APR Nameplate
Meeting Room Booking & Occupancy Experience
Overview
APR Nameplate is a tablet-based meeting room booking application installed outside conference and Audio Privacy Rooms
The Problem
Employees frequently experienced:
Uncertainty about whether a room was actually in use
“Ghost meetings” (reserved but unused rooms)
Interruptions due to unclear occupancy
No quick way to check in or release a room
There was a need for a high-visibility, self-service interface that minimized friction and improved space utilization.
Research Insights
From usability observation and workplace behavior patterns:
Users decide whether to enter a room in 3–5 seconds
Color cues are processed faster than text
Users want transparency: Who booked the room? Until when?
Auto check-out reduces unused reservations
It provides:
Real-time room status (Available / Occupied)
Walk-up check-in and check-out
QR-based mobile booking
Visibility into who reserved the room
Auto check-out timing
I designed the complete UI mockups for both Available and Occupied states, focusing on clarity, speed, and minimal interaction friction.
Design Solution
Green header
Minimal information
Primary CTA: Check In Now
Large QR code for remote booking
Available State
Occupied State
Yellow header for Occupied
Displays:
Person’s name
Role / Department
Presence status (e.g., WebEx meeting)
Check-in time
Auto check-out time
CTA shifts to: Check Out Now
User Scenarios
Approaches room
Sees "OCCUPIED" in yellow
Reads occupant name and time
Determines availability window
Returns later or books via QR
Scenario 1: Walk-Up User (Room Occupied)
Scenario 2: Meeting Ends Early
Host taps “Check Out Now”
Room status changes to Available
Next user can immediately check in
Result: Improved room turnover.
Scenario 3: No-Show
User does not check in
System auto releases at scheduled time
Room becomes available
Result: Reduced ghost meetings.
Impact and Final Outcome
Impact
Final Outcome
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Improved workspace efficiency
Reduced booking conflicts
Increased room utilization
Faster walk-up booking
Better transparency across teams
Improved workspace efficiency