# Meeting room digital signage: In use, Available and what is next

> Canonical HTML: https://screenrig.ai/use-cases/meeting-rooms

A screen outside a meeting room answers one question: can I go in? Your AI agent reads the room's calendar and keeps the sign showing In use or Available, until when and what is next. screenRIG is free. Pay only if you want more.

Updated October 27, 2026.

> **You:** Put a door sign on the Cedar Room screen: whether the room is free, until when, and what is next. Read the room's calendar with your own access, and show a title only for meetings marked public. Everything else says "Booked". Also add the week as a second page.
>
> **Agent:** The sign is up. It says In use until 12:00, with 24 minutes left on Quarterly planning, and lists the rest of the day under it. The private meeting shows as "Booked". I added the week as a second page.

## In use, then Available

The door sign is a ready-made app that your agent fills from the room's calendar. It reads the calendar through its own connection, so screenRIG never connects to your calendar. Cedar Room is a made-up room, so its meetings are demo content, but the run is real: 26 October 2026, on screenRIG's test environment, in a time zone where it was late morning. The pictures are drawn by the Player (the screenRIG app on the screen) in a browser window.

![The Cedar Room door sign: red In use until 12:00, Quarterly planning with 24 minutes left, then Design critique, Booked and Sprint retrospective](https://screenrig.ai/static-resources/images/screenshots/landing/venues-meeting-rooms-busy-92e0de0d.webp)
*11:36 in the room's time zone. The red panel is readable from the corridor.*

Then the organizer cancels the planning meeting.

> **You:** The planning meeting was cancelled.
>
> **Agent:** Done. The sign says Available now, free until 12:20, with Design critique next in 44 minutes. The week page, the second page on the same screen, no longer shows the planning meeting either.

![The same door sign now green: Available, free until 12:20, with Design critique next in 44 minutes](https://screenrig.ai/static-resources/images/screenshots/landing/venues-meeting-rooms-free-f199b8f2.webp)
*A few seconds later. The sign now says Available until the next meeting starts at 12:20.*

## Private meetings show as Booked

Your agent decides what leaves the calendar. A meeting's title goes on the sign only when it is marked public, and every other meeting is written as "Booked". The sign shows whatever it is given, so the rule lives in your request and in your agent. You can change it with one sentence.

## Who owns what

| Thing | Owner |
| --- | --- |
| Reservations, cancellations, who may book | Your booking and calendar system |
| Reading the calendar, and which details may leave it | Your agent, with the access you approved |
| The look of the sign and what it shows | A ready-made [Events](https://screenrig.ai/docs/cards/events.md) app, filled in by your agent |
| What is on the screen | The Player, which reports back when it has applied a change |

A sign built this way cannot book a room. It shows the state of a calendar that someone else owns.

## The week as a second page

The second page is a [Week schedule](https://screenrig.ai/docs/cards/week-schedule.md): days across, hours down, today highlighted with a marker at the current time. The cancelled meeting is gone here too, so both pages agree.

![The Cedar Room week as a grid from Monday to Friday, with Tuesday highlighted and Design critique, Booked and Sprint retrospective on it](https://screenrig.ai/static-resources/images/screenshots/landing/venues-meeting-rooms-week-f8f1264f.webp)
*The same room across the week. Tuesday's planning meeting is gone from this page too.*

## If your agent stops, the sign goes blank

An old Available is worse than no sign: someone walks in on a meeting. So the sign is built to go dark rather than show a stale answer.

> **You:** Refresh the sign every five minutes while you are running. If you stop for twenty minutes, blank it instead of showing an old status.
>
> **Agent:** Everything I write to the sign expires after twenty minutes, so if I stop, it goes blank by itself. I also tested it with a 45-second expiry and watched the screen. About 13 seconds after the expiry the old status was still up, and by about 45 seconds after it the sign was gone and the page was black.

A black door sign is a visible fault, and your agent's next update clears it. A stale Available would have looked fine and been wrong.

## Meeting room questions

### Does it connect to my calendar?

No. Your agent reads the calendar through its own connection and puts the meetings on the sign. Tell it which meetings and details it may read.

### How many rooms can one agent run?

Each room is a screen with its own sign. Tag the screens by floor, and one request can reload or reassign all of them at once.

## Try it on one door

[Start free](https://screenrig.ai/docs/start.md), pair the screen outside your room and ask for your own door sign. Tell your agent which meetings it may show.

## Related

- [Corporate Digital Signage and Office TV Screens](https://screenrig.ai/use-cases/corporate-offices.md): Corporate digital signage for office TV screens: live stream the all-hands to every floor, dark screens at night and one-line alerts by floor.
- [Quickstart: Digital Signage with Your AI Agent](https://screenrig.ai/docs/start.md): screenRIG is free. Pay only if you want more. Install the official plugin with your AI agent, then pair a Player and publish your first screen.
- [Digital Signage App Library: 200+ Built-in Cards](https://screenrig.ai/docs/cards.md): Add live components to a playlist: menus, clocks, queues, scores, weather and gauges. Choose a card, set its properties and publish.
- [Supported Players and Setup](https://screenrig.ai/docs/players.md): Install the screenRIG Player on your screen, pair it with your agent, and compare content types, streams and device controls by platform.

[Start free](https://screenrig.ai/docs/start.md). screenRIG is free. Pay only if you want more.