Meeting Room Booking Systems Features
At face value, one might think that meeting room booking systems are limited in their functionality. In reality, products in the space are incredibly thorough in the capabilities they make available to businesses. The list below outlines the basic features that meeting room booking systems provide, as well as less common functionalities that are significant enough to list.
Meeting arrangement — The main feature of meeting room booking systems is meeting coordination. This includes providing schedules for meeting participants and showing available rooms.
Room organization — To properly manage rooms, users have the ability to name rooms and organize them by the equipment within them, location, and capacity.
Automatic scheduling — If a meeting is recurring, the software will automatically schedule and book a room to accommodate availability.
Calendar — Scheduled meetings and their designated conference rooms can be viewed on a company’s or individual’s calendar. These tools will also integrate with outside calendar software for guaranteed visibility across solutions.
Visitor management — Meeting room booking systems will often provide built-in visitor management capability, including visitor sign-in and meeting scheduling functionality for external participants.
Room signage — Using the room organization system created by administrators, a meeting room booking system is capable of creating customizable digital signage.
Integrations — If features for solutions like visitor management or digital signage aren’t provided natively, meeting room booking systems offer integrations with popular solutions for a given software type.
Additional Meeting Room Booking Systems Features
Analytics and insights — Meeting room booking systems are capable of tracking data related to the usage of physical spaces and equipment. Insights can include metrics such as utilization, peak usage times, average meeting length, and average attendee count.
Monitoring — Some solutions notify meeting participants of upcoming meetings or remind participants in meetings of how much longer they have a room booked. Other products require participants to check in to a meeting, and meetings that don’t start are automatically cancelled so the room can be freed up.
Administrative rules — Some meeting room booking solutions will come with specific administrative controls that allow administrators to approve or deny booking requests, create rules and policies for rooms or items, or give users and rooms specific tags.
Wayfinding — Some meeting room booking systems can also serve as office maps that show where conference rooms are located and which are currently available. Office maps can be presented via digital signage on TVs and tablets or by accessing the provided application on a desktop or mobile device.
