
Tripleseat
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
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
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
Space Connect is a cloud-based facilities management solution designed to help businesses manage and streamline meeting room scheduling, desk booking, visitor's reception and more. The meeting management platform allows users to r...Read more
Smarten Spaces offers workplace safety and flexibility on one experience app to help businesses navigate the new Hybrid Workplace. Core functionality includes Desk & Meeting Room Management, AI-driven Workforce Rostering, Employee...Read more
CalendarWiz is a calendar management software that helps businesses of all sizes schedule events, staff members and facilities. It enables team members to create events with details, such as start time, category, recurring schedul...Read more
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
TouchPoint is an automated cloud-based visitor management solution designed for hotels, hospitals, exhibitions, residential apartments and multi-tenancy buildings. Key features include appointment scheduling, check-ins and check-o...Read more
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
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.
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. |
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.
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.
Before investing in a meeting room booking system, you need to look at some additional considerations.
Here are some recent trends for meeting room booking software that you should be aware of:
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.
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.