatically. The room can then be booked again via Outlook.

The ROOMZ on-site display takes an additional five minutes to update. Therefore, 20 minutes after the start time, the display at the meeting room will show the room as ¡®Free¡¯ again, allowing spontaneous bookings to be made on site.

Example: A room is booked from 08:00 to 10:00. By 8:15, the motion sensor has not registered any movement in the room. The appointment is automatically shortened to 15 minutes (08:00¨C08:15) in the room calendar, and the room can be booked again via Outlook. The ROOMZ display on site takes a further five minutes to update. From 08:20, the display shows the room as ¡®Free¡¯ again.

The auto-release function only applies to bookings made at least one day in advance. Room reservations made on the same day are excluded from the auto-release function.

After 15 minutes without movement, the booking in the Outlook room calendar is shortened. The ROOMZ display updates after a further five minutes.

The information on the external page ROOMZ viewer webpage is subject to a delay of around 15 minutes.

ROOMZ displays with buttons can be updated manually. To do this, briefly press and hold the ¡®View¡¯ button at the bottom right until the ¡®Refresh¡¯ message appears. Now press the corresponding button below ¡®Refresh¡¯. The message ¡®One moment please...¡¯ will appear while the device is being updated.

If there is no activity in the room within the first 15 minutes of the booking start time, the booking in the Outlook room calendar is shortened to 15 minutes, and the room is automatically released. The room can then be booked again via Outlook.

The ROOMZ on-site display takes an additional five minutes to update. Therefore, 20 minutes after the start time, the display at the meeting room will show the room as ¡®Free¡¯ again, allowing spontaneous bookings to be made on site.

Only the Outlook calendar of the room in question is adjusted. No changes are made to the personal calendars of the meeting participants, and the shortened meeting duration is not directly visible there.

For recurring appointments, only the current appointment will be shortened. All other room reservations in the series will remain unchanged.

No, the reduction of the room booking to 15 minutes will only be visible in the relevant meeting room¡¯s Outlook calendar.

Avoid series bookings: Series of appointments that run over longer periods should be regularly checked with regard to the rooms booked.

Manual release: If a meeting ends well before the scheduled time, the room can be released manually. To do this, briefly press and hold the ¡®Release¡¯ button at the bottom left of the ROOMZ display until the ¡®Confirm¡¯ message appears. Then press the ¡®Confirm¡¯ button. The booking will be cancelled and the room will be displayed as available again in the booking system after the next synchronisation cycle.

If activity is detected in the room within the first 15 minutes of the booking start time, the booking is confirmed.

In external page the ROOMZ Viewer, meeting rooms, think tanks and Talky telephone booths in which movement has been detected are displayed as occupied (red) for at least 15 minutes, regardless of the booking.

No. The battery status is continuously monitored and the batteries are replaced in good time.

The pilot project on the H floor of the OCT building is testing both the popularity of the auto-release function among users and its effectiveness in optimising meeting room usage.

There is a delay of around 15 minutes in the external page ROOMZ Viewer. The webpage overview is only indicative.

There is a delay of around 15 minutes in the external page ROOMZ Viewer. The webpage overview is only indicative. Room reservations made on the same day are excluded from the auto-release function. This means that even if no one enters the room, the reservation remains valid, and the room is displayed as occupied (red).