Find the best Meeting Room Booking Software

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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

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

Tactic

Tactic is a scheduling management platform for HR & Office Managers looking to easily implement and manage a hybrid workplace. This platform includes features such as health questionnaires, interactive office maps, office usage da...Read more about Tactic

Smartway2

Smartway2 is an intelligent workplace scheduling tool that rebuilds face-to-face connection by helping employees book everything they need for a great day in the office. From booking desks and meeting rooms to parking and amenit...Read more about Smartway2

4.5 (8 reviews)

AeriCast

AeriCast is a meeting room booking software designed to help businesses display slides, photos and other content on large screens. It allows teams to mirror screens from laptops, desktops or mobile devices over Wi-Fi or 4G/LTE dir...Read more about AeriCast

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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 about OfficeSpace

Momentus Technologies (formerly Ungerboeck)

Momentus Technologies (formerly known as Ungerboeck) is a worldwide leader in venue and event management solutions, empowering organizations to craft exceptional experiences. With a presence in over 50 countries and a user base ex...Read more about Momentus Technologies (formerly Ungerboeck)

Spot Booker

SpotBooker is a tool that aims to simplify and streamline meeting room management for businesses. Features of SpotBooker: Optimization: SpotBooker focuses on continually improving space management by preventing double bookings, ...Read more about Spot Booker

5.0 (7 reviews)

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

Seating Allocation Solution

Our tailor-made, cloud-based office space management software solution provides facility managers, HR managers, office administrators, and CFOs a real-time view of their workspace and the ability to customize office arrangements o...Read more about Seating Allocation Solution

Kadence

Your complete toolkit to make hybrid work for your people and spaces. A full suite of easy-to-use hybrid working software designed to improve the coordination of people, space. By building the operating system for the future of wo...Read more about Kadence

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 about Tribeloo

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 about Event Booking Engines

Clearooms

Clearooms is a hot desk and meeting room management software. It is a user-friendly solution specifically made for SME companies looking to move to a hybrid workspace model but that do not want an over complicated system to suppor...Read more about Clearooms

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 about Whatspot

FMS:Employee

FMS:Employee offers intuitive software and hardware solutions for your employees with powerful, integrated scheduling solutions that deliver new levels of efficiency and productivity for mobile, virtual, and traditional employees....Read more about FMS:Employee

5.0 (2 reviews)

EMS

Accruent’s EMS software helps higher education facilities and businesses in every industry optimize their physical spaces. Our room booking, desk reservation, and event scheduling software simplifies space management to create a s...Read more about EMS

Jezzam

Appointment scheduling and booking software for small businesses that's flexible and simple to use. Jezzam provides you with cloud-based software that's mobile ready for both you and your customers. A 30-day free trial lets you...Read more about Jezzam

Gaia Workspace

Gaia Workspace is a flexible workspace management solution, featuring visitor management, room & desk booking, external booking, office car parking, approval, and analytics. Gaia streamlines your workplace scheduling and keeps you...Read more about Gaia Workspace

Flash Lead

Flash Lead is a cloud-based sales management and revenue growth software designed to streamline the sales pipeline of businesses across multiple industries. Choose from main products: Flash Lead Essential advanced customizable sal...Read more about Flash Lead

Buyers Guide

Last Updated: March 16, 2023

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.