Freespace Room Calendar Display System


VFS2> Puts meeting room calendar on a display outside meeting room
> Logs into your existing calendar system (Outlook, Google Apps, etc)
> Two hardware options: 10.1″ tablet or dongle to show content on bigger display




“HEY! We booked this room!”

Simplify room reservations and eliminate double-booking confusion. Put Freespace outside each meeting room to show who has reserved the room and when.

“I need a meeting room – FAST!”

Walk up to any Freespace tablet in your building. Find a free room. Book it. Walk to it.

How does it work?

[blockquote align=”right”]Freespace works natively with your existing system.

No special software.
No licenses.
No complexity.
No limitations.[/blockquote]

Reserve meeting rooms and spaces in your e-mail client calendar – whether it is Outlook 365, Zimbra, Google Apps – any app based calendar. Freespace logs securely into your system and shows all booking relating to a given room, so users know when that room is in use and when it will become available.

One or Many
Use one device to serve a cluster of rooms, or one per room. Select “other rooms” to view other room calendars. After viewing other rooms the interface will revert back to the default room calendar (if you have set a default room).

Extend, End, Book
Freespace can end, extend, and create new reservations. Setup is as simple as creating a e-mail user account for Freespace to logon with and assigning read and write permissions.

No-Show Auto-Cancel
A start button will appear before a meeting is due to start. If the button is not pressed within a user-defined time after the start time the booking can be automatically cancelled. You can choose for the booking to stay on the server or be deleted.

Hide Buttons
In settings the user can choose to deactivate some or all of the buttons – other rooms, start, extend, end, and start. Freespace automatically hides them on the dongle but you can reactivate them if you choose.

Use server permissions to limit which room calendars a Freespace device can read and write to.

Occupancy Report
If you choose use Bluetooth to log nearby devices so that facility managers can create an indicative occupancy report. Freespace captures proximity of nearby devices and the length of time they were nearby.

Advanced Exchange Features
Outlook Exchange allows rooms (resources) to be grouped into clusters in various ways. Freespace supports:

  1. Room Lists – (activate in PowerShell with command prompt) The rooms in the selected list (e.g. New York rooms) show on Freespace with no manual entry.
  2. Distribution Lists – Ideal if you use a hosted server.
  3. Room Name Filter – Filters on all the rooms with defined characters in their name e.g. “new york” (supports up to 100 rooms).


Freespace is an advanced android app which comes pre-loaded on two proven hardware options. It can only be used on Freespace hardware.

Freespace V1 depended on the device wifi which sometimes dropped out, so our V2 hardware has Ethernet ports to ensure data is uninterrupted.

V2 has caching to make sure if connectivity is interrupted Freespace still displays information.

Regular Updates
The app-based approach allows fast updates release. New versions (11MB) can be pushed out overnight without manual intervention. A version log allows users to roll back to previous versions.


The meetings are presented as familiar grid. The subject, organiser, attendees, and detail are displayed in a pop-up window when you touch a booking.

Calendar Grid
By default five days are displayed. Change the number of days and start time in settings.

Swipe and Pinch
Scroll up and down, or swipe on the calendar to go forward or backwards, or pinch to zoom. You can also swipe through the image gallery.

Customise with Images
A large area of the screen is for your company logos, special offers, way-finding maps, emergency exit map, or room photos. Freespace displays up to five images which it grabs from user-defined urls, so you can easily deploy updated images centrally. Images cycle at a user-defined speed.

Landscape or Portrait
It can display in portrait or landscape mode (tablet only).

A optional weather icon warns delegates what to expect outside.


> Android tablet with Intel Atom processor and 10.1″ 1920 x 1200 IPS screen
> 100% secure bracket, hidden behind
> Ethernet and power via USB

This premium tablet comes with a wall bracket and an Ethernet adaptor for uninterrupted connectivity.

Tablet Specifications

VFS2_tabletPRODUCT DIMENSIONS: 257 x 171 x 9.9 mm / 10.12″ x 6.7″ x 0.39″ (length x width x height)

PACKAGED DIMENSIONS:  x x mm / .” x .” x .”

PRODUCT WEIGHT: 520 g / 1.1 lbs


CONSTRUCTION MATERIAL: Plastic with black glass cover


Processor: Intel Atom Cherry Trail T3 x5-Z8300 64-bit (2M Cache, up to 1.84 GHz) note: as used in Microsoft Surface
GPU: 8th Generation Intel Graphics, 1920 x 1200, 500MHz
Storage: eMMC-64GB
Charge indicator: yes
Wifi: 802.11 b/g/n (2.4GHz only)
Slots: MicroSD slot, SIM card slot
Battery: 3.7V, 6800mAh
Front Camera: 2 Megapixel
Rear Camera: 2 Megapixel
Bluetooth: 4.0
Audio: 2 x 1w speakers
Operating System: Android 5.1
App Demo Mode: Yes

1 x HDMI 1.4 (output resolution up to 4096 x 2160)
1 x USB 3.0
1 x USB 2.0
1 x Micro USB (for power)

POWER SUPPLY: 100-240v AC 50/60Hz 5 volt / 2 amp. Micro USB 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: Lifetime return-to-base
2 years onsite (UK only)


ORDER PART CODE: VFS2?W/C (with cover) [SAP: 4045490]


> Premium Android media player
> Connects via HDMI to any HD display
> Suits conference centres which need larger displays
> Book Now and Other Rooms buttons disabled

This hardware option is designed for digital signage outside the meeting spaces. It can connect to any display with an HDMI input. Like the tablet it has the option to compile an indicative occupancy report using Bluetooth to monitor nearby devices.

Dongle Specifications

VFSD_rear_anglePRODUCT DIMENSIONS: 110 x 110 x 18 mm / 4.3″ x 4.3″ x 0.7″ (length x width x height)

PACKAGED DIMENSIONS:  228 x 167 x 58 mm / 9″ x 6.6″ x 2.3″

PRODUCT WEIGHT: 320 g / 0.7 lbs

PACKAGED WEIGHT: 850 g / 1.87 lbs

CONSTRUCTION MATERIAL: Plastic with black glass cover


Processor: Amlogic S812 Quad core Cortex A9
GPU: Octa-core Mali-450MP GPU @ 600MHz
Storage: NAND Flash 8GB
Wifi: 802.11 b/g/n (2.4GHz and 5.0GHz)
OS: Andriod 4.2.2
Slots: MicroSD slot, SIM card slot
Battery: none
Bluetooth: 4.0
Audio: no speakers

1 x HDMI 1.4 (output resolution up to 1920 x 1080)
1 x Ethernet
2 x USB 2.0
1 x Toslink digital audio output
1 x 3.5mm Minijack analogue audio output
1 x Round Pin (for power)

POWER SUPPLY: 100-240v AC 50/60Hz 5 volt / 2 amp. Round pin. 3.8m DC tail.
Transformer integrated into plug. Includes interchangeable plugs: UK/EU/US/AU. Transformer dimensions: 60 x 50 x 35 mm / 2.36″ x 1.97″ x 1.38″

1 x HDMI cable 1m (3 feet)

WARRANTY: Lifetime return-to-base




VFS2_cabling VFS2_installation_1 VFS2_installation_2 VFS2_installation_3 VFS2_landscape VFS2_landscape_on_wall VFS2_portrait VFS2_portrait_on_wall VFS2_rear