Booking for Outlook

What IAdea Booking for Outlook does at the door

IAdea Booking for Outlook is room booking software for IAdea room panels. It links the Exchange calendar your staff already use to the screen outside each meeting room, so the room schedule is visible exactly where people need it. Someone arriving at a door can check whether the room is free, reserve a 30-minute slot, or extend the meeting already under way, all from the panel.

Because the panel is the booking terminal, nobody has to open a laptop, search for a conference room or install an app to make a reservation. For organisations with many small rooms, this reduces the common problem of rooms being booked in one calendar and used by someone else.

Standard and Premium tiers side by side

Both tiers show booking information on screen, including meeting name, time and duration. Both also use an LED status light that reflects the meeting status, and offer a timeline view of today's agenda. The difference lies in control and branding.

• Standard: room information on screen, an LED status light and a timeline agenda view.
• Premium (license required): everything in Standard, plus on-site booking, extension and cancellation, tailored space management settings, Unified Setting for multi-panel configuration, and corporate branding with your logo and background.

Choose the tier room by room. A small meeting room with simple scheduling needs may suit Standard, while a boardroom or a shared floor managed by facilities staff usually justifies Premium.

Teams and Zoom meetings on the same screen

Where Outlook serves as the backend calendar, Microsoft Teams and Zoom meetings are shown on the panel alongside standard Outlook bookings. This matters in Qatar, where a meeting room in Doha often hosts discussions with colleagues in Europe, Asia or elsewhere in the region. Staff see the room and its online meetings in one place rather than switching between tools. Confirm your Outlook and Exchange setup during the quotation stage so the panels are configured to match.

Where it fits in Qatar

A government ministry office in Msheireb with boardrooms across several floors can use Premium so administrators decide whether staff may book or cancel on-site, while the Outlook calendar remains the single record. A private school in Al Sadd fitting out classrooms and meeting rooms can use Unified Setting to push one configuration to every panel in the building, keeping branding and rules consistent. A hotel in West Bay with conference rooms on several levels can let event teams extend a session from the door without calling the front desk.

Planning your deployment

Start with a free site survey. SmartRooms Qatar will check where each panel will sit beside its meeting room, how it will be powered and networked, and which Exchange and Outlook environment will serve as the calendar backend. Map each room to a tier and list which rooms need Premium features, then send that list with your quotation request. Quotations are usually issued within one working day. Organisations ordering for several rooms can raise a purchase order (LPO) or respond to a government tender, and pay by bank transfer, cheque or purchase order. Products are covered by the manufacturer's warranty.

Ready to plan your rooms? Request a quote from SmartRooms Qatar and tell us how many rooms you need and which tier each one requires.