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Customize meeting room screen displays

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Customize meeting room screens with custom backgrounds and logos. Choose from a number of predefined themes, or create your own. You can create as many themes as you like, enabling different themes for every room, floor, or building, and set a default theme.

Alternatively, display a specific website on a screen with URL mode. This can be useful for events or to display another booking solution.

About themes for meeting room screens

Create themes to display on all meeting room screens in your organization or different themes for specific countries, locations, buildings, or just selected meeting room screens. There are three theme levels:

  • Global themes can be applied to any meeting room screen and can be quickly sent to all screens in your organization. A Global admin can set a global theme as the default theme for all countries and locations. Administrators of any level can view and apply global themes to the countries and locations they have access to, but only a Global admin can create or set a theme as a global theme or set the default theme.
  • Country-level themes can be applied to meeting room screens in all locations belonging to the selected country, or only to specific locations and buildings. Country-level themes can be created by Global admins and Country admins.
  • Location-level themes can be applied to meeting room screens in the selected location, or only to specific buildings. Location-level themes can be created by Global admins, Country admins, and Location admins.

We recommend linking a maximum of 200 meeting room screens to each screen theme to maintain efficient page load times when opening a theme and saving changes.

Themes are grouped in the Screen Themes settings, according to their level (Global, Country-level, Location-level).

screen themes 01.png

How to create or edit a screen theme

If you want to apply a new theme to existing meeting room screens, you can edit the theme that is currently applied.

  1. Sign in to the Eptura Device Hub.
  2. Click Screen Themes from the left navigation icon bar.
    1. To edit an existing theme, click the theme to open.
    2. To create a new theme, click Add new theme at the top of Screen Themes settings, or one of the specific Add [theme-level] theme buttons from the theme-level groups below.
  3. On the Add Theme (or Edit Theme) settings, select the device type to create (or edit) a theme for:
    1. Eptura screen: Select for Eptura Room Screens v3 or Condeco meeting room screens v2 for Eptura.
    2. Third party tablet: Select for non-Eptura/Condeco devices running the Eptura Room Screen app.
      screen themes 02.png
  1. Enter a name for the theme in the Choose a theme name box (A).
  2. Click Select country, location & building (B) to expand the section, and select the relevant Country, Location, and Building that the theme will be available for. To provide the theme globally across your organization, select Global from the Country drop-down. Location admins must select a country and location.
  3. To set a background, click Background (C) to expand the section. Select one of the provided backgrounds or click Browse (D) to upload your own JPG or PNG image.

    Third-party tablets can display a status color instead of an image. See below: Background status theme for third-party devices

Considerations when using your own background image:

  • PNG and JPG files are supported.
  • 2MB maximum file size. 
  • Recommended size 1280 x 800 px (ratio: 16:10)
  • Images are automatically resized to 1280 × 800 px.
  • A darkening filter is applied to theme background images to ensure the white text used for booking functions is clearly visible.
  1. To position your Company logo in the top right-hand corner of the display, click Upload your company logo and click Browse (E) to upload your JPG or PNG image. 

Considerations for your Company logo image

  • PNG and JPG files are supported.
  • 2MB maximum file size.
  • Recommended size is 180 x 90 px (ratio: 2:1).
  1.  Tick Set as default (F) to set a Global theme as the default theme for any new room screen. This setting is only available when 'Global' is selected in the Country field.
  2. Click Save to save the theme or Cancel to abort. If you cancel, all changes will be lost.

 

screen themes 04.png

Coming soon!

Background status theme for third-party devices is expected in July 2025

Background status theme for third-party devices

Devices running the Eptura Room Screen app can display a background color to clearly show the current status of the room:

🟢 Green - Room available; no meeting in progress
🔴 Red - Room in use; meeting in progress
🟡 Amber - Room is in check-in state; awaiting check-in
⚫ Black - Room closed; out of business hours and closed status (Classic UI)
🔵 Blue - Room closed; (Modern UI)

From the Background section, select Use status color.

screen themes 05a.png

screen themes 06.png

How to apply a theme to a meeting room screen

  1. Select Device Management from the left icon bar and ensure the appropriate calendar service is selected.
  2. Click Rooms & Screens.
  3. Click the room to open the Add/Edit Room page.
  4. In the Screen Settings section, select the desired theme from the Screen Theme drop-down menu.
  5. Click Save.

Display a website page on a meeting room screen (URL mode)

URL mode enables you to temporarily display a URL on your screens. This is useful for events or to display another booking solution.

  1. Sign in to the Eptura Device Hub.
  2. Select Device Management from the left icon bar and ensure the appropriate calendar service is selected.
  3. Click Rooms and Screens.
  4. If you have many rooms, you can filter the list by Country, City, Building, Floor
  5. Click on the room to display the URL. The Add/Edit Room form will open.
  6. Tick This screen shows a web page.
  7. Enter the URL to display e.g. “http://www.eptura.com”.
  8. Click Save. The screen will reboot and show the web page