By the SightShield team · · 3 min read
The meeting room problem
In most offices, meeting rooms appear fully booked in the calendar yet half of them are empty at any time. Recurring meetings that nobody cancels, rooms booked “just in case”, and people walking in without booking cause constant friction. In hybrid offices, where everyone comes in on the same days, the problem gets worse. Booking panels and occupancy sensors fix it with simple, visible rules.
The building blocks
| Component | What it does |
|---|---|
| Door booking panel | Shows if the room is free or busy, today’s schedule, and allows instant booking |
| Calendar integration | Syncs with Microsoft 365 or Google Workspace room calendars |
| Check-in | Organiser confirms on the panel when the meeting starts |
| Occupancy sensor | Detects if anyone is actually in the room |
| Auto-release | Frees the room if nobody checks in or the sensor sees no one |
| Lighting and AC link | Switches off when the room is empty |
Ending ghost meetings
The most effective rule is simple: if nobody checks in within ten minutes of the start time, or the occupancy sensor sees nobody, the booking is cancelled and the room shows as free on the panel and in calendars. Offices that introduce auto-release usually find a large number of rooms become available without building any new ones.
Choosing occupancy sensors
- PIR sensors detect movement but can miss people sitting still in long meetings.
- Dual-technology sensors combine PIR with ultrasonic or microwave for better presence detection.
- Presence sensors using mmWave radar detect breathing-level movement and suit meeting rooms well.
- People-counting sensors show how many seats are used, which helps size rooms.
- Avoid cameras for occupancy in meeting rooms; privacy expectations are high.
Linking lights, AC and AV
The same sensors can switch lights and AC on when people enter and off after they leave, and wake the screen or video bar. In a typical office with ten meeting rooms, rooms are empty for much of the day; switching AC off in empty rooms is one of the quickest energy savings available.
Office automation for lighting, AC and meeting rooms →Network and power
- Booking panels are usually powered by PoE from the network switch — one cable per panel.
- Put panels on a separate network segment from guest Wi-Fi.
- Sensors may be wired or wireless; wireless sensors need batteries checked yearly.
- Plan cabling during interiors so panels sit neatly beside each door.
Using the data
After a few months, booking and occupancy data shows which rooms are overused, which are too large for typical meetings, and how many phone booths or small huddle rooms you actually need. Many companies convert one large boardroom into two or three small rooms based on this data.
An example
A 250-seat office in Bellandur had twelve meeting rooms that always looked full in Outlook. After fitting booking panels with check-in and presence sensors, about a quarter of bookings were released automatically in the first month, complaints about room availability fell, and the AC in unused rooms switched off on its own. The data later showed six-seat rooms were mostly used by two people, so two were split into phone booths.
Planning it with us
We install booking panels, sensors, cabling and lighting and AC integration for offices, and connect them to your calendar system.
Office automation services →Quick answers
Do booking panels work with Outlook and Google Calendar?+
Most do, by syncing with Microsoft 365 or Google Workspace room calendars.
What is auto-release?+
If nobody checks in or the sensor sees no one, the booking is cancelled and the room becomes free.
Will sensors switch the lights off during a meeting?+
Not with good presence sensors, which detect people sitting still.
How are panels powered?+
Usually by PoE over a single network cable.
How long should the check-in window be?+
Around ten minutes after the start time works for most offices; shorter windows release rooms faster but can annoy late starters.
Can cameras count people in meeting rooms?+
It is better to use non-camera sensors in meeting rooms for privacy.