Vision Freespace Room Booking Tablet


>Mounts on wall outside
> Shows bookings coming up for that day
> Allows booking directly on device
> One device serves one room or a cluster of rooms
> Measures real occupancy



Vision Freespace is a wall-AVA2015_FINALIST_web_SMALLmounting tablet which comes ready to work with your existing Exchange Server setup right out of the box. No
licenses. No server software. No limitations. No complexity. Just one simple hardware product which comes pre-loaded with very clever software. Put one outside each meeting room and eliminate double-booking and confusion.

Exchange Server
Freespace works with Microsoft Exchange Server onsite server and Office 365 hosted server configurations. It simply reads and writes calendar information from the server – no special setup is necessary. No special software needs to be loaded onto the server. Note: Freespace only works with Exchange Server.

9″ Screen
Freespace is built on a stripped-down Android tablet platform and comes with software which auto-runs. The device is 8 mm thick and has a 9″ (225 mm) screen which shows the detail in a clean, uncluttered interface.

Wall Mount
The secure wall mount is included. It is fast to fix and hides the 2 metre long USB power cable.

Occupancy Data
Freespace logs nearby Bluetooth devices in the background. It logs the proximity (signal strength), type of device, MAC address, and the length of time it was nearby. With this anonymous data facility managers can build an indicative report to show how many people were in the room and for how long. This XML report is e-mailed once a week to a user-definable e-mail address. Users can cross-reference the MAC addresses to the wifi user report for further analysis.

Book Now
A BOOK NOW button will show if the space is unreserved and there is no bookings occurring within the next fifteen minutes.

No-Show Auto-Cancel Option
An optional START button will appear fifteen minutes before a meeting is due to start – as long as there is no meeting currently in progress. If the START button is not pressed within 15 minutes of the start time it will disappear, and either the booking stays on the server, or it is automatically cancelled freeing up the room – depending on what the administrator chooses.


VFS home notationBookings List
Scroll though a list of current or future meetings for that day. The subject, organiser, and attendees are displayed (not the description… that might be confidential).

You can see the list of reservations for any room  – not just the room the Freespace is physically outside of – by selecting OTHER ROOMS.

Image Gallery
A 360 x 270 pixel area displays images such as company logos, special offers, emergency exit information, or room photos. Freespace can display up to five images which it grabs from user-defined urls, meaning you can easily deploy updated images centrally. Images change at a preset interval or users can manually swipe through them.

Room Groups
When setting up Exchange rooms are grouped into logical clusters. For example and Groups can also be used to control permissions to meeting spaces reserved for senior staff.


Room List
Clicking OTHER ROOMS at the top-right shows a list of other rooms nearby. Green and red icons make it easy to spot a space which is available for an instant meeting – and you can book it right where you are before setting off to the room.

Use normal Exchange Server permissions to restrict access rooms – for example preventing the executive boardroom being reserved by accident.

Auto Update
The device automatically updates the Freespace app when updates become available. Freespace checks for updates once a day. Note: update file size: ~7MB

Freespace needs to be online to show booking information. It connects via wifi.


Most of the setup takes place on the Exchange Server using Microsoft’s  existing meeting resource framework. On Freespace it’s as simple as…

[price_table columns=”4″]
[price_column featured=”true” title=”Step 1″]

  • [price_tag value=”ON” period=”Turn it on”/]
  • Press button on side

[price_column title=”Step 2″]

  • [price_tag value=”WIFI” period=”Connect to Wifi” /]
  • User is prompted to select wifi then enter password

[price_column title=”Step 3″]

  • [price_tag value=”LOGIN” period=”Enter Details” /]
  • Enter user e-mail and password (created in Exchange)

[price_column title=”Step 4″]

  • [price_tag value=”ROOM” period=”Choose room to view” /]
  • Select from list or enter room details manually


Exchange Server Setup


1/ Create User
Create a new user account for the Freespace devices to log into e.g. This can be an existing user’s account as long as they have permissions to read and write meetings, but best practice is to create a new user. The same user can be used for all Freespace devices but if the administrator wants to restrict permissions they can create a specific user with special permissions e.g.

2/ Create Rooms
Rooms (resources) should be setup in the normal way in Exchange. Allocate read and write permissions to the user/s you created in step 1.

3/ Groups of Rooms
Freespace is optimised to use Exchange’s native room setup structure called ‘Room Lists’. The Room List feature needs to be turned on manually in the PowerShell by a command prompt, but it may not be possible to activate it. Depending on how the groups are setup on the server, on Freespace choose one of three options:

  1. Room Lists – The rooms in the selected list (e.g. New York rooms) automatically show on the room list screen on the device with no manual entry. Just select the correct list.
  2. Distribution Lists  – If Room List is not available then it is simple to make a distribution list even if you use a hosted server, and distribution lists also allow grouping.
  3. Room Filter – If neither of the above options are available room names can be manually entered. For example enter “UK” and it filters on all the rooms with that in their name. This method will only support up to 100 rooms. A user with a smaller number of rooms might prefer this option.

You’re an end user in the UK? Click here to buy



TABLET DIMENSIONS: 239 x 137 x 8 mm / 9.4″ x 5.4″ x 0.3″  (length x width x height)

PACKAGED DIMENSIONS: 300 x 182 x 60 mm / 11.81″ x 7.17″ x 2.36″

PRODUCT WEIGHT: 500 g / 1.1 lbs

PACKAGED WEIGHT: 850 g / 1.87 lbs



Processor: Cortex A7 Dual Core 1.2GHz
RAM: 512MB
Storage: 8GB
Screen: TFT Capacitive Touch 800 x 480 pixels
Viewing Angle: 150°
Wifi: 802.11 b/g/n
OS: Andriod 4.2.2
Slots: MicroSD slot, SIM card slot

POWER SUPPLY: 100-240v AC 50/60Hz 5 volt / 2 amp. USB-A socket.
Transformer integrated into plug. Includes interchangeable plugs: UK/EU/US/AU. Transformer dimensions: 64 x 41 x 33 mm / 2.52″ x 1.61″ x 1.3″

1 x Thin USB-A to micro-USB-B cable 2 m /  6.6 ft for PSU
1 x Wall Mount

WARRANTY: 3-year return to base