Meeting Room Booking Software

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Showing 1 - 20 of 51 products
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Showing 1 - 20 of 51 products

Smartway2

SmartWay2 is a cloud-based facility management solution, which assists businesses with meeting room scheduling and workspace utilization. Key features include collaboration, automatic notifications, reservation management, data ex...Read more

4.40 (5 reviews)

EMS

EMS Event Management software removes the barriers to inspired work by connecting your people, tools and technology within a single platform. AIG, Yale University, Accenture, and thousands of others rely on EMS Software's comprehe...Read more

4.28 (25 reviews)

Robin

Robin Powered is a cloud-based scheduling solution that caters to businesses across various industries such as real estate, consumer electronics, marketing, advertising, finance, information technology and more. Key features inclu...Read more

4.70 (44 reviews)

Tripleseat

Tripleseat is a web application specifically designed for hotels, restaurants, and special venues to help manage sales and events. These tools help users oversee the catering business planning process by allowing detailed tracking...Read more

Skedda

Skedda is an online booking and scheduling platform used by thousands of venues around the world. The platform is designed to streamline the management of space. Skedda is suitable for venues with desks, meeting rooms, coworking s...Read more

iOFFICE

iOFFICE is a cloud-based integrated workplace management (IWMS) and facilities management solution that helps organizations to manage their business operations and workflows. Users can choose from ten modules with management featu...Read more

4.43 (46 reviews)

YAROOMS

YAROOMS is a market-leading hybrid workplace software suite consisting of the following modules and applications: * Desk booking - a powerful space booking solution for flexible workplaces, featuring an interactive floor map. Fro...Read more

4.54 (35 reviews)

WorkInSync

What is WorkInSync? WorkInSync was created with a vision of enabling easy adoption of the hybrid workplace while enriching employee experience. It is a simple SaaS solution designed to optimize and simplify office operations for ...Read more

4.82 (94 reviews)

FlexO

FlexO is a workspace management and room booking solution that can be used by coworking businesses of all sizes. It can be used to manage meeting rooms, hot desks, modular rooms, company cars, mobile amenities, plus more. This sol...Read more

4.80 (5 reviews)

Event Booking Engines

Event Booking Engines is a cloud-based software platform designed to help Venues, Hotels, Caterers, Restaurants and Hospitality Groups manage their events, calendar, tasks, proposals, contracts, payments, lead transfer and event t...Read more

4.67 (12 reviews)

Software pricing tips

Read our Meeting Room Booking Buyers Guide

Subscription models

  • Per employee/per month: This model allows you to pay a monthly fee for each of your employees.
  • Per user/per month: Users pay a monthly fee for users—normally administrative users—rather than all employees.

Perpetual license

  • This involves paying an upfront sum for the license to own the software and use it indefinitely.
  • This is the more traditional model and is most common with on-premise applications and with larger businesses.

Rated best value for money

OfficeSpace

OfficeSpace Software is a cloud-based platform that helps organizations allocate workspace. Users can manage day-to-day employee relocations and large-scale organizational moves. The software can be used across a variety of indust...Read more

4.90 (25 reviews)

POC System

POC System is a cloud-based facility management solution designed for midsize and large companies such as realty companies, commercial centers, banks, insurance companies and municipal organizations. Key features include space man...Read more

4.32 (22 reviews)

Bisner Meeting Room Booking

Bisner Meeting Room Booking is a cloud-based solution designed to help businesses of all sizes organise meetings, search for suitable rooms and send reminders to attendees via email. Features include calendar synchronisation, book...Read more

5.00 (2 reviews)

Tribeloo

More than just desk booking: ​ Tribeloo provides the tools to manage your hybrid workplace and bring your employees back together. Book through the tools you already use​ - Book any space directly from Outlook or Google, so your ...Read more

4.84 (32 reviews)

Event Temple

Event Temple is a cloud-based event management solution designed to manage bookings and revenue for venues and hotels. The solution can be used by hotel chains, independent hotels, clubs, wedding venues and convention centers with...Read more

4.92 (62 reviews)

Gaia Workspace

Gaia Workspace is a flexible workspace and visitor management solution, featuring room & desk booking, employee screening, vaccine and test tracking, task management, and visitor management. Gaia streamlines your workplace schedul...Read more

4.64 (11 reviews)

Whatspot

Whatspot is a meeting room booking solution that allows staff members to handle reservations for shared resources. Small businesses and venues can utilize the platform to simplify bookings of meeting rooms, parking spots, and comp...Read more

4.63 (16 reviews)

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

4.73 (37 reviews)

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

4.70 (40 reviews)

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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

4.08 (72 reviews)

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Buyers Guide

Last Updated: March 14, 2021

Meeting Room Software Buyers Guide

We might disagree on whether office meetings actually improve our productivity. But we all will agree that productivity declines when meeting room bookings are mismanaged. 

