Set up sensor automation for meeting rooms (for admins)

GOGET's sensor automation system uses occupancy data from the GOGET Workspace Occupancy Sensor to support several booking-related scenarios, including:

• Automatically creating a booking when someone enters an available room (Auto-book).
• Automatically checking in a meeting when occupancy is detected (Auto check-in).
• Automatically releasing rooms that are reserved but no longer occupied (Room release).

This helps improve room utilization, reduce ghost meetings, and provide more accurate room availability and workspace utilization data across the organization.

From a deployment perspective, the sensors are compact, battery-powered wireless devices with an expected battery life of up to five years. They can be mounted almost anywhere in the room and connect directly to GOGET One devices, eliminating the need for gateways or other complex sensor infrastructure.

Applies to: Room Display X with GOGET One and GOGET Workspace Occupancy Sensor

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
• How Sensor Automation Works
• Monitoring Sensor Status
• Mount the sensor
• Troubleshooting
• Best Practices

Before You Begin

Make sure the following requirements are met:

• The room has a Business plan or higher.
• Sensor Automation has been activated for your organization by GOGET.
  • Once activated, the Sensor Automation settings become available under "Reservation Settings" in the room's "Display Settings".
• A GOGET Workspace Occupancy Sensor (PIR), item number G101-003, is available
• The room uses one of the following:
  • GOGET One 2nd Gen
  • GOGET One 1st Gen with firmware version 1.09 or later

Recommended Rollout Strategy

For larger organizations, we recommend:

1. Start with a pilot group of meeting rooms.
2. Monitor room usage and automation behavior for several weeks.
3. Adjust settings based on user feedback and room occupancy patterns.
4. Roll out the configuration to additional rooms once validated.

Step 1: Connect a Motion Sensor with Room Display X

On the GOGET One/Room Display X device:

1. Open the admin settings by pressing the hamburger menu in the top-right corner, then select "Admin".
2. Navigate to "Sensors".
3. Enable Bluetooth if prompted.
4. Enable "Motion Sensor" if it is not already enabled. This setting can also be enabled remotely from the Admin Dashboard under the room's settings.
5. There are two ways to connect a sensor:
   1. Select the PIR sensor you want to assign to the room from the discovery list, or
   2. Add the sensor manually using its MAC address. Select "MAC address", enter the MAC address printed on the sensor label, then press "Save".
6. Confirm that the sensor status changes to "Connected".
7. Connected or previously saved sensors are listed under the "Saved" section. Other discovered sensors are shown under the "Other" list.
8. To disconnect and remove a sensor, press its status/info control, for example "Connected", and select "Forget" in the modal that appears.

Once connected, Room Display X continuously receives occupancy information from the sensor.

You can connect up to three sensors to each room, depending on the room size, layout, and required detection coverage. When multiple sensors are connected, the system combines occupancy data from all sensors and uses the aggregated room occupancy state for automatic booking, check-in, and room release scenarios.

Step 2: Enable Sensor Automation

Sensor automation can be enabled either directly on the GOGET device or remotely from the Dashboard.

To enable from the Dashboard:

1. Open the room configuration in the Workspace Admin.
2. Navigate to "Reservation Settings" in the tab "Display Settings".
3. Enable "Sensor Automation".

When enabled, Room Display X will begin using sensor data to automate booking-related actions.

Step 3: Configure Automation Behavior

Before configuring the automation rules, connect the occupancy sensor to the GOGET One assigned to the room.

1. Log in to the GOGET admin dashboard.
2. Go to "Manage -> Workspaces".
3. Select the room you want to configure.Open "Display Settings".
4. Go to "Reservation Settings" and locate the Sensor Automation settings.
5. Select a preset profile or choose the custom profile to configure the automation settings individually.

Sensor automation uses four parameters to control the reservation logic.

Motion trigger sensitivity

Defines how long motion is analyzed before an automatic action is triggered.

Available settings:

• Instant — approximately 0 seconds
• Responsive — approximately 60 seconds
• Balanced — approximately 120 seconds
• Conservative — approximately 180 seconds

An automated action will not trigger faster than the selected setting.

Auto-release delay

Defines how long the room must remain without detected occupancy before an automatic room release can be triggered.

Available settings:

• Responsive ~5 min
• Balanced ~10 min
• Cautious ~15 min
• Very Cautious ~20 min

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.

Auto-booking duration

Defines the meeting duration when detected motion triggers an automatic booking.

Available settings:

• 15 min
• Max 30 min
• Max 60 min
• Max 2 h

The resulting reservation may be shorter if another reservation is scheduled to start before the selected duration ends.

Sensor automation profiles

You can configure all sensor automation parameters individually by selecting the Custom profile.

GOGET also provides three preset profiles for common room types:

• Drop-In Space (1–4p)
• Focus/Team (4–12p)
• Executive (12+)

Room usage patterns differ between organizations. Try the available profiles and adjust the settings as needed to find the configuration that best matches how each room is used.

Save and apply the configuration

After configuring Sensor Automation, scroll to the bottom of the page and press "Save".

The settings are pushed to the GOGET One when the device is paired and assigned to the room.

