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Spaces & devices

Release no-show meeting room bookings automatically

Room no-show automation checks whether anyone has arrived in a booked meeting room, using a motion sensor in the room. If the room stays empty, it asks the organiser in Microsoft Teams and releases the booking when they don’t need it.

An example of how the studio would build it. No live services are connected.

From an empty booked room to a room someone else can use.

  1. Step 01

    Booking starts

    A booking in the room’s Microsoft 365 calendar reaches its start time.

  2. Step 02

    Presence checked

    Check the room’s Philips Hue motion sensor for movement since the meeting was due to start.

  3. Step 03

    Organiser asked

    After a set wait with no movement, ask the organiser in Microsoft Teams whether they still need the room.

  4. Step 04

    Room released

    If they say no, or don’t reply in time, decline that occurrence on the room’s calendar so others can book it.

  5. Step 05

    Status shown

    Tell the organiser the room was released, and update any room display that reads the calendar.

The result

Booked but empty rooms go back to people who need them.

Only a single occurrence is released, never a whole recurring series, and the organiser is always asked first. The sensor only reports movement, not who is in the room.

Before we connect it.

Where this is useful

Useful for offices, coworking spaces and practices with a few shared rooms that always look booked but often sit empty. A sensible first version only reports no-shows to the office manager for a few weeks, so the timings can be tuned before any booking is released.

What we need to connect

  1. 01Microsoft 365 room mailboxes, with application access to read and update their calendars through Microsoft Graph.
  2. 02A Philips Hue Bridge on the office network, with a motion sensor placed where it can see the whole room.
  3. 03How long to wait before asking, how long the organiser has to reply and any rooms or meetings to leave alone.

What needs careful handling

People sitting still in a long meeting may not trigger a motion sensor, so the check only looks at the first part of the booking and never releases a meeting already under way. Online meetings booked into a room for its equipment can start late, so organisers can mark a booking to be left alone. Motion data shows when rooms are used, so it is kept only as long as needed and never linked to individuals.

Questions people ask.

Doesn’t Microsoft 365 already do this?

Microsoft Teams Rooms and some booking panels offer check-in and automatic release, which may suit you. This approach helps when rooms don’t have those devices but already have Hue motion sensors for the lighting.

Can we use other sensors?

Yes. Any occupancy sensor that reports to a hub with an API can work, including those connected through SmartThings or Home Assistant. Hue sensors are a good fit when they are already installed for the lights.

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