Room Display App - Device Setup Guide · IPad / IOS
How to install, lock down and run the Clearooms Room Display App on an iPad.
What this guide covers
• Preparing the device and connecting it to Wi-Fi
• Installing and signing in to the Clearooms Room Display App
• Preventing the screen from sleeping so the display is always on
• Locking the device into the app so users cannot exit it
• Day-to-day operation, troubleshooting and Clearooms support
Download PDF Version: Here
Before you begin
This guide assumes you have a dedicated iPad that will be mounted outside (or near) a meeting room and used
solely as a Clearooms room display. The steps below take roughly 10–15 minutes per device.
You will need:
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An iPad running iPadOS 15 or later (any model — Wi-Fi only is fine).
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A reliable 2.4 GHz or 5 GHz Wi-Fi network with internet access.
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Apple ID credentials for installing apps from the App Store.
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Your Clearooms Room Display App login (username and password) for this device, supplied by your Clearooms administrator.
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A permanent power supply, the iPad should remain plugged in during normal operation.
Tip
If multiple iPads are being set up at once, complete Section 2 (Install the app) and Section 5 (Guided Access) on
each device before mounting any of them. It is much quicker to do all configuration on a desk.
Install the Clearooms app
1. Power on the iPad and complete the Apple setup wizard.
Connect to your Wi-Fi network and sign in (or skip) with an Apple ID. Skip Face ID / Touch ID and any optional steps you do not need — a wall-mounted display does not need biometrics enabled.
2. Open the App Store.
Tap the blue App Store icon on the Home screen.
3. Search for Clearooms.
Use the Search tab at the bottom of the screen and search for Clearooms. The publisher is Clearooms Ltd.
4. Install and open the app.
Tap Get (or the cloud icon), authenticate with your Apple ID if prompted, then tap Open when installation finishes.
5. Sign in to the app.
Enter the Clearooms username and password supplied by your administrator, then choose the meeting room this device should display. Logins are created and managed in the Clearooms web dashboard.
Keep the screen always on
By default, iPads turn the screen off after a short period of inactivity. For a room display, the screen needs to stay on permanently so users can see availability at a glance.
1. Open Settings.
Tap the grey gear icon on the Home screen.
2. Tap Display & Brightness.
3. Tap Auto-Lock.
Choose Never. This stops iPadOS from turning the screen off due to inactivity.
4. Return to Settings and tap Display & Brightness again.
Set Brightness to a comfortable level, typically 60–80 % is ideal for a corridor display. Turn off True Tone if you want the brand colours to remain consistent throughout the day.
Important
Auto-Lock = Never only takes effect when the iPad is unlocked. Combine it with Guided Access so the device stays in the Clearooms app indefinitely, even after a reboot.
Enable Guided Access
Guided Access is Apple’s built-in single-app mode. Once turned on, the iPad will refuse to leave the Clearooms app unless a passcode is entered. This prevents users from closing the app, opening Settings, or browsing the web on a public-facing display.
1. Open Settings → Accessibility.
Scroll down to the General section and tap Guided Access.
2. Turn the Guided Access toggle ON.
It will turn green when enabled.
3. Tap Passcode Settings → Set Guided Access Passcode.
Enter a 6-digit passcode and confirm it. Record this passcode somewhere safe — only IT/facilities staff should know it. Without it, the iPad cannot be unlocked from the app.
4. (Optional) Turn on Face ID / Touch ID as a shortcut.
This lets an admin end a Guided Access session with biometrics instead of typing the passcode.
5. Set Display Auto-Lock to Never.
Still on the Guided Access screen, tap Display Auto-Lock and choose Never. This is independent of the Auto-Lock in Section 3 and applies only during a Guided Access session.
6. Turn off Mirror Display Auto-Lock if it is on. (Older iPadOS versions only.)
Lock the iPad into the Clearooms app
Now start a Guided Access session so the iPad cannot leave the Clearooms app until you choose to end the session.
1. Open the Clearooms app.
Make sure you are signed in and the app is showing the room status.
2. Triple-click the Top button (or Home button on older iPads).
The Guided Access setup screen will appear over the app.
3. (Optional) Disable parts of the screen.
You can drag a box around any on-screen area you want to disable — useful if you want to prevent taps in certain corners of the app. For most room displays, leave the whole screen active.
4. Tap Options (bottom-left).
Turn OFF: Sleep/Wake Button, Volume Buttons, Motion, Keyboards, Touch (leave ON if users need to tap to book), and Time Limit. Tap Done.
5. Tap Start (top-right).
Enter the Guided Access passcode if asked. The Clearooms app is now locked on-screen.