RoomBadge Documentation
Everything you need to deploy, configure, and use RoomBadge — the meeting room display that runs on any Android tablet and connects directly to Microsoft 365.
Any Android tablet
No proprietary hardware. Mount any Android tablet you already own outside your meeting room.
Microsoft 365 native
All calendar data lives in Exchange Online. RoomBadge reads and writes through the Microsoft Graph API.
Pay per room
One license = one room. Scale up or down at any time. No per-user fees, no seat model.
Free to try
Every new account includes one free room license. No credit card required to get started.
How it works
RoomBadge is a display layer on top of Microsoft 365. The tablet app communicates with the RoomBadge server, which connects to your Exchange Online using credentials you control. RoomBadge never stores your calendar data — it reads directly from Exchange for every refresh.
- You create an Azure App Registration in your Microsoft 365 tenant
- You enter those credentials in the RoomBadge dashboard — the tablet receives them automatically
- The server reads the room's calendar from Exchange Online every time the tablet requests an update (every 30 seconds)
- Staff tap a button on the tablet to instantly book the room — the booking appears immediately in Outlook
Requirements
For your organisation
| Requirement | Details |
|---|---|
| Microsoft 365 / Exchange Online | Any plan that includes Exchange Online (e.g. Microsoft 365 Business Basic or higher). Exchange Online Plan 1 is sufficient. |
| Azure Active Directory | Included with any Microsoft 365 subscription. You need permission to create App Registrations. |
| Room mailbox | Each physical meeting room needs an Exchange Online room mailbox (resource mailbox of type Room). |
For each tablet
| Requirement | Details |
|---|---|
| Android version | Android 5.0 (API 21) or higher. Android 8+ recommended. |
| Screen | 10" landscape display recommended. Minimum 7". |
| Network | Wi-Fi or Ethernet (via adapter). The tablet must reach graph.microsoft.com and api.roombadge.com. |
| Power | Continuous power via USB-C or micro-USB. Screen-off should be disabled. |
RoomBadge works with tablets you already own — there is no hardware bundle. Repurposed tablets, basic Android slates, and professional display tablets all work.
Pricing & Licenses
RoomBadge charges per active room, not per user. An organisation with 5 meeting rooms pays for 5 licenses — nothing more.
| Plan | Rooms | Price | Notes |
|---|---|---|---|
| Free | 1 room | Free forever | No credit card required. Full functionality. |
| Paid | 2+ rooms | Per room / month | Each additional room is an additional license. |
What is a license?
A license is a key in the format RB-XXXXX-XXXXX-XXXXX. One license activates one tablet for one room. The license is tied to the physical tablet (identified by its unique Android ID).
Adding a new room means purchasing one additional license. There are no contracts, no minimum terms, and no per-user fees — ever.
Microsoft 365 Setup
RoomBadge connects to your Microsoft 365 tenant using an Azure App Registration. This is a one-time setup per organisation.
Step 1: Create an Azure App Registration
An App Registration is how the tablet authenticates with Microsoft 365 without requiring a user to be signed in. It uses the client credentials flow.
Go to portal.azure.com and sign in with a Microsoft 365 admin account.
Search for App registrations in the top search bar, then click New registration.
Name: RoomBadge (or any name you like). Supported account types: Accounts in this organizational directory only. Redirect URI: leave blank. Click Register.
On the Overview page of the new registration, copy both the Directory (tenant) ID and the Application (client) ID. You'll need these in the tablet settings.
Go to Certificates & secrets → New client secret. Give it a description (e.g. RoomBadge tablet) and choose an expiry (24 months recommended). Click Add, then immediately copy the secret Value — it is only shown once.
Go to API permissions → Add a permission → Microsoft Graph → Application permissions. Add Calendars.ReadWrite. Then click Grant admin consent for your organisation.
Client secrets expire. When a secret expires, the tablet will lose access to the calendar. Set a reminder to renew before the expiry date and update the secret in the RoomBadge dashboard.
What you'll have after these steps
b3acc890-c10e-49e0-b95a-d0b5bb2a2d45. Found on the App Registration overview page.eb471af0-9b41-46e0-a5a7-755b1bea9b3c. Also called Application ID. Found on the overview page.avp8Q~FF23wj3G.... Only visible at creation time — copy it immediately.Step 2: Set up the room mailbox in Exchange Online
Each physical meeting room needs an Exchange Online room mailbox. If your rooms are already bookable in Outlook, you likely already have these. Check in the Microsoft 365 Admin Center under Resources → Rooms & equipment.
Creating a new room mailbox
Go to admin.microsoft.com → Resources → Rooms & equipment → Add resource.
Type: Room. Name: the room name as it should appear in Outlook (e.g. Nansen). Email address: this becomes the room email you'll enter in the tablet (e.g. nansen@yourcompany.com).