How Sensor Automation Works

When sensor automation is enabled:

Automatic Booking of Available Rooms

If a room is available and occupancy is detected, the GOGET system can automatically create a booking using the configured Auto-Booking Duration. The duration may be shorter than the selected booking duration if another meeting follows, but it will never be less than 15 minutes. 

This ensures that ad-hoc room usage is reflected in calendar availability. 

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. Note! Automatic check-in only works from the scheduled meeting start time—not before. For example, if the check-in interval is set from 10 minutes before the meeting starts to 10 minutes after, automatic check-in will only occur from the meeting’s start time until 10 minutes afterward.

If you manually check in during the full interval, the meeting will already be marked as checked in, and automatic check-in won’t intervene. 

Automatic Release of Empty Rooms

If a meeting is scheduled and in progress, but the occupancy sensor does not detect occupancy during the configured Auto-Release Delay period, GOGET automatically releases the room.

The room will be available for new bookings once the separately configured vacancy cool-down period has ended. 

Sensor status

When Sensor Automation is operating normally, a white sensor icon appears in the Room Display X interface.

A red sensor icon indicates that the sensor connection or sensor functionality has a problem.

Important: If a sensor error prevents Sensor Automation from operating correctly, sensor-controlled automation is automatically disabled. Room Display X continues to operate using the normal reservation workflow without sensor automation.

If communication with a sensor is interrupted, the system automatically attempts to reconnect to sensors saved for the room and device.

Monitoring Sensor Status and Dashboard Telemetry

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.

Mount the sensor

The GOGET Workspace Occupancy Sensor is active when delivered and can be mounted using either the supplied adhesive pad or screws.

For best occupancy detection, choose a location with a clear, unobstructed detection area.

Choose the mounting position

The sensor can be mounted on a wall, in a corner, or on the ceiling.

GOGET generally recommends:

• Wall or corner mounting for reliable room coverage.
• Ceiling mounting when appropriate for the room layout, potentially in combination with additional sensors for larger rooms.
• A mounting height of approximately 2.5 meters.

Make sure that furniture, screens, light fixtures, walls, or other objects do not block the sensor's detection area.

Mounting diagrams – expand to view the illustrations

Mount using the adhesive pad

1. Remove the protective film from the supplied adhesive pad.
2. Position the sensor in the selected mounting location.
3. Press and hold the sensor firmly against the surface for a few seconds to ensure that the adhesive bonds properly.

Tip: If the protective film is difficult to remove, detach the entire adhesive pad from the back of the sensor first. Remove the protective film, reinstall the pad on the sensor, and then attach the sensor in the intended location.

Mount using screws

The sensor holder can also be mounted using screws that fit the recessed mounting points. Screws are not included.

1. Remove the sensor from the holder:
   • Press both flexible tabs at the top of the holder at the same time.
   • Carefully slide the sensor out of the holder.
2. Mount the holder using suitable screws.
3. Reinstall the sensor:
   • Press both flexible tabs at the same time.
   • Slide the sensor into the holder until it clicks into place.

Install the security bracket

If additional physical security is required, insert the security bracket and secure it using the supplied locking screw.

The security bracket is optional and is not required for most installations.

Troubleshooting sensor automation

If the sensor icon is red, check the following:

1. Check the sensor connection.
   • The sensor may have disconnected temporarily or permanently.
2. Check the sensor battery.
   • A depleted battery prevents the sensor from communicating with GOGET One.
   • The Workspace Occupancy Sensor has a battery life of up to approximately five years under normal conditions.
3. Check Bluetooth on GOGET One.
   • Bluetooth must be enabled for the device to communicate with the occupancy sensor.
4. Check the distance between the sensor and GOGET One.
   • Typical Bluetooth range is approximately 20–50 meters indoors.
   • Walls, building materials, and other environmental conditions can reduce the effective range.

When the connection is restored, GOGET One automatically attempts to reconnect to the sensor saved for the room.

Sensor Not Found During Scan

Verify that:

• Bluetooth is enabled.
• The sensor battery is installed and functional.
• The sensor is within range of the GOGET device.

If necessary, try adding the sensor manually by entering its MAC address. 

Sensor Shows Disconnected

Verify that:

• The sensor has power.
• The GOGET device has network connectivity.
• Bluetooth is enabled on the device.
• Verify that the sensor is within range of the GOGET device.

If necessary, turn Motion Sensor off/on or 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

Decrease the "Motion Trigger Sensitivity" setting to "Conservative".

This requires more sustained occupancy before a booking is created.

Automatic Bookings Occur Too Slowly

Increase the "Motion Trigger Sensitivity" setting to "Instant".
This requires less sustained occupancy before a booking is created.

Check the sensor’s placement to ensure that it is unobstructed and located within a maximum distance of 5 meters from the sensor. Consider positioning the sensor in a corner or mounting it on a wall 2–3 meters above the floor to provide optimal detection coverage.
For larger rooms, consider installing a total of two or three sensors to improve occupancy detection.

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.
• Review sensor placement to ensure there are no obstructions, taking into account the sensors’ 120-degree detection angle and maximum detection range of 5 meters. 
• Consider installing up to three sensors per room to improve accuracy. 

Properly configured sensor automation can significantly improve room availability accuracy and reduce unused reserved meeting space across the organization.