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MaintainX

MaintainX is a web-based CMMS tool that can be used on mobile devices. It aims to improve workflow completion and strengthen team communication. It can be used by operational teams in small to large businesses. This solution allow...Read more about MaintainX

4.8 (609 reviews)

41 recommendations

TheWorxHub

TheWorxHub by Brightly Software (formerly Dude Solutions) is a next-generation work and asset management CMMS platform, designed to streamline operations and facilities maintenance, for smarter, more efficient maintenance and oper...Read more about TheWorxHub

4.7 (170 reviews)

3 recommendations

FMS:Workplace

FM:Systems provides workplace management technology that enables Facility and Real Estate teams to identify, plan, and deliver the ideal workplace for every employee. Their web-based Integrated Workplace Management System (IWMS) p...Read more about FMS:Workplace

4.1 (80 reviews)

2 recommendations

viewWORK

Collectiveview software is a cloud-based facilities management solution suitable for midsize to large businesses. Key features include maintenance management, asset management, space management, move management and lease administr...Read more about viewWORK

5.0 (2 reviews)

1 recommendations

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Skedda

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 defining the future of the work...Read more about Skedda

TOPdesk

Making service happen with TOPdesk TOPdesk is an IT service management (ITSM) platform designed to help busy service teams at midsized businesses (250-5000 employees) regain control of their work and make service happen. TOPdesk...Read more about TOPdesk

YAROOMS

The YAROOMS Workplace Experience Platform is your one-stop shop for an amazing workplace experience. We offer easy-to-use solutions that help companies efficiently manage people and spaces in a flexible work environment, including...Read more about YAROOMS

Q Ware CMMS

Q Ware CMMS is a cloud-based maintenance management solution designed for small and midsize businesses. It offers work order management, preventive maintenance, inventory management, fixed asset management and event scheduling wit...Read more about Q Ware CMMS

Robin

Best for mid-market and enterprise companies, Robin Powered is a cloud-based scheduling solution that caters to businesses across various industries such as real estate, consumer electronics, marketing, advertising, finance, infor...Read more about Robin

MYBOS

MYBOS is a cloud-based Building and Facility management solution. MYBOS was conceived to revolutionise building management, equipping BM/FM managers with cutting-edge tools/features for seamless day-to-day operations. The prevai...Read more about MYBOS

CivicPlus Recreation Management

CivicPlus' Recreation Management solution is designed exclusively for local parks and rec departments by former parks and rec leaders. Its comprehensive activity, facility, membership, staff, volunteer, and point-of-sale feature...Read more about CivicPlus Recreation Management

Teem

Teem is a cloud-based scheduling solution that helps small to medium-sized organizations create a streamlined workplace experience. Users can interact with people, places, and data using the mobile app, EventBoard room displays, L...Read more about Teem

Joan

Joan is a room scheduling and booking solution that helps businesses of all sizes find and reserve available meeting rooms and work desks according to individual requirements. The room grid functionality allows users to view multi...Read more about Joan

Concept3D

Concept3D is a cloud-based mapping platform designed to help businesses in healthcare, education, hospitality and other sectors design 3D maps and virtual tour experiences for clients. With the built-in content management system (...Read more about Concept3D

SpaceIQ

SpaceIQ is a cloud-based facilities management solution suitable for businesses of any size. Key features include space planning, move management and real estate forecasting. SpaceIQ offers features for space utilization incl...Read more about SpaceIQ

Spacewell Energy (Dexma)

Spacewell Energy (Dexma) is a cloud-­based energy management, intelligence and analytics software platform designed to help energy services companies of all sizes deliver energy usage data to their clients. Key features include au...Read more about Spacewell Energy (Dexma)

Spacewell

Spacewell offers the software and technology tools to simplify facility operations, reduce costs and energy consumption, and create smart buildings and workplaces. The company focuses on making building management smarter and cr...Read more about Spacewell

Urbest

Urbest is a collaborative software that helps teams to organise communication, tracking, management and evaluation of tasks for general services and maintenance. Get rid of emails, SMS and other spreadsheets by putting all your ta...Read more about Urbest

Falcony

Falcony is a cloud-based application fit for mobile and tablet use. It can be used by businesses of all sizes. This tool is made to improve facilities/property management. It allows users to customise audit templates and score ran...Read more about Falcony

Archibus

Empower your workforce with Archibus by Eptura, a single integrated platform for managing all aspects of your organization’s facilities and infrastructure. Providing both on-premise and cloud solutions, Archibus can introduce oper...Read more about Archibus

Buyers Guide

Last Updated: March 16, 2023

Communication is critical for effective teams, and meetings are essential for effective communication. So scheduling meeting rooms should be quick and easy, right?

