Room booking with Outlook and your calendar system.
One room booking system. Three calendar options.
Microsoft 365
Connect room booking to Microsoft 365 (Office 365) and Exchange Online. Use existing room calendars to schedule your meeting rooms.
Exchange Server SE
Connect your existing room resources in Exchange Server Subscription Edition (SE) on-premises to the room booking software.
Without Microsoft
Use HXA Room Booking independently of Microsoft 365 and Exchange.
One resource. Multiple displays.
Licensing is per resource. You decide whether that resource is a room or a space. Multiple displays connected to the same resource do not require additional resource licences.
Free
€0
Keep using Free after your Premium trial.
Premium
€12.99
net per resource per month
Enterprise
On request
For individual solution requirements.
Which plan fits your needs?
Room Service, meeting timer and room temperature control are separately licensed add-ons.
| Feature | Free | Premium | Enterprise |
|---|---|---|---|
| Calendar sync, daily agenda and availability | Included | Included | Included |
| Full-screen mode | Included | Included | Included |
| Room status | Green / red | Green / yellow / red | Green / yellow / red |
| Sync interval | 30 seconds | Configurable | Configurable |
| Quick Booking | Not included | Included | Included |
| Schedule events on the display | Not included | Included | Included |
| Check-in, check-out and early check-in | Not included | Included | Included |
| Custom branding | Not included | Included | Included |
| Advanced administration | Not included | Included | Included |
| Ticket support | Not included | Included | Included |
| Automated meeting workflows | Not included | Not included | Included |
| Room and resource analytics | Not included | Not included | Included |
| Tailored solutions | Not included | Not included | Included |
Premium: terms and prices.
| Billing period | Price per resource, excl. VAT | Saving* | Cancellation |
|---|---|---|---|
| 1 month | €12.99 per month | – | Effective at the end of the calendar month following cancellation |
| 1 year | €149.99 total | €5.89 · approx. 3.8% | At least 3 months before the end of the respective license term |
| 3 years | €436.47 total | €31.17 · approx. 6.7% | At least 3 months before the end of the respective license term |
| 5 years | €712.45 total | €66.95 · approx. 8.6% | At least 3 months before the end of the respective license term |
License term and renewal: The license term matches the billing period selected when ordering: one month, one year, three years or five years. The license renews for the same period each time.
* Compared with continuous monthly billing at €12.99 per resource over the same period. Percentages are rounded. One-, three- and five-year prices are totals for the respective term.
Current prices and terms in the shop.
One room, two displays, one licence
An outside wall display and an inside desktop display can use the same resource. One resource licence covers both.
For one or 200 resources
Start with a single resource or equip, for example, 200 resources. Multi-site deployments are supported.
Try Premium for 7 days. Then Free.
Register and test HXA Room Booking with a Premium licence for seven days. The trial licence then switches to Free, so you can try the solution before purchasing.
Register and try for 7 days · View prices and licences in the shop
From your desk to the room display.
Book through your room calendar or directly with HXA Room Booking. Existing tablets can complement or replace an HXA Display.
Outlook, Teams and Microsoft calendars
Book through Outlook, Teams or other Microsoft booking interfaces, from your desk, on the web or on mobile. The booking must create an event in the connected resource calendar.
Tablet, smartphone and web
HXA Room Booking is available for iOS, Android and Windows, and as a Progressive Web App.
At the room
Book on the touch display, confirm room use or release the room. Extend bookings on the in-room or desktop display.
Which existing devices can you use?
| Existing device | Access |
|---|---|
| iPad |  |
| Android tablet |  |
| Microsoft Surface / Windows device |  |
| Device with web browser |  |
Devices that can run Progressive Web Apps (PWAs) are supported. Apps are also available for Android, iOS and Windows. For a Samsung tablet or display, the key requirement is the ability to run the PWA.
Room booking software or a complete system?
Room booking software
Use the HXA Room Booking app to check availability, reserve meeting rooms and see upcoming events in the room calendar. Run the room booking software on your existing compatible devices.
