Best Meeting Room Booking Systems
Meeting room booking systems provide simple tools for reserving conference rooms and other spaces or resources within an office or shared workplace. This software ensures that organizers and attendees have the necessary accommodations for important meetings, and at the same time, office managers maintain an accurate, up-to-date view of how company resources are being utilized. Office managers can program these platforms with user permissions and other restrictions to ensure the appropriate usage of these valuable resources. Meeting room booking systems are primarily used for planning out and inviting others to meetings such as team scrums, sales calls, one-on-ones, and brainstorming sessions. They are also used by members and community managers of coworking spaces for reserving rooms, desks, designated call areas, and quiet spaces. These tools improve workplace efficiency while preventing double bookings or other situations where meeting spaces and resources are unavailable at critical moments. Certain products in this category provide analytics features to offer insight into shared space usage and help refine room scheduling protocol.
Meeting room booking systems commonly integrate with calendar software so meeting organizers and attendees can view or manage meeting details, such as time and location, in relation to their general schedules. These tools also offer integrations with email software, making it easy for organizers to send electronic invites to attendees. These tools often integrate with or share features of visitor management software to check in and track information about meeting attendees, particularly those from outside the company. A number of meeting room booking systems provide digital signage features to display meeting details outside of conference rooms and allow for streamlined check-in processes. This will usually involve external hardware such as tablets or digital displays, either from a third party or the software vendor themselves.
To qualify for inclusion in the Meeting Room Booking Systems category, a product must:
Featured Meeting Room Booking Systems At A Glance
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Connect your people, places, and spaces. Appspace is the workplace experience platform for your whole team that lets you manage it all – from employee communications to your physical office spaces. So
Appspace is a software platform designed to manage office spaces, room bookings, and digital signage displays, with additional features for internal communication and calendar integration. Reviewers frequently mention the user-friendly booking system, easy implementation, and the ability to manage and schedule content for digital signage as key benefits of using Appspace. Users reported issues with slow interface loading during peak hours, problems with double booking of rooms, and difficulties with certain integrations and updates.
786 Twitter followers
Archie powers thousands of modern offices and shared workspaces worldwide, offering an integrated solution that includes meeting room and desk booking, visitor management, workspace analytics, and cow
Archie is a desk booking and office management tool that allows users to book desks, manage schedules, and handle visitor sign-ins. Reviewers like the visibility Archie provides into office activities, its integration with other tools, the ability to see team schedules, and the convenience of booking desks and managing visitor sign-ins. Reviewers experienced issues with the app resetting to the ground floor by default, lack of clear guidance on new features, occasional syncing issues with Google Calendar, and the need for more control over notifications.
Skedda is a leading global desk management and hybrid work platform, serving over 12,000 customers and nearly two million users, including IBM, Siemens, Mercedes-Benz, and Harvard University. We are d
Skedda is a booking and scheduling software that allows users to manage and view bookings and occupancy of spaces. Reviewers frequently mention the software's user-friendly interface, intuitive design, flexibility, and excellent customer support, as well as its seamless integration with other platforms and its detailed map design. Users experienced issues with the initial configuration requiring thoughtful planning, lack of native pay features, inability to make local edits to attributes, and updates not always pushing out in an organized manner.
332 Twitter followers
Joan is an all-inclusive workplace platform that helps businesses streamline meeting room booking, desk reservations, visitor management, workplace digital signage, and asset management with intuitive
Joan is a device that streamlines the room booking process, allowing users to see availability in real-time and book spaces instantly, and syncs with digital calendars like Google and Office 365. Reviewers like the simplicity and efficiency of Joan, its easy setup, user-friendly interface, and the ability to book multiple desks and create recurring bookings, as well as its battery-powered, wireless design and real-time syncing with digital calendars. Users experienced issues with the initial setup being fiddly, the user experience not being as nice as expected, the pricing being a bit high, the touchscreen being slow and lagging, and the lack of a basic plan and an enterprise plan.
After the pandemic, many employees no longer need to work from the office 5 days a week, and companies no longer need to have a workplace assigned to only 1 person, allowing different people to sit at
Roomzilla is an advanced conference room management software that offers numerous benefits for users. It streamlines the reservation and utilization of meeting spaces, ensuring more availability and u
210 Twitter followers
Tactic is an intuitive workspace management platform that makes hybrid work simple. We help companies optimize their desk booking, room scheduling, and visitor management in one easy-to-use system. Wi
Tactic is a hybrid management tool that aids in organizing and identifying employees, facilitating decision-making, managing capacity controls, and coordinating workspace and resource allocation. Reviewers appreciate Tactic's ease of integration, intuitive booking process, visual open interface, and its ability to bridge the gap between creative showrooms and shared workspaces, revolutionizing workflow and making data of office users transparent. Reviewers noted that the platform's performance consistency could be improved, the mobile app can sometimes lag or have syncing issues, and the user interface can feel cluttered with too much information displayed at once.