It's often not. Between finding an appropriate space, determining who should be included, what resources are needed and who to notify, scheduling dozens of meetings each month can eat into valuable time. If you're booking spaces for lessons or social events, the frustrations are the same.

The best way to streamline this additional task is through automation. This guide is designed to help software buyers learn the functionality and applications of room scheduling software so businesses and individuals can book rooms quickly and move on with their day.

We'll cover the following topics:

What Is Room Scheduling Software?

Common Room Scheduling Software Functionality

Types of Room Scheduling Software Buyers

How Is It Priced?

What Is Room Scheduling Software?

As we mentioned, scheduling meetings involves gathering rooms, resources and people. Room scheduling software is designed to coordinate these various parts so planners can schedule with awareness of timing or resource conflicts.

No matter what type of room scheduling or reservations you're making, software makes the process quicker and simpler. This includes:

  • Booking a meeting room in an office

  • Reserving a space for private lessons

  • Renting equipment for a conference

These capabilities benefit everyone when used organization-wide, as the software offers a shared view into which spaces are in-use or claimed for a specific time in the future. And permission settings allow managers to restrict access to scheduling tools to avoid confusion.

A-list-of-recent-users-in-room-scheduling-software-Skedda

A list of recent users in Skedda

Most vendors in this space offer similar functionality, so the biggest factors in your decision will include ease-of-use and cost. We'll review the common functionality below.

Common Room Scheduling Software Functionality

Booking calendar

Allows users to schedule meetings or events with a few clicks, and schedules can be dragged and dropped to switch dates or times. Customizable views (by day, week or month) and color-coded events offer comprehensive views at a glance. This view serves as a dashboard for anyone using the system.

Notifications

Once an event is set, users can set up and send customized notification emails or texts to attendees to confirm the details of the meeting. Some notifications include registration or confirmation buttons so planners know how many people are attending.

Space management

Spaces in an office are limited, so room scheduling software keeps track of which are available so users can always find a spot based on real-time information.

Equipment scheduling

Business meeting and special event planners often need to reserve equipment in addition to a room. Scheduling software allows users to make sure resources are available on certain days by reserving them and linking them to an event.

Self-service portal

Managers can allow any employee to use the system to schedule rooms or workspaces through various methods, including a web browser, mobile device, email and more.

Payments

Some users own the spaces and use the software to rent them out. These users can integrate online payment capabilities so that customers can pay and reserve conveniently.

User management and permissions

Manage user access to different capabilities and grant full access to managers. Administrators can also see who is using the system and put them into specific groups for easier scheduling.

Digital signage

This type of software is often used to manage space for conventions or other large gatherings with multiple rooms and start times. Some vendors include digital signage capabilities—for example, planners can use tablet computers at each room to display important details, such as start time, reservation status, name of the event, room number or a daily schedule.

Analytics

Administrators can view data gathered over time to identify key indicators that can help optimize the use of space. For example, find out which rooms are used most or least often and peak usage hours.

Types of Room Scheduling Software Buyers

Room scheduling software is adaptable to most applications and industries, but the specific set of features you need can depend on your business:

Facilities managers. These professionals are responsible for creating a productive atmosphere for employees in an office building, and a critical part of this is managing spaces. Facilities managers can use room scheduling software to enable workers to reserve rooms, equipment and desks (called office hoteling, which can reduce facility costs).

Facilities managers of a college campus can also use software in a similar way to schedule and manage speaking or student association events in buildings across campus. Some systems can integrate existing student information system (SIS) data to help determine the most appropriate classroom assignments.

Event coordinators. Those who plan events, such as weddings or conferences, can use room scheduling software to send confirmation emails and receive registration information to better gauge attendee numbers. During events, the coordinator can use the system to ensure space is utilized efficiently.

Instructors and tutors. Independent teachers and tutors can use room scheduling software to manage their own private lessons. Students can access the online scheduling wizard to make appointments.

Users with their own studios and team of instructors can use it in the same way, but also be able to assign lessons and other teachers to specific rooms.

How Is It Priced?

Pricing models for room scheduling software are generally consistent, but buyers should be aware of other limitations or added costs they may encounter when seeking a system.

Most vendors offer room scheduling software with a basic fee per month pricing, and these usually have limitations on the number of rooms to manage or number of users who can use the system.

However, it's not uncommon to see special pricing models that allow users to pay a flat fee for each event they schedule. These versions typically have more strict limitations on functionality.

Finally, keep in mind vendors often offer three or more versions of their systems, with the functionality increasing along with the pricing. It's crucial to carefully evaluate the differences in each version of the software to find the capabilities you truly need, and avoid paying for features you won't use.