- Room calendars and upcoming meetings
- On-the-spot booking with Quick Booking
- Check-in, check-out and automatic release
Complete system with HXA Display
Combine room booking software and an HXA touch display in a complete room booking system. Choose a wall-mounted display outside the conference room or a desktop version with an integrated stand.
- 10.1-inch or 10.95-inch touch displays
- Wall display with LED edge lighting, or a desktop display with an integrated stand or dual screens
- NFC and power options to match your configuration
Room booking software in everyday use.
Find a room, book on the spot and manage its use – on the display or in the app.
HXA Room Booking combines visible room availability with configurable booking workflows. Centrally define how your rooms are displayed, booked and released for the next meeting.
Explore booking on the display
Room available
Green means the room is available. Start an instant booking on the display.
Interactive product preview based on test-system captures. Times and events are sample data. No booking is submitted. The recorded interface is in German.
One room. One booking. Three states.
Zauberwald · Team-Meeting · 10:30–11:00
The room is available. The Team-Meeting is already scheduled for 10:30.
Illustrative product preview based on test-system captures, using one consistent calendar example. This is not a live calendar. The interface is in German.
Support for every stage of your meeting.
Find a room
See available rooms and upcoming meetings at a glance. With the floor plan enabled, you can also book through the room plan.
Quick Booking
Book an available room directly on the display, using a predefined or custom event title.
Check in
Confirm room use, with optional early check-in. Without confirmation, the booking can be released automatically after the configured period.
Extend & release
Extend on the in-room or desktop display without leaving the meeting. Release the room with check-out when you finish.
Booking details on your terms.
Details through the “i”
Open the event card’s information view to see start, end and booking details. Calendar events can also show the organiser and attendees, helping invited participants find the information they need.
Identify the organiser with NFC
With Quick Booking, the organiser is identified by name only when booking with NFC identification. Whether the name is displayed depends on the administrator’s configuration.
Configure privacy
The administrator controls which details are visible. Organiser and attendee names can be hidden to support GDPR-compliant use.
Tap your tag. Book as yourself.
Authenticate on the HXA Display with your assigned NFC tag. Check-in and Quick Booking then take place in your personal user context.
The tag identifies the person for the booking. The administrator controls whether their name appears on the display.
- Authenticate with NFC
- Check in or use Quick Booking
- Linked to your own user
Booking desks too? HXA Sparo.
Plan rooms and desks with the HXA Sparo app, complementing room booking at the display with desk booking across your office.
Your rooms. Your rules. Centrally managed.
Configure the appearance, devices and booking behaviour for your organisation.
Display and branding
Customise room names, resource images, design and colour scheme. Set background images for available, pending and busy states. Screensaver, clock and weather options complement the display on supported devices.
Central device management
Connect devices to a room resource and view platform, app version, online status and last connection in the portal. An energy-saving mode can be enabled for HXA devices.
Configurable booking rules
Set the maximum booking duration, attendee options and event titles. Configure the calendar preview, early check-in and release periods. Disable extension on the outside display and offer it on in-room devices.
More possibilities in the room.
Extend room booking with services, a meeting timer or room temperature preparation.
Room Service
Offer drinks, catering or services through your own item catalogue on selected devices. Define categories, prices and email recipients for orders.
Meeting timer
Enable the timer on selected devices. Configure the ringtone, sound output devices, volume and ringing duration. Optionally require a PIN to stop or extend the time.
Room temperature
Automatically switch to the configured comfort temperature ahead of booked events. Set standby and comfort temperatures and the preparation lead time. Technical integration is agreed for your equipment.
Add-ons require separate licences. The room temperature achieved depends on the system and room conditions.
Room booking displays and digital room signs.
On the wall or on the desk – choose the right design. As a digital room sign, the wall display shows occupancy at the meeting room entrance. Digital room signage combines orientation with on-the-spot booking.
Wall-mounted conference room display
Right at the entrance: see room status, check the next meeting and book on the spot. For dedicated meeting and conference rooms.
Desktop display · 10.95 inches
The upright design with an integrated stand brings room booking to the desk or reception counter. A compact option for clearly visible room information.
Desktop display · Dual Screen
Two opposite-facing 10.1-inch displays in one device – an option for reception counters and meeting tables. We will agree the HXA display and interaction setup for both sides to suit your use case.
