Automated Meeting Room Occupancy Solutions
Solution Brief
Part 1: Non-Bookable Spaces
Occulights – out of the box solution for non-bookable spaces.
In today’s fast-paced work environments, efficient use of shared resources like meeting rooms is critical. Employees need quick access to available spaces, teams need uninterrupted focus time, and organisations must ensure that their workspace is utilised effectively and sustainably. Occulights addresses all of these needs with an out-of-the-box room occupancy solution.
With the rise of flexible desking models, and more frequent one-to-one digital meetings, the need for non-bookable drop-in rooms, focus rooms and quiet spaces is increasing. Booking panels are still commonly used for bookable spaces but non-bookable spaces don't have these, so no visual indication of room availability exists. This is where Occulights comes in. Reduce interruptions and protect employee focus time, with smart occupancy lights for your non-bookable spaces.
At the core of our system is a smart occupancy sensor, placed inside meeting rooms, that detects room usage and automatically triggers an occupancy light mounted outside of the room. A green light signals that a room is available, and a red light indicates a room is occupied. Employees gain instant clarity on room status, reducing time wasted searching for space and preventing disruptive interruptions.
Part 2: Bookable Spaces
Smarter Meeting Rooms with Auto-Booking & Ghost Meeting Elimination
Occulights is evolving their existing solution and contributing to workplace efficiency with its latest innovation: seamless integration with Microsoft 365. This advancement introduces two powerful features - Ghost Meeting Release and Auto-Booking - designed to maximise room utilisation and eliminate common scheduling frustrations.
Ghost Meetings Drain Productivity and Resources
Ghost meetings - room reservations where no one shows up - are a common issue in modern offices. Studies reveal that up to 30% of meeting room bookings are ghost meetings, leading to bad space utilisation, increased real estate costs, negative sustainability impacts and employee frustration. Employees often spend up to 20 minutes daily searching for available rooms, leading to productivity loss.
Occulights introduces dynamic meeting room usage
Our solution detects when people are inside a room, making bookings and releasing bookings based on room presence, without the need to manually check in or out.
Ghost Meeting Release
It's all about optimal space utilisation. Our system detects when a booked meeting room remains unoccupied and automatically releases it, making the space available for others. This real-time adjustment ensures optimal utilisation of meeting spaces and reduces scheduling conflicts.
Auto-Booking
When someone occupies a room without a prior reservation, the Occulights Sensor detect the presence and automatically create a booking in Microsoft 365, and updates the occupancy light outside of the room, or any other Microsoft calendar integrated booking panel. This feature simplifies the booking process, allowing for spontaneous meetings without administrative hassle, or any manual action by the room user.
Seamless Integration with Microsoft 365
Occulights integrates effortlessly with Microsoft 365, ensuring that room panels are updated in real-time across all scheduling panels that are Teams driven. Whether using Outlook or Teams, employees receive accurate information about room availability, enhancing coordination and reducing scheduling errors.
Data on room usage
The sensor detects and gathers data on room usage, and promotes data driven decisions regarding your workspace. That data can be visualised in the Occulights cloud platform or can be extracted into Power BI or other 3rd party workplace applications, through open API.
Benefits of Occulights
- Increased Room Availability: By eliminating ghost meetings and enabling auto booking, conflict is mitigated resulting in rooms that are more accessible.
- Enhanced Productivity: Employees spend less time searching for available spaces, focusing more on their tasks. Our room Occupancy lights protect employee focus time, by reducing interruptions.
- Cost Savings: Optimised room usage can lead to reductions in real estate and operational expenses.
- Data-Driven Decisions: Analytics provide insights into room utilisation patterns, informing better space management strategies.
Please contact me to organise a demo
Contact Alto Technologies for more information
Phone: 01635 946051
Email: info@altotechnologies.co.uk