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Easy-to-use meeting room booking software

A powerful meeting and conference room booking system that will speed up your work, streamline team collaboration, and maintain schedule integrity.

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Trusted by organizations worldwide

 

Trusted by organizations worldwide
 

Booking a room shouldn’t feel like a project

Dive into our quick interactive demo - no sign-up, just click and explore.
See exactly how YAROOMS makes room booking easy, so you can focus on the work that matters.
 
 
 
 

Workplace of the future. Today.

Whether you need help managing spaces and resources or improving
collaboration among teams, we've got you covered.

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Simplify meeting room reservations

Booking a meeting room shouldn’t be complicated. But with approval rules, access restrictions, and different team needs, it often is.

YAROOMS makes it easy. You can set clear booking rules, automate approvals, and let employees book rooms without confusion or conflicts.

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One shared space calendar

All conference room bookings are in a single place. Users only see what they have access to.

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Granular user permissions

Give each user group access to their set of meeting rooms.

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Incognito room reservation

Reserve office spaces privately - your meeting room booking details will not be visible to other users.

Simplify meeting room reservations

Booking a meeting room shouldn’t be complicated. But with approval rules, access restrictions, and different team needs, it often is.

YAROOMS makes it easy. You can set clear booking rules, automate approvals, and let employees book rooms without confusion or conflicts.

Room Booking
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sales strategy meeting
morning brainstorm meeting
1282950_calendar_complete_event_icon

One shared space calendar

All conference room bookings are in a single place. Users only see what they have access to.

989984_account_data_personal_protect_secure_icon

Granular user permissions

Give each user group access to their set of meeting rooms.

3554865_eye_overview_show_view_visibility_icon

Incognito room reservation

Reserve office spaces privately - your meeting room booking details will not be visible to other users.

Yarvis: the AI assistant for meeting room booking

Yarvis, the AI-powered workplace assistant (currently available on Microsoft Teams and Slack), simplifies complex meeting and conference room booking tasks and enhances scheduling workflows.

Yarvis can quickly handle multiple room bookings, schedule recurring workspace reservations, find meeting spaces with specific amenities, and locate colleagues in the office.

Read more

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Screenshot 2024-06-17 at 14.09.37

Organize hybrid meetings

A hybrid meeting is when some people join from a meeting room and others join remotely.

YAROOMS helps you set up these meetings the right way - so everyone stays connected and included, no matter where they are.

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Microsoft Teams meetings integration

Create a Microsoft Teams meeting along with a YAROOMS meeting and attach it to the event description. When the YAROOMS meeting is updated, the Teams meeting will be updated.

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Zoom meetings integration

Create a Zoom meeting along with a YAROOMS meeting and attach it to the event description. When the YAROOMS meeting is updated, the Zoom meeting will be updated.

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Google Meet integration

Just like with the other videoconferencing integrations, you can also create a Google Meet conference along with a YAROOMS meeting.

Organize hybrid meetings

A hybrid meeting is when some people join from a meeting room and others join remotely.

YAROOMS helps you set up these meetings the right way - so everyone stays connected and included, no matter where they are.

Room Booking
book a meeting room
zoom meetings
microsoft teams meetings
schedule a video conference meeting
Microsoft-Teams-logo

Microsoft Teams meetings integration

Create a Microsoft Teams meeting along with a YAROOMS meeting and attach it to the event description. When the YAROOMS meeting is updated, the Teams meeting will be updated.

Zoom-Logo-PNG-Photo

Zoom meetings integration

Create a Zoom meeting along with a YAROOMS meeting and attach it to the event description. When the YAROOMS meeting is updated, the Zoom meeting will be updated.

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Google Meet integration

Just like with the other videoconferencing integrations, you can also create a Google Meet conference along with a YAROOMS meeting.

Ensure secure room management

Office capacity limits, time buffers, people flow control. The right set of measures is essential if you want to ensure secure and compliant meeting room management. 

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People flow control

Request users to indicate the number of meeting attendees while booking a room.

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Meeting room capacity

Set and enforce capacity limits for each meeting room to prevent overbooking.

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Area or location capacity

Set maximum occupancy limits to ensure room usage stays within building or floor capacity.

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Time buffers

Activate a buffer - e.g., 10 minutes - between meeting room bookings to allow for cleaning and setup before the next reservation.

