> ## Documentation Index
> Fetch the complete documentation index at: https://docs.pickcel.com/llms.txt
> Use this file to discover all available pages before exploring further.

# How do I show Outlook meeting room availability on my screens?

> Use the Pickcel Meetings Calendar app with Microsoft Outlook to show live meeting room status on a screen outside the room: Available, Occupied, upcoming meetings, and a QR code to book the room.

The **Meetings Calendar** app turns a screen outside a meeting room into a live room sign. It reads the room's Microsoft 365 (Outlook) calendar and shows whether the room is free or in use, which meetings are coming up next, and a QR code people can scan to book it.

> [!NOTE]
>
> Using Google Workspace? See [Meetings Calendar for Google Calendar](/apps/meetings-calendar/google).

## What the screen shows

The screen switches between three states on its own, based on the room's calendar.

**Available, no meetings**

* Green **Available Now** banner with the current time and date
* **No Meetings Today** when nothing else is booked today
* **Scan to Book This Room** QR code (optional)

![Meetings Calendar on a screen showing Available Now and No Meetings Today, with a Scan to Book This Room QR code](https://cdn.pickcel.com/images/pickcel-docs/meetings-calendar/state-no-meetings.P_In5X9QkxVB.png)

**Available, meetings later**

* Green **Available Now** banner
* **Available until** the start of the next meeting
* **Next Meetings** with the meeting title and time

![Meetings Calendar on a screen showing Available Now, Available until 18:40, and two meetings under Next Meetings](https://cdn.pickcel.com/images/pickcel-docs/meetings-calendar/state-available-next.P_DvYHJETGBN.png)

**Occupied**

* Orange **Occupied** banner
* The current meeting's title, organizer (**Organised by**), and time
* **Next Meetings**, when more are booked
* **Scan to Book your Slot** QR code for the next free slot

![Meetings Calendar on a screen showing Occupied with the current meeting title, organizer and time, and a Scan to Book your Slot QR code](https://cdn.pickcel.com/images/pickcel-docs/meetings-calendar/state-occupied.8Tpo2bGDA2bC.png)

## Before you begin

* **A Microsoft 365 work or school account.** Personal Outlook.com accounts can't be connected.
* **A Microsoft 365 admin.** Connecting asks Microsoft to approve Pickcel for your whole organization, so an admin has to sign in and click **Accept**.
* **Your meeting rooms set up in Microsoft 365.** Each room must be a **Room** resource with its own email address. Only rooms listed there show up in Pickcel.
* **Meetings booked with the room.** A meeting appears on the screen only when the room was added to it (as an attendee or location) and the room accepted it.

> **Where are meeting rooms set up in Microsoft 365?**
>
> Meeting rooms are managed in the [Microsoft 365 admin center](https://admin.microsoft.com) under **Resources > Rooms & equipment**. Every row with the **Type** set to **Room** is a room you can select in Pickcel.
>
> ![Microsoft 365 admin center Rooms and equipment page listing five rooms, each with an email address and Type set to Room](https://cdn.pickcel.com/images/pickcel-docs/meetings-calendar/m365-rooms-and-equipment.cQYAU7ZT_ojw.png)
>
> To add a room, click **Add resource**, choose **Room**, give it a name and an email address, and save. You need admin access to the Microsoft 365 admin center.

## Create the Meetings Calendar app

**1. Open Apps and search for Meetings Calendar**

From the left sidebar of the [Pickcel console](https://console.pickcel.com), go to **Content > Apps** and type **Meetings Calendar** in the search box.

![Pickcel Apps page with Meetings Calendar typed in the search box and the Meetings Calendar app in the results](https://cdn.pickcel.com/images/pickcel-docs/meetings-calendar/01-search-app.HhbzzL571nOf.png)

**2. Open the app and click Create App**

Click **Meetings Calendar** to open its details, then click **Create App**.

![Meetings Calendar app details dialog with the Create App button](https://cdn.pickcel.com/images/pickcel-docs/meetings-calendar/02-app-details.1K0Wek8Aoz2l.png)

**3. Connect with Microsoft Outlook**

Click **Connect with Microsoft Outlook**.

![Meeting App screen asking you to authenticate, with Connect with Google and Connect with Microsoft Outlook buttons](https://cdn.pickcel.com/images/pickcel-docs/meetings-calendar/03-connect-outlook.Aa2yJxDDHc60.png)

**4. Sign in and accept the permissions**

Pick or sign in with your Microsoft 365 admin account. On **Permissions requested**, review the access Pickcel needs and click **Accept**:

* **Sign in and read user profile**
* **Read calendars in all mailboxes**: reads the rooms' meetings
* **Read all company places**: lists your meeting rooms

![Microsoft Permissions requested screen for M365 Meeting App - Signage with the Accept button](https://cdn.pickcel.com/images/pickcel-docs/meetings-calendar/04-admin-consent.2mSjR1TymKb8.png)

You're returned to Pickcel once the connection succeeds.

**5. Choose the room and settings**

* **Name**: how the app appears in your **Media** library, for example *Board Room Display*.
* **Meeting Room**: the room this screen is for.
* **Time Format**: **12 Hour** or **24 Hour** for meeting times.
* **Show QR to book the room**: adds the booking QR code to the screen.
* **Show Logo**: turn on, then click **Choose image** under **Upload Your Logo** to add your logo.

![Meetings Calendar settings with Name, Meeting Room, Time Format, Show QR to book the room and Show Logo](https://cdn.pickcel.com/images/pickcel-docs/meetings-calendar/05-app-settings.kw99QVryjTwc.png)

**6. Preview the room**

Click **Preview** at the bottom. The **Live preview** shows the room's real calendar right now. Switch between **Landscape** and **Portrait** to match your screen.

![Meetings Calendar Live preview showing Room 02 as Available Now with the Preview button highlighted](https://cdn.pickcel.com/images/pickcel-docs/meetings-calendar/06-live-preview.hJDobi4nmJvK.png)

**7. Create the app**

Click **Create App**. Pickcel saves the app to your **Media** library.

> [!TIP]
>
> One app shows one room. For several rooms, create one Meetings Calendar app per room.

## How Scan to book works

* Scanning the QR code opens a new meeting in **Outlook on the web**.
* The room is already added, and the time is set to the room's next free slot.
* The person signs in with their own work account and sends the invite. The screen updates once the room accepts.

## Publish to your screen

Add the app from your **Media** library to a composition, then schedule and publish it to the screen outside the room. See [Create a Composition](/compositions/compositions) and [Publish Content](/schedule-and-publish/publish-overview).

## Troubleshooting

> **My room isn't in the Meeting Room list**
>
> Check **Resources > Rooms & equipment** in the Microsoft 365 admin center. The room must be listed there with **Type** set to **Room**. Shared mailboxes and user calendars don't appear.

> **A meeting isn't showing on the screen**
>
> Open the meeting in Outlook and check that the room was added to it, and that the room accepted the invite. Meetings in someone's personal calendar without the room don't appear.

> **Microsoft says I need admin approval**
>
> Your account can't approve apps for your organization. Ask your Microsoft 365 admin to create the app, or to sign in when you click **Connect with Microsoft Outlook**.


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