The room should automatically accept bookings. In the Exchange Admin Center, find the room mailbox, open Calendar settings, and enable Auto-accept booking requests.
The room email (e.g. nansen@yourcompany.onmicrosoft.com) is the key identifier. Enter it exactly when configuring the room in the RoomBadge dashboard.
Step 3: Enter credentials in the RoomBadge dashboard Recommended
Once you have your Tenant ID, Client ID, Client Secret, and Room email, enter them in the RoomBadge dashboard. The tablet receives them automatically at the next refresh — no manual entry on the tablet required.
Go to roombadge.com and log in to your account.
On the Rooms page, each room card has a Konfigurer M365 button. Click it to open the configuration panel.
Enter the Room email, Tenant ID, Client ID, and Client Secret from your Azure App Registration.
Click Test tilkobling — a successful test shows the number of today's bookings. Then click Lagre. The room card badge turns green (M365 tilkoblet).
After saving in the dashboard, the tablet will use the new credentials on its next status refresh (within 30 seconds). You do not need to open Settings on the tablet.
As an alternative, you can enter Microsoft 365 credentials directly in the tablet's Settings screen (see Settings Screen). Both methods work. The dashboard is recommended for multi-room deployments because you manage all rooms from one place without touching each tablet.
Tablet Setup
Complete setup checklist
From a fresh install to a fully working room display — follow these steps in order.
Install the APK on the Android tablet. You can sideload the APK or deploy it via MDM (see Enterprise Deployment).
On first launch you'll see the activation screen. Type your license key (RB-XXXXX-XXXXX-XXXXX), enter a device name (e.g. Nansen-tablet), and tap Activate. The app validates the key with the RoomBadge server. On success you land on the main display — it will show NOT CONFIGURED until step 4 is done.
There is no visible settings button. To open the Settings screen, tap the room name in the top-left corner three times quickly. Settings opens immediately.
This hidden gesture keeps the settings inaccessible to guests while still being easy for administrators to find.
Option A (recommended): Configure credentials in the RoomBadge dashboard (see Configure via Dashboard). The tablet picks them up automatically — no Settings entry needed.
Option B (manual): Open Settings on the tablet (triple-tap the room name), fill in Tenant ID, Client ID, Client Secret, and Room email, tap Test tilkobling, then tap Lagre.
The display now shows the live calendar status from Exchange Online: LEDIG (available) or OPPTATT (occupied).
There is no settings icon or button on the main screen. Tap the room name three times quickly (top-left corner) to open Settings. If nothing happens, tap faster — it needs to be three taps within about one second.
Settings screen reference
Open Settings at any time by triple-tapping the room name in the top-left corner of the main display.
Settings fields
| Field | Description |
|---|---|
| Room name | Display name shown on the tablet (e.g. Nansen) |
| Capacity | Number of people the room holds (e.g. 8) |
| License key | Your RB-XXXXX-XXXXX-XXXXX license key |
| Device name | An identifier for this physical tablet |
| Tenant ID | Your Microsoft 365 Directory (tenant) ID |
| Client ID | The Application ID from your Azure App Registration |
| Client Secret | The secret value you created in Azure |
| Room email | The Exchange Online room mailbox address |
After filling in all fields, tap Test connection to verify the Microsoft 365 credentials, then tap Save.
Always test the connection before saving. A successful test confirms that the Tenant ID, Client ID, Client Secret, and Room email are all correct.
Reading the Display
The tablet shows the room's current status at a glance from several metres away.
| What you see | Meaning |
|---|---|
| LEDIG (green) | The room is free right now. You can walk in or book it using the buttons at the bottom. |
| OPPTATT (red) | The room is currently booked. The display shows the meeting title, organiser, and how long until the room is free. |
| IKKE KONFIGURERT (amber) | The tablet has not been connected to Microsoft 365 yet. An administrator needs to configure the room in the dashboard or open Settings on the tablet. |
Right panel: Today's bookings
The right side of the screen shows all bookings for the current day, so you can see at a glance when the room will next be available.
Booking a Room
When the room is AVAILABLE, three booking buttons appear at the bottom of the screen.
| Button | Duration |
|---|---|
| Book 15 min | Blocks the room for 15 minutes from now |
| Book 30 min | Blocks the room for 30 minutes from now |
| Book 1 hour | Blocks the room for 60 minutes from now |
Tap any button to instantly create a booking. The event appears in Outlook immediately and the display switches to OCCUPIED.
Anyone can book a room directly from the tablet — no Outlook or Microsoft account required. The booking is created on behalf of the room itself.
Ending a Meeting Early
If your meeting finishes ahead of schedule, tap End meeting early on the tablet. This sets the meeting's end time to now in Exchange Online, freeing the room immediately for others.
