Success Story: How a Real Estate Developer Reduced Meeting Room Conflicts by 90% with Hopestar’s Conference Room Tablets

In 2024, one of Southeast Asia’s largest real estate development firms faced a problem that’s common in large organizations — meeting room chaos. With over 35 conference rooms spread across multiple floors in their new headquarters, the lack of a centralized booking system created constant friction. Teams were often frustrated by overlapping bookings, unclear schedules, and confusion at the door when two groups claimed the same room.

Despite having invested in a premium office environment, their internal scheduling was stuck in spreadsheets and fragmented calendar invites. The company’s administrative team, already stretched thin, was fielding dozens of emails and calls daily just to manage room usage.

That’s when the company turned to Hopestar for a scalable, professional-grade meeting room display solution.

The Solution: A Digital Layer for Every Room

Hopestar proposed deploying its 10.1-inch Android-based meeting room tablets, wall-mounted at the entrance of each conference room. The tablets were designed to show real-time availability, display meeting details, and sync directly with the company’s existing Office 365 calendar system.

Instead of replacing their current booking workflow, Hopestar’s solution layered over it — making every room “visible” through a centralized system while preserving familiar tools for end users.

The deployment took less than a week. Each room was equipped with a tablet, configured to match the company’s brand identity. The IT team received training to manage devices remotely via the cloud-based admin console, which allowed them to push updates, manage user access, and customize interfaces from a single dashboard.

Before and After: The Real Impact

The results were clear within the first month.

Previously, the administrative team received frequent complaints about double-bookings. Now, meeting room status is always visible — green for available, red for occupied, yellow for upcoming — making it easy for teams to know where to go without checking with reception.

Before, employees needed 3–5 minutes to find and confirm an available room. Today, they check the screen outside or book from their calendar directly, with instant confirmation.

The admin team used to spend nearly 10 hours per week managing room logistics. That has dropped to under two.

More importantly, the office now reflects the company’s brand as a forward-looking, well-organized environment. The conference room tablets have become part of the architecture — subtle, functional, and professional.

What the Client Says

“We didn’t realize how much time we were losing until we fixed it. Hopestar helped us eliminate room conflicts and gave our space a much more modern, premium feel. It’s one of those solutions that quietly makes everything smoother.”
— Head of Administrative Services, Real Estate Development HQ, Malaysia

Why It Worked

This deployment succeeded not because it changed how people booked meetings, but because it made scheduling visible, reliable, and automated. For large teams in multi-room environments, visibility is everything.

Hopestar’s solution proved ideal for the real estate industry — where appearances, efficiency, and scale matter equally.

Looking Ahead

After the success of this project, the client plans to expand the system to their regional offices in Singapore and Jakarta. They are also exploring integration with visitor management tools to create a more seamless front-desk experience.

Interested in transforming your office scheduling?

Hopestar’s meeting room booking displays are compatible with Office 365, Google Calendar, and other major platforms. They support multi-language UI, remote device management, and are available in multiple sizes for different space types.

Visit https://www.uhopestar.com/meeting-reservation-tablet or contact our solution team to explore what’s possible for your workspace.