Room Calendar Management System

Project Overview

The Room Calendar Management System is a modern solution for managing meeting room availability using IoT devices. The system combines hardware displays mounted outside each room with a centralized software management platform.

Project Goals

• Eliminate double-bookings and confusion around room availability
• Provide real-time room status information
• Reduce energy consumption with e-ink displays
• Enable easy room booking directly from the display (by Qr code) or web interface
• Integrate with existing calendar systems

System Architecture

Hardware Components

1. Room Displays

   • ESP32-S2 microcontroller
   • Waveshare E-ink display
   • Non - Rechargeable battery system
   • QR code for booking

2. Server Infrastructure

   • Central management server
   • WiFi network integration

Software Components

1. Backend System

   • Room management
   • Booking system
   • User authentication
   • Calendar integration

2. Frontend Interfaces

   • Web dashboard for administrators
   • Display interface for e-ink screens

Key Features

• Real-time room availability display
• Direct booking from room displays
• Low-power operation with years of battery life
• Calendar synchronization
• Administrative dashboard

System Illustrations

Example Screens and Interfaces

Calendar Example

Reserved Calendar Example

On Air Screen

Mosquitto Server Control

Expected Benefits

• Improved room utilization
• Reduced booking conflicts
• Enhanced user experience
• Energy-efficient operation

Project Structure

Project_calendar_rooms/
├── code_esp32/                      # ESP32 firmware and related tools
|   ├── font2bytes-dynamics/         # Tool for converting fonts to byte arrays
│   └── main/                        # Main ESP32 application code
├── Hardware/                        # Hardware design files
│   ├── cadre room V_.svg/           # Display frame design (version _)
│   ├── Support cadre V_.stl/        # Support of the cadre to be print in 3d (version _)
│   └── esp32 room pcb/              # Custom PCB design for ESP32
└── code_service_server_python/      # Server-side Python applications
    ├── mqtt_service/                # MQTT broker and message handling service
    └── web_local_consol/            # Local web console for room management

License

This project is licensed under GNU GENERAL PUBLIC LICENSE V3 - see the LICENSE.md file for details.

Main Contributor

This project was developed by Antoine Scherpereel as part of an intership project at ISU (International Space University).

For questions or support, contact:

• Antoine Scherpereel
• Email: [email protected]