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Venue Information Board

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Setting up your Venue Information Board

The Venue Information Board is a screen you can put up at your entrance that shows today's bookings — so visitors can see at a glance which room their event is in.

It updates itself throughout the day, shows each booking's room in its own colour, and needs no one to operate it. You just put a link on a screen and leave it running.

Note: The board is available during the Free Trial and for Subscribed venues. It is not available on the Free Tier or when a subscription has lapsed.

1. Switch it on and set it up

Go to Settings → Information Board. There's nothing to "turn on" — the board is ready as soon as you open this page. From here you can choose:

  • Rooms shown on the board — tick the rooms you want included. Only bookings in those rooms appear. (For example, you might leave out a small office or store room.)

  • Private bookings — choose how bookings marked as Private are shown:

    • Show booking name — the real name is displayed.

    • Show as "Private Booking" — the time and room are shown, but the name is hidden.

    • Don't show — private bookings are left off the board completely.

  • Date format - how the date reads at the top of the board:

    • Tuesday 30 June (day before month), or

    • Tuesday June 30 (month before day).

  • Time format - how booking times and the clock are shown:

    • 24-hour (e.g. 14:00), or

    • 12-hour (e.g. 2:00 pm).

  • Colour theme — pick the background colour of the board. The text automatically switches between dark and light so it stays readable whatever colour you choose.

Click Save when you're happy. You can come back and change these at any time.

2. Get your board link

On the same settings page you'll see "The link for your information board is…" followed by a web address ending in a short code, for example:

https://app.myhallwizard.com/your-venue/board/NRU3XRW7YFYEC95X

Click Copy to copy it, then paste it wherever you need it (see the next section).

Keep this link reasonably private. Anyone who has it can see today's bookings for the rooms you've chosen — so don't post it publicly. If you ever need to, click Generate a new link to create a fresh one; the old link stops working immediately (handy if a link has been shared too widely).

3. Show the board on a screen

You have a few options, from easiest/most reliable to least.

Option A — Digital signage software (recommended)

If you already rotate slides or notices on screens around your venue, you're probably using digital signage software such as ScreenCloud, Yodeck, OptiSigns or Rise Vision. All of these can show a web page:

  1. Add a new item / "App" of type Web Page (sometimes called Website or URL).

    • ScreenCloud: Add a Link

    • Yodeck: Add in Media -> Web Pages

    • OptiSigns: In Files/Assets click Create -> Apps, then search for Website

    • Rise Vision: In Presentations, add the template Web Page Full Screen

  2. Paste your board link.

  3. If asked for a refresh interval, set it to Off / Never — the board already keeps itself up to date, and turning the software's own refresh off avoids an occasional on-screen "flash".

  4. Add it to a playlist or schedule it like any other slide.

This is the best option for an always-on screen.

Option B — A web browser in full-screen (free)

Any device with a web browser will do:

  • A smart TV browser, a Chromecast or Amazon Fire TV, or a small computer such as a Raspberry Pi or mini-PC connected to a screen.

  • Open the board link and put the browser into full-screen (or "kiosk") mode.

This costs nothing and is very reliable. When the screen wakes up or the browser tab comes back to the front, the board refreshes itself straight away.

PowerPoint - not compatible

The information board is not compatible with PowerPoint or KeyNote. PowerPoint can't show a live web page on its own and needs a third-party add-in (LiveWeb). This only works on Windows, can be unreliable with newer versions of PowerPoint, and isn't something we can support. Keynote on a Mac cannot show a live web page at all. If you only have PowerPoint or Keynote, please use Option A or B instead.

4. What the board shows, and how it updates

  • It shows today's bookings from the current time until the end of the day — both bookings happening now and ones still to come. Once a booking ends, it drops off.

  • Bookings happening now (or starting within the hour) appear as large cards. Later bookings are grouped into a smaller "Later Today" list, so the important ones stay big and easy to read.

  • Each booking shows its time, name and room(s), with each room in its own colour so it matches your signage.

  • A booking that runs past midnight shows the end date too (e.g. 23:00–01:00 Sat 13 Jun).

  • The board runs on your venue's local time and refreshes itself roughly every 15 minutes, plus a full reset at midnight so it's clean for the new day. You don't need to refresh it manually.

  • If a screen runs out of room, the board automatically scales to fit so nothing is cut off.

If there are no more bookings today, the board simply shows "No more bookings today."

5. Tips

  • Orientation — the board works on both landscape and portrait screens.

  • Choosing a colour — any colour works; the board keeps the text readable automatically, but a darker colour tends to look best on a large display.

  • Newly added or changed bookings — appear on the board within about 15 minutes. If you need a brand-new booking to show immediately, refresh the page on the screen.

6. Troubleshooting

The link doesn't work / shows a "not found" page. Check you copied the whole link, including the code at the end. If you recently clicked Generate a new link, the previous link will no longer work — copy the new one. Also check your subscription is active (the board isn't available on the Free Tier or when a subscription has lapsed).

A room's bookings aren't showing. Make sure that room is ticked under Rooms shown on the board in the settings, and that the booking is confirmed (provisional bookings aren't shown).

A private booking is showing its name (or isn't showing at all). That's controlled by the Private bookings setting — choose Show booking name, Show as "Private Booking", or Don't show.

The board looks frozen. The board refreshes itself, but if a screen has been asleep it catches up as soon as it wakes. If it still looks stuck, check the device's internet connection.

Still need help? Contact support.