Product visualizations with HXA Room Booking. Desktop models shown as configuration options; hardware and software setup subject to agreement.
HXA wall display · 10.1 inches
The documented wall model combines touch control, visible room status and NFC.
These specifications apply to the 10.1-inch wall model. Desktop and dual-screen models have separate specifications.
| Feature | Documented specification |
|---|---|
| Display | 10.1-inch IPS display, 1280 × 800 pixels, capacitive 10-point touchscreen and LED status frame |
| Network | Ethernet and Wi-Fi; Bluetooth |
| Power | PoE compliant with IEEE 802.3af/at; power adapter available as an accessory |
| NFC | Integrated NFC reader |
| Dimensions (W × H × D) | 249.36 × 168.39 × 24 mm |
| Mounting | Wall mount; VESA support |
| Warranty | 1 year; optionally extendable to a total of 2 years at an additional charge |
| Hardware price | €499.99 per display, excluding statutory VAT; resource license sold separately |
Cloud service and your room calendar.
HXA components and your calendar are separate parts of the solution.
HXA.io Service
HXA Room Booking is available exclusively as cloud SaaS. Connect a Microsoft 365 calendar or Exchange Server SE on-premises. The HXA platform itself is not deployed on the customer’s premises.
Data processing agreement
A data processing agreement under German and European law is provided for the cloud service. Administrators can configure whether booking details show personal names.
Prepare your network
Calendar integration requires outbound HTTPS over port 443. Depending on the connector, relevant endpoints include portal.hxa.io, graph.microsoft.com, login.microsoftonline.com and your Exchange endpoint.
Room booking in practice.
Sitec Information Technology
Describes organising meetings and workshops in a complex with several meeting rooms and meeting pods.
AKE Systemtechnik GmbH
Describes use for customer appointments, meetings and organising room service.
Plan room booking for your office.
Calendars, rooms and devices: together we will establish which solution fits your office.
01 · Review your calendar setup
Microsoft 365, Exchange Server SE on-premises or without Microsoft: we will discuss your existing environment and the appropriate integration.
02 · Agree on rooms and devices
How many rooms are you equipping? Will you use existing compatible devices or HXA wall and desktop displays? Together we will identify the hardware you need.
03 · Prepare implementation
In your personal demo, we will discuss booking workflows, check-in and automatic room release. Deployment, network requirements and configuration will be agreed for your project.
Room booking software and display FAQs
What is a room booking system?
A room booking system supports digital reservations and management of meeting and conference rooms. HXA Room Booking shows availability and upcoming events in the room calendar and supports on-the-spot bookings. Choose software on compatible devices or a complete system with an HXA display.
Can I book meeting rooms with Microsoft 365?
Yes. HXA Room Booking connects to Microsoft 365 and Exchange Online using your existing room calendars. The software also supports Exchange Server SE on-premises and use without Microsoft.
Does HXA Room Booking work without Microsoft?
Yes. HXA Room Booking can also be used without Microsoft 365 or Exchange.
Is Exchange Server Subscription Edition supported?
Yes. HXA Room Booking supports integration with Exchange Server SE on-premises.
Can I use the software without an HXA display?
Yes. You can use the software on existing compatible devices. Alternatively, choose a complete system with an HXA display.
How does automatic room release help with no-shows?
When check-in is enabled, reservations can be released automatically if nobody confirms attendance. We will agree the right configuration with you.
Does on-premises Exchange mean HXA runs entirely on-premises?
No. Exchange Server SE on-premises refers to the connected calendar. HXA Room Booking itself is available exclusively as cloud SaaS.
Are HXA displays available for walls and desks?
Yes. We can advise you on the right hardware configuration and installation for the wall and desktop options.
What are the dimensions and ports of the HXA wall display?
The 10.1-inch wall display shown here measures 249.36 × 168.39 × 24 mm (W × H × D). The drawing shows front, side and rear views and the port layout. These specifications apply to this wall model.
Let’s discuss your rooms.
Planning a new room booking setup or replacing an existing solution? We will show you HXA Room Booking and discuss the right combination of software, displays and calendar integration.