The original meeting entry is kept in the calendar — it is shortened, not deleted. The organiser retains the record of the meeting.
Managing Licenses
Each license in your RoomBadge account corresponds to one physical room. Manage your licenses from the RoomBadge dashboard at roombadge.com.
Adding a new room
- Log in to your RoomBadge account
- Go to Licenses → Add room
- Purchase an additional license
- A new license key is generated (format
RB-XXXXX-XXXXX-XXXXX) - Use that key to activate a new tablet (see Activation)
Deactivating a tablet
To move a license to a different tablet (e.g. you replace a broken device), open the Settings screen on the old tablet and tap Deactivate and reset tablet. The license is freed and can be activated on the new tablet.
On the free plan, a license can only be activated on one device at a time. Deactivate the old device first before activating the new one.
Enterprise Deployment (MDM)
If your organisation uses a Mobile Device Management (MDM) solution, you can push the RoomBadge app silently to all your tablets without manual installation.
Microsoft Intune: LOB app upload
This is the fastest path for organisations already using Microsoft Intune.
Download the latest signed RoomBadge APK from your account or from the download link provided when you subscribed.
Go to endpoint.microsoft.com → Apps → Android → Add.
Choose Line-of-business app and upload the .apk file.
Fill in the app details, then assign the app to the device group containing your room tablets. Set the assignment type to Required for silent, automatic installation.
Other MDM solutions
The process is similar for VMware Workspace ONE, SOTI MobiControl, and other Android MDM solutions — upload the APK as a private/enterprise app and assign it to a device group. Consult your MDM vendor's documentation for the specific steps.
Distributing through Managed Google Play (recommended for automatic updates) is on the RoomBadge roadmap. Contact us if this is a requirement for your organisation.
Supported Hardware
Tablets
RoomBadge runs on any Android tablet with Android 5.0 (API 21) or higher. Recommended specifications:
| Spec | Minimum | Recommended |
|---|---|---|
| Android version | 5.0 (API 21) | 8.0+ (API 26+) |
| Screen size | 7 inch | 10 inch |
| Orientation | Landscape | Landscape, fixed |
| RAM | 1 GB | 2 GB+ |
| Storage | 100 MB free | — |
Philips Professional Display 10BDL series
RoomBadge has built-in support for the Philips Professional Display 10BDL series of meeting room tablets. On these devices, RoomBadge automatically controls the LED indicator on the tablet bezel:
- Green LED — room is available
- Red LED — room is occupied
This feature is detected automatically. On non-Philips tablets it is silently disabled — no configuration needed.
Mounting
Mount the tablet in landscape orientation on the wall beside the meeting room door, at approximately eye level (1.4–1.6 m). Ensure continuous power via USB — screen-off timers should be disabled for a room display.
Troubleshooting
Display shows IKKE KONFIGURERT
The tablet does not have Microsoft 365 credentials. Fix it in one of two ways:
- Dashboard (recommended): Log in at roombadge.com, find the room, click Konfigurer M365, fill in the four fields, test, and save. The tablet picks up the credentials automatically.
- Settings screen: Triple-tap the room name on the tablet to open Settings. Fill in Tenant ID, Client ID, Client Secret, and Room email, then tap Test tilkobling to verify before saving.
Test connection fails
Check the following in order:
- Room email — must be the full Exchange mailbox address (e.g.
nansen@yourcompany.com), not a display name - Client Secret — secrets expire. Generate a new one in Azure if yours has expired
- API permission — confirm that
Calendars.ReadWriteis granted with admin consent in the Azure portal - Tenant ID / Client ID — copy directly from the Azure App Registration overview page to avoid typos
Room not showing in Outlook room finder
This is a Microsoft Places store propagation issue, not a RoomBadge problem. Exchange Online can take several days (sometimes weeks on new Plan 1 tenants) to surface rooms in the Outlook room finder after initial configuration. The room is still bookable directly — search for its email address in the Outlook To field.
The Exchange Online Places store delay affects new tenants particularly on Plan 1. This resolves on its own over time. Do not repeatedly re-configure the room; it will not speed up propagation.
Booking fails from the tablet
- Verify the
Calendars.ReadWritepermission has admin consent in Azure - Check that the Client Secret has not expired
- Try Test connection in Settings — if it fails, fix the connection first
Display shows "No active license"
The license key entered is not active, or has not been activated yet. Go through the activation process with a valid license key from your RoomBadge account. Alternatively, tap Tap for temporary access to enter a 5-minute evaluation mode while you sort out the license.
App crashes on launch
This is most commonly caused by the tablet's Android version being below 5.0, or insufficient storage. Check that the tablet meets the minimum requirements.
Still stuck?
Contact us at support@roombadge.com with a description of the issue and the Device ID (visible in Settings).