How to Set Up a Meeting Room Display with Google Calendar (Step by Step)

If your office uses Google Workspace, setting up a meeting room display is far simpler than you might think. Your meeting rooms are already in Google Calendar — you just need a way to show that information on a screen outside the room.

This guide covers two approaches: the DIY method (using a tablet + display app) and the purpose-built method (using a dedicated e-ink display like Lobby). We'll walk through both so you can choose what's right for your setup.

What you'll need

Before you start, confirm that your meeting rooms are set up as Google Workspace room resources. Room resources are entries in Google Admin that represent your physical meeting rooms — they're what people book when they add a room to a Google Calendar event.

If your rooms aren't set up as resources yet, you'll need Google Workspace admin access to create them. The process takes about 5 minutes.

Step 1 — Set up your room resources in Google Admin

1. Sign in to admin.google.com with your Google Workspace admin account.

2. Go to Directory → Buildings and resources → Manage resources.

3. Click "Add resource" and fill in: resource name (e.g. "The Greenhouse"), building, floor, and capacity.

4. Repeat for each meeting room you want to display.

Your rooms are now bookable in Google Calendar — employees can add them to any meeting event using the "Rooms" tab.

Step 2 — Choose your display method

Option A — Tablet + display app: Mount any Android tablet outside the meeting room and run an app like Meeting Room 365 ($9/display/month). This works, but requires cable management for power and a consumer device designed to be held, not wall-mounted.

Option B — Purpose-built e-ink display: A device like Lobby mounts magnetically on the wall, runs on battery for up to 12 months, and connects directly to your Google Calendar. No cables. No screen savers. Paper-like readability in any light.

Which approach is right for you?

If you already have tablets lying around and want the cheapest possible setup, the tablet route works. If you want something that looks intentional, requires no cable management, and runs itself — a purpose-built e-ink display is worth the difference.

Lobby connects to your Google Calendar and ships within 5 business days. The first 3 months are free for founding customers.