Motion sensors can be connected to Room Display X to automate meeting room management based on room occupancy.
When enabled, Room Display X can use motion detection to:
- Automatically check in participants when a meeting starts.
- Automatically release rooms that are reserved but no longer occupied.
- Automatically create bookings when someone enters an available room.
This helps improve room utilization, reduce ghost meetings, and make meeting room availability more accurate across the organization.
This article covers:
- Before You Begin
- Step 1: Pair a Motion Sensor with Room Display X
- Step 2: Enable Sensor Automation
- Step 3: Configure Automation Behavior
- Recommended Configurations by Room Type
- How Sensor Automation Works
- Monitoring Sensor Status
- Troubleshooting
- Best Practices
Before You Begin
Before implementing motion sensors, ensure that:
- Your Room Display X devices support sensor functionality.
- Bluetooth is enabled on the Room Display X device.
- Motion sensors have been installed in the meeting rooms.
- The Room Display X device is connected to your GoGet environment.
- You have Administrator access to the Dashboard.
- You have contacted GOGET sales to get the Sensor feature activated.
Recommended Rollout Strategy
For larger organizations, we recommend:
- Start with a pilot group of meeting rooms.
- Monitor room usage and automation behavior for several weeks.
- Adjust settings based on user feedback and room occupancy patterns.
- Roll out the configuration to additional rooms once validated.
Step 1: Pair a Motion Sensor with Room Display X
On the Room Display X device:
- Open admin settings by pressing the hamburger menu in the top right and then "Admin".
- Navigate to "Sensors".
- Enable Bluetooth if prompted.
- Select "Scan for Sensors".
- Choose the motion sensor installed in the room.
- Confirm that the sensor shows as "Connected".
Once connected, Room Display X continuously receives occupancy information from the sensor.
Step 2: Enable Sensor Automation
Sensor automation can be enabled either directly on the Room Display X device or remotely from the Dashboard.
To enable from the Dashboard:
- Open the room configuration in the Workspace Admin.
- Navigate to "Reservation Settings" in the tab "Display Settings".
- Enable "Sensor Automation".
When enabled, Room Display X will begin using sensor data to automate booking-related actions.
Step 3: Configure Automation Behavior
The following settings determine how occupancy data affects room bookings.
Motion Trigger Sensitivity
This setting determines how much motion must be detected before the system considers the room occupied.
Responsive
- Detects occupancy quickly.
- Recommended for small meeting rooms and focus rooms.
Balanced
- General-purpose setting.
- Recommended for most meeting rooms.
Conservative
- Requires more consistent motion before acting.
- Recommended for larger rooms where occasional movement should not trigger bookings.
Recommended default: Balanced
Auto-Release Delay
This setting determines how long a room must remain inactive before an active meeting is automatically ended.
Responsive
Approximately 5 minutes of inactivity.
Balanced
Approximately 10 minutes of inactivity.
Cautious
Approximately 15 minutes of inactivity.
Very Cautious
Approximately 20 minutes of inactivity.
Recommended default: Cautious
This setting helps prevent rooms from remaining reserved after participants have left.
Vacancy Cool-Down
After a room has been automatically released, a cool-down period prevents immediate re-booking by automation.
Available options:
- 5 minutes
- 10 minutes
- 15 minutes
This prevents repeated booking and release cycles caused by temporary movement near the room.
Recommended default: 5 minutes
Auto-Booking Duration
When a room is available and occupancy is detected, Room Display X can automatically create a booking.
Available options:
- 15 minutes
- Maximum 30 minutes
- Maximum 60 minutes
- Maximum 2 hours
If another meeting is scheduled soon, Room Display X automatically shortens the booking to fit the available time.
Recommended default: Maximum 30 minutes
Recommended Configurations by Room Type
Focus Rooms
Recommended settings:
- Motion Trigger Sensitivity: Responsive
- Auto-Release Delay: Balanced
- Vacancy Cool-Down: 5 minutes
- Auto-Booking Duration: 30 minutes
These rooms typically have frequent occupancy changes and benefit from faster automation.
Standard Meeting Rooms
Recommended settings:
- Motion Trigger Sensitivity: Balanced
- Auto-Release Delay: Cautious
- Vacancy Cool-Down: 5 minutes
- Auto-Booking Duration: 60 minutes
This configuration provides a balance between responsiveness and stability.
Large Conference Rooms
Recommended settings:
- Motion Trigger Sensitivity: Conservative
- Auto-Release Delay: Very Cautious
- Vacancy Cool-Down: 10 minutes
- Auto-Booking Duration: 60 minutes
This reduces the risk of meetings being released while participants remain present but relatively inactive.
How Sensor Automation Works
When sensor automation is enabled:
Automatic Check-In
If a meeting requires check-in and occupancy is detected during the check-in period, Room Display X automatically checks participants into the meeting.
This reduces the need for manual interaction with the display.
Automatic Release of Empty Rooms
If a meeting is in progress but the room remains unoccupied for the configured Auto-Release Delay period, Room Display X automatically releases the room.
The room becomes available for new bookings.
Automatic Booking of Available Rooms
If a room is available and occupancy is detected, Room Display X can automatically create a booking using the configured Auto-Booking Duration.
This ensures that ad-hoc room usage is reflected in calendar availability.
Monitoring Sensor Status
Administrators can verify sensor health from:
- Room Display X device settings
- Dashboard device management views
Available information includes:
- Sensor connection status
- Bluetooth status
- Battery status
- Most recent motion detection
- Device connectivity information
Regular monitoring is recommended as part of device maintenance procedures.
Troubleshooting
Sensor Not Found During Scan
Verify that:
- Bluetooth is enabled.
- The sensor battery is installed and functional.
- The sensor is within range of the Room Display X device.
Sensor Shows Disconnected
Verify that:
- The sensor has power.
- The Room Display X device has network connectivity.
- Bluetooth is enabled on the device.
If necessary, re-scan and reconnect the sensor.
Rooms Are Released Too Quickly
Increase the "Auto-Release Delay" setting.
For large rooms, consider using "Very Cautious" mode.
Automatic Bookings Occur Too Easily
Increase the "Motion Trigger Sensitivity" setting to "Conservative".
This requires more sustained occupancy before a booking is created.
Best Practices
- Begin with the recommended default settings.
- Pilot the solution in a small number of rooms before large-scale deployment.
- Use different automation profiles for different room types.
- Monitor room utilization after deployment and adjust settings based on real-world usage.
- Periodically review sensor battery levels and connectivity status.
Properly configured sensor automation can significantly improve room availability accuracy and reduce unused reserved meeting space across the organization.