S5 RoomFlow is a wire-free meeting room booking and presence-aware scheduling system built around 7″ e-ink touch panels and BLE PIR sensors. Every device is battery-powered and engineered for a 5-year battery run — no cable tray, no conduit, no electrician.
The Problem: Meeting Rooms That Lie
Every office has the same frustration: a room shows as booked in Outlook, but it’s empty. The calendar says “occupied” while the space sits idle. Facilities teams have no way to know which rooms are actually in use, and employees waste time walking the corridor looking for a free space.
Traditional room booking displays require power and data cabling to every door. That means electricians, builders, and weeks of disruption — often costing more than the display itself.
The RoomFlow Solution
RoomFlow replaces the wired door panel with a 7″ e-ink touch panel that mounts in minutes and runs for five years on batteries. A BLE PIR sensor detects actual presence, so the system knows when a room is truly occupied — not just booked.
- E-ink touch panel — 7″ electronic paper display with capacitive touch. Readable in direct sunlight, zero light pollution, 180° viewing angle.
- BLE PIR sensor — Passive infrared motion detection with 90-second debounce. Confirms real presence, not just a calendar entry.
- 5-year battery life — Both panel and sensor run on standard batteries. No power cabling, no data cabling, no electrician.
- Outlook integration — Two-way sync with Microsoft 365 room calendars. Bookings appear on the panel in under 60 seconds.
- No-show release — If a booked room has no PIR presence after 5 minutes, RoomFlow automatically releases the booking and lights the panel green.
- Instant panel booking — Walk up and tap to reserve an empty room for 10, 15, or 30 minutes. The next Outlook event is always protected.
How It Works
1. Book in Outlook — Reserve a room in Microsoft 365 as you normally would. The booking syncs to the e-ink panel at the door.
2. Walk in — The BLE PIR sensor detects motion and confirms the room is occupied. The panel LED pulses green.
3. No-show? Released. — If no motion is detected within 5 minutes of the booking start, RoomFlow cancels the Outlook reservation, turns the panel green, and makes the room available for instant booking.
Why E-Ink?
Electronic paper is the only display technology that uses zero power to maintain a static image. The panel only draws power when the schedule changes. That’s what makes a 5-year battery life possible — and what makes wire-free installation practical.
- Readable in direct sunlight — no glare, no backlight
- 180° viewing angle — readable from anywhere in the corridor
- Zero light pollution — no blue light, no glow in dark corridors
- Ultra-low power — only wakes to update the schedule
Technical Specifications
| Component | Specification |
|---|---|
| Display | 7″ E Ink electronic paper, capacitive touch |
| Connectivity | LoRaWAN AU915 / Bluetooth LE / VHF radio |
| Battery life | 5 years (typical use) |
| PIR sensor | BLE PIR, 90-second debounce window |
| Calendar sync | Microsoft 365 / Outlook room calendars |
| Installation | Adhesive or screw mount, no cabling |
| Operating temp | -20°C to +60°C |
See It In Action
Visit the S5 RoomFlow live demo to explore the full command centre, room fleet, automations, and Outlook integration.
Get Started
Contact S5 System to discuss a RoomFlow deployment for your workplace. We can pilot a single floor and demonstrate the no-show recovery and instant booking workflow in weeks, not months.