The Complete Room
Display Rollout Checklist

Short answer: pilot one room for two weeks, fix what annoys people, then roll out in a single half-day with everything pre-staged. The full checklist below covers the five phases: pilot, procurement, auth setup, install day, and the week after. Total elapsed time for a 10-room office: about three weeks, of which actual work is roughly two days.

This is the checklist we wish every customer had before their first email to us. Print it, check boxes, done.

Phase 1 — Pilot (week 1–2)

• [ ] Pick the most-fought-over room, not the nicest one — you want real traffic
• [ ] One iPad, one cradle mount (don't drill yet), Guided Access on
• [ ] Configure auth for the whole org even though it's one room — the cloud setup is identical for 1 or 50 rooms, so do it once (Google guide / Microsoft guide)
• [ ] Tell people nothing. Watch whether they use it unprompted — that's the test
• [ ] After two weeks, ask the three nearest desks what annoyed them

The pilot's job is to surface your office's quirks: the Wi-Fi dead zone, the meeting-title privacy question, the room that needs portrait orientation.

Phase 2 — Procurement (during pilot)

• [ ] Count rooms; order mounts +1 spare (model-matched to your exact iPads — see mount guide)
• [ ] Source iPads: retired company stock first, then refurbished batch (which models)
• [ ] 3 m braided cables + raceway, one kit per room
• [ ] App licenses ($99 × rooms)
• [ ] Book the handy person / facilities for install morning

Phase 3 — Pre-staging (the day before)

Do everything that doesn't need a wall, at a desk, assembly-line style:

• [ ] All iPads: latest iPadOS, then updates off/manual
• [ ] Auto-Lock → Never · Brightness ~50% · True Tone off · notifications off
• [ ] App installed, credentials AirDropped, room assigned per device — label the back of each iPad with its room name
• [ ] Guided Access configured (or Single App Mode pushed via MDM for fleets — only after each iPad is signed in and configured; iPadOS blocks the Google/Microsoft sign-in window once Single App Mode locks the device)
• [ ] Charge everything to 100%

Pre-staging is the difference between 20 minutes per room and 90 seconds per room on install day.

Phase 4 — Install day (half a day for ~10 rooms)

Per room, in order:

• [ ] Mark drill points: screen centre 140–150 cm, handle side of door
• [ ] Mount enclosure, route cable in raceway, paint raceway if needed
• [ ] iPad in, power confirmed, status showing correctly
• [ ] Book a 5-minute test meeting from the door; confirm it appears in the calendar
• [ ] Photo of the finished install (you'll want before/afters)

Phase 5 — The week after

• [ ] Announce in the company channel with one GIF of the two-tap booking — that's the entire training program
• [ ] Pin the etiquette poster by the busiest room
• [ ] Day 3: walk every room, confirm power and Wi-Fi held
• [ ] Day 7: check for ghost-meeting changes — auto-release data starts telling its story fast
• [ ] Revisit calendar defaults: 25/55-minute meetings pair beautifully with displays

FAQ

Should we do all rooms at once or floor by floor? All at once if under ~20 rooms. A half-installed office teaches people the displays are optional.

Who owns this project? Whoever owns the calendar system, with facilities for the drilling. It does not need a steering committee.

What's the most common day-one failure? Wi-Fi — a hallway dead zone the pilot didn't catch. Test signal strength at each door during phase 2, not phase 4.

Rolling this out? Send this checklist to your facilities person and IT admin together — it's written so each can see exactly which boxes are theirs.