After all, it’s never pleasant to find another team in the meeting room when you get there. And it’s not just a cause of embarrassment for team managers but an unnecessary waste of everyone’s time as the team scrambles to find another room.

Unfortunately, this can be a recurring scenario if there is no centralized system to manage meeting room reservations. 

This buyers guide will help businesses understand the benefits of using a meeting room booking software system, how the tool works, its features, and the important considerations to have in mind while purchasing one.

Here’s what we’ll cover

  • What is meeting room booking software?
  • Common features of meeting room booking software
  • What type of buyer are you?
  • Benefits of meeting room booking software
  • Key considerations when selecting meeting room booking software
  • Market trends

What is meeting room booking software?

Meeting room booking software is a tool that allows users to schedule meeting events and accordingly reserve rooms using built-in calendars. It also allows users to set parameters such as the duration and recurrence of a meeting.

An important functionality of meeting room booking software is the option to check the availability of meeting rooms, which prevents double bookings.

The software typically integrates with various internal communications tools, making it easy for users to share meeting details with team members.

Skedda software
Booking a meeting room in Skedda (Source)

Common features of meeting room booking software

The right meeting room booking software features depend on the scale and size of your business. However, there are some common features that most meeting room software offer.

Feature

Description

Meeting room bookings

Book meeting venue by checking the availability of rooms on a dashboard that supports a built-in calendar.

Meeting details editor

Customize the details of a meeting, such as location, duration, and recurrence, and provide notes such as meeting themes or agenda.

Meeting invites 

Send meeting invitations to team members and receive notifications when they accept the invite.

Plug-ins

Access the meeting room software on different internal communications applications via plug-ins.

Room utilization report

View reports on built-in dashboards to get insights such as which meetings rooms are most frequently used and the ratio of meeting room bookings by different teams.

What type of buyer are you?

To make the best choice when selecting meeting room booking software, you need to understand the buyer category you fall into. Here are the two most common buyer groups for this software.

  • Small and midsize businesses: This group comprises businesses with up to 999 employees. These buyers are primarily concerned about the cost of a software system. What they want is a low-maintenance, easy-to-use tool that doesn’t take a long time to set up or learn and is available for a low monthly subscription fee.
  • Enterprises: These buyers have offices in multiple locations and a large workforce (1,000+ employees) that needs to book meeting rooms frequently. This makes effective communication between teams and individuals an important aspect and thus, integration capabilities with third-party internal communications systems is a sought-after functionality for these buyers.

Benefit of meeting room booking software

While some of the benefits of meeting room booking software may be clear from our discussion above, we've listed the most notable one in this section.

  • Save the productive time of employees: Meeting room software saves employee time in multiple ways. Firstly, employees can significantly speed up the process of booking rooms by accessing a centralized database of rooms and sending automated invites.

    Secondly, the tool eliminates double-booking errors, ensuring that employees don’t waste time wandering in search of unoccupied space.

Key considerations when selecting meeting room booking software

Before investing in a meeting room booking system, you need to look at some additional considerations.

  • Mobile apps: Empowered by mobile technology, the workforce today prefers mobility in all aspects, including making reservations for meetings on the go. This makes it important that the software offers mobile capabilities such as iOS and Android apps for tablets and smartphones.
  • Support costs: While most meeting room software vendors offer free technical support for a host of issues, there can be extra charges for premium services such as priority phone support. To ensure you’re not caught by any surprise, enquire with the vendor about all the different support options and their relevant charges.

Market trends

Here are some recent trends for meeting room booking software that you should be aware of:

  • Visitor management module: While internal meetings are common, frequent, and important to smooth functioning, external meetings, such as those with business partners and investors, can’t be overlooked.

    As a result, there is a rising demand for visitor management capabilities such as visitor databases, automated registrations, check-ins, and notifications when visitors arrive for the meeting.

  • Integration with digital signage solutions: This technology is becoming popular as an add-on to meeting room booking software. By integrating these two, you can display accurate and updated information about meeting schedules on digital signs placed outside meeting rooms.

Note: The application selected in this article is an example to show a feature in context and isn’t intended as an endorsement or a recommendation. It has been obtained from sources believed to be reliable at the time of publication.