A real-time meeting room display and booking system designed for sv ARC, primarily intended for static screens/kiosks to show room availability and usage throughout the organization.
This system displays real-time meeting room occupancy and availability, making it easy for staff to:
- See at a glance which rooms are occupied
- Check upcoming meetings for today and the week
- Quickly identify available time slots
- Book rooms directly from the dashboard (optional - Outlook remains preferred)
The system is optimized for display on static screens such as:
- Lobby/reception area displays
- Meeting room entrance tablets
- Office hallway information screens
- Kiosk stations
Features for static display mode:
- Auto-refresh every 5 minutes
- Clean, high-contrast design readable from distance
- Compact mode for smaller screens
- No interaction required - displays update automatically
The system connects to Microsoft 365 / Office Online as the authoritative source for meeting data:
- Reads calendar events from Exchange Online via Microsoft Graph API
- Displays real-time room availability from Outlook calendars
- Shows meeting organizers, times, and subjects
- Respects privacy settings (private meetings show as "Bezet")
Important: This is a read and display system - Microsoft Outlook remains the primary booking method.
- Real-time dashboard showing today's meetings across all rooms
- Weekly calendar view with 5-day preview
- Availability grid showing room status for next 7 days
- Color-coded: Available (green), Partially booked (orange), Fully booked (red), Closed (grey)
- Time blocks: Morning (8-12), Afternoon (12-17), Evening (17-22)
- Automatic refresh every 5 minutes
- Room filtering via URL parameter for single-room displays
- Quick booking via clicking available time slots
- QR code for mobile booking access
- Microsoft authentication for secure access
- Room and date selection with dynamic availability
- Working hours management for room administrators
- Server-side session management
- Timezone-aware (Europe/Amsterdam)
- HTML entity handling for special characters
- Event deduplication and cancelled event filtering
- Meeting title caching for performance
- Parallel API calls for fast loading
- Business Club
- Ruimte: Bestuur & Commissiekamer
- Kantine
- Commissiekamer
- Overleg veld 2
Backend:
- Python 3.x with Flask
- Microsoft Graph API for Office 365 integration
- Server-side session storage
- OAuth 2.0 authentication
Frontend:
- Vanilla JavaScript (no frameworks)
- Responsive CSS with compact mode
- Real-time updates without page reload
- Mobile-optimized booking flow
Deployment:
- Linux systemd service
- Nginx reverse proxy
- HTTPS with Let's Encrypt
- SharePoint iframe embedding support
- Use Outlook desktop, web, or mobile app
- Create meeting and add room as resource
- Full Outlook features: recurring meetings, attachments, invites
- Automatic approval workflow
- Click available time slot on dashboard
- Login with sv ARC Microsoft account
- Fill in meeting details
- Submit for instant booking
- Scan QR code on display
- Login on mobile device
- Quick booking form opens automatically
- Microsoft OAuth 2.0 authentication
- Only authorized sv ARC members can book
- Secure session management with encryption
- CORS configured for SharePoint embedding
- HTTPS-only in production
- Python 3.8+
- Microsoft 365 tenant with room mailboxes
- Azure AD app registration with Graph API permissions
# Clone repository
git clone https://github.com/Martijndutch/roommanager.git
cd roommanager
# Install dependencies
pip install -r requirements.txt
# Configure environment variables
export AZURE_TENANT_ID="your-tenant-id"
export AZURE_CLIENT_ID="your-client-id"
export AZURE_CLIENT_SECRET="your-client-secret"
export REDIRECT_URI="https://yourdomain.com/arcrooms/auth/callback"
export FLASK_SECRET_KEY="your-secret-key"
# Run application
python app.pyCreate room working hours in room_working_hours.json:
{
"room@svarc.nl": {
"timeZone": {"name": "W. Europe Standard Time"},
"timeSlots": [
{
"daysOfWeek": ["monday", "tuesday", "wednesday", "thursday", "friday"],
"startTime": "08:00:00",
"endTime": "17:00:00"
}
]
}
}https://svarc.100pctwifi.nl/arcrooms/?room=businessclub@svarc.nl
<iframe src="https://svarc.100pctwifi.nl/arcrooms/"
width="100%" height="800px" frameborder="0">
</iframe>https://svarc.100pctwifi.nl/arcrooms/admin
(Requires delegate permissions for rooms)
- Full-sized interface for large displays
- Complete information visibility
- Standard font sizes and spacing
- Click "Compact" button bottom-right
- Optimized for tablets and smaller screens
- Reduced padding and font sizes
- More content in less space
- User Manual: See
GEBRUIKERSHANDLEIDING.md(Dutch) - Technical Setup: See inline code documentation
- API Endpoints: See
app.pyroute definitions
Room administrators can:
- Set working hours per room
- Configure multiple time blocks per day
- View delegate permissions
- See who can manage each room
Access admin panel at /arcrooms/admin (requires authentication and delegate permissions)
- System reads from Outlook but does not write back
- Bookings made via dashboard create events in user's Outlook calendar
- Meeting requests follow standard Outlook approval workflow
- Private meetings are respected and show as "Bezet"
Calendars.Read- Read room calendarsCalendars.ReadWrite- Create bookings (user context)Place.Read.All- List available roomsUser.Read- Get user information
Meetings not showing:
- Check working hours are configured
- Verify room has correct permissions
- Check timezone settings (Europe/Amsterdam)
Cannot book room:
- Ensure logged in with @svarc.nl account
- Check room working hours
- Verify room isn't already booked
Display not updating:
- Page auto-refreshes every 5 minutes
- Force refresh: F5 or reload page
- Check internet connectivity
Internal use for sv ARC only.
Martijn Jongen
© 2025 Monsultancy
- Production: https://svarc.100pctwifi.nl/arcrooms/
- Repository: https://github.com/Martijndutch/roommanager
Note: While the system allows booking via the dashboard, Microsoft Outlook remains the recommended and primary method for creating meetings, especially for recurring meetings, adding multiple attendees, or including additional details like agendas and attachments.