292 Twitter followers
OfficeRnD Flex is a customizable platform designed specifically for coworking and flexible space operators, enabling them to efficiently manage and automate various aspects of their operations. This c
1,741 Twitter followers
ServiceNow Workplace Service Delivery (WSD) is a comprehensive facility management solution designed to streamline workplace operations and enhance employee experiences. By automating routine tasks an
53,697 Twitter followers
WorkInSync is an AI-powered SaaS solution designed to help companies manage hybrid workplaces while optimising CRE Costs and improving Employee experience. This innovative platform addresses the evolv
WorkInSync is a software application that provides features for booking desks, meeting rooms, and wayfinding. Users like the ease of use, the number of features, and the ability to see who is coming to the office, which aids in planning, and the reduction of conflicts due to desk and meeting room booking. Reviewers experienced issues with the user interface not being seamless between different features, glitches with integrations, a lack of user-friendliness and navigation orientation, and a desire for improvements in user experience and WhatsApp integration for notifications.
Yeastar Workplace is a flexible-first workplace platform designed for the modern office and the future of work. By consolidating meeting room booking, desk booking, and visitor management into one pla
2,481 Twitter followers
Rated #1 for Enterprise Space Management, Desk Booking, and Room Booking, OfficeSpace is the leading AI Operating System for the Built World, defining a new category of workplace software. The Offi
1,886 Twitter followers
OfficeRnD Workplace is a customizable platform for modern workspaces that allows teams to reserve desks, book meeting rooms, manage resources, and welcome visitors seamlessly integrated with your favo
1,741 Twitter followers
Envoy Workplace is the platform that helps you run every part of the office experience clearly, securely, and without the complexity. From desk and room booking to delivery management and occupancy in
3,967 Twitter followers
deskbird is the workplace management platform that puts employees first. With an intuitive booking system for desk and other resources, powerful analytics, visitor management and easy integrations, it
103 Twitter followers
Learn More About Meeting Room Booking Systems
What are Meeting Room Booking Systems?
Meeting room booking systems organize and streamline the process of coordinating meetings and reserving physical spaces for those meetings. While the category title may imply that these products only handle conference rooms, many solutions are also capable of booking spaces like desks, larger venues, or physical resources. Meeting room booking software also aims to consolidate all the aspects of organizing meeting spaces. Many products in the space will either integrate with or provide native functionality akin to visitor management software, venue management software, digital signage software, and calendar software to offer complete coverage of all the facets of booking physical spaces.
Key Benefits of Meeting Room Booking Systems
- Streamlines scheduling for meeting participants and booking physical spaces
- Formalizes booking items and spaces other than conference rooms
- Provides full coverage for all necessary meeting activity via native functionality or integration with relevant software types
Why Use Meeting Room Booking Systems?
A meeting room booking system could be the software solution you didn’t know your business needed. Despite their seemingly straightforward purpose, they come packed with features sure to keep an office organized and on track.
Efficient scheduling — It is possible for businesses to schedule and plan all the aspects for a meeting without investing in a meeting room booking system, but it almost definitely requires at least two different tools. Meeting room booking systems consolidate all the features any organization would need to effectively plan meetings into a single system. These tools even offer additional functionality that will certainly be helpful in managing a physical office space like providing meeting room displays, wayfinding, and productivity analytics.
Productivity insights — A meeting room booking system also serves as a dedicated tool for tracking how often and for how long spaces and equipment are used. This gives businesses utilization data to leverage when making decisions regarding office organization and optimization. Businesses wouldn’t have a way to collect this type of data without a dedicated system that has the capability to monitor metrics like no-show meetings and late starts.
Who Uses Meeting Room Booking Systems?
Meeting room booking systems are useful to any type of business that has an office with multiple conference rooms or communal equipment. While administrators establish rules and policies within the software, these tools are intended to be accessible for everyone in a business. Tool tracking software is also capable of tracking barcoded equipment, but often doesn’t provide the same booking functionality offered by meeting room booking systems. Meeting room booking systems are also better for booking stationary equipment like desks or physical whiteboards compared to tool tracking solutions.
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.