Ensure secure room management

Office capacity limits, time buffers, people flow control. The right set of measures is essential if you want to ensure secure and compliant meeting room management. 

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0,5 workplace map@0.5x
conference room zoom in
occupancy, capacity
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People flow control

Request users to indicate the number of meeting attendees while booking a room.

14

Meeting room capacity

Set and enforce capacity limits for each meeting room to prevent overbooking.

1282562_device_iphone_mobile_icon

Area or location capacity

Set maximum occupancy limits to ensure room usage stays within building or floor capacity.

6646403_buffer_essentials_loading_ui_icon

Time buffers

Activate a buffer - e.g., 10 minutes - between meeting room bookings to allow for cleaning and setup before the next reservation.

Create an integrated workplace experience

An integrated workplace experience should be fast, mobile, and seamless. In a hybrid work setup, employees need flexible tools to plan their day at the office - anytime, from anywhere.

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Single sign-on

Access the meeting room booking system as easily as you open your email.

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YAROOMS mobile app

Access the booking software on the go and schedule your day at the office anytime, anywhere.

Learn more

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MS Outlook & Google Calendar integration

Book rooms for meetings or edit and cancel your reservations without leaving Outlook or Google Calendar.

Microsoft-Teams-logo

Microsoft Teams integration

Simplify daily scheduling and reserve desks in YAROOMS without leaving the Microsoft Teams interface. 

Learn more

Create an integrated workplace experience

An integrated workplace experience should be fast, mobile, and seamless. In a hybrid work setup, employees need flexible tools to plan their day at the office - anytime, from anywhere.

integrated workplace experience
calendar
yarooms mobile 450x900 (1)
1258534_logout_off_on_out_power_icon

Single sign-on

Access the meeting room booking system as easily as you open your email.

1282562_device_iphone_mobile_icon

YAROOMS mobile app

Access the booking software on the go and schedule your day at the office anytime, anywhere.

Learn more

Group 806

MS Outlook & Google Calendar integration

Book rooms for meetings or edit and cancel your reservations without leaving Outlook or Google Calendar.

Microsoft-Teams-logo

Microsoft Teams integration

Simplify daily scheduling and reserve desks in YAROOMS without leaving the Microsoft Teams interface. 

Learn more

Meeting room signage for smarter scheduling

YAROOMS meeting room display is a smart addition to your room management process:

  • See real-time availability with color-coded digital signage

  • Book rooms instantly on the spot

  • Avoid no-shows with automatic release if no one checks in

  • Extend or end meetings directly from the display

  • Access usage reports to optimize room planning

Perfect for hybrid workplaces that want smooth scheduling, fewer booking conflicts, and a better experience for employees and visitors alike.

yarooms meeting room signage
yarooms meeting room signage

Optimize meeting room utilization

Meeting and conference rooms use up a lot of office space. By seeing which ones are used often (and which aren’t),
you can make smarter, more cost-effective space decisions. Use room booking data to rightsize your workplace.

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Usage reports

Explore a comprehensive selection of meeting room booking data.

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Employee satisfaction survey

Send a short satisfaction questionnaire to everyone who attended the office today. Discover how happy your teams are with meeting rooms and what can be improved.

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Reporting a problem

A broken chair? Missing amenities? Report a problem in the meeting room to the location manager.

Room Booking
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report a room booking problem
employee experience survey

Various companies, diverse cultures,
one remarkable workplace experience.

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The YAROOMS team was incredibly supportive throughout the entire implementation process. Even when we encountered issues, their commitment to resolving them reinforced our trust in our partnership. Plus, the user interface is super intuitive, which has made it a breeze for our team to use.

Hector Garcia,
Assoc. Director, Marketing,
Customer and Employee Engagement

 

dr martens logo_grey

 


As we expand with the business, we want partners that can grow with us. And we really appreciate your flexibility and adaptability. If we have to bring in more desks, renumber or relocate them, change the meeting rooms or office maps, we can be sure that the YAROOMS team will do it promptly and professionally.

Richard Coope,
Project Manager,
Future-Ready Workplace

 

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I couldn’t be happier with the smooth transition and support we received. From invoicing to customer support, all questions were answered within hours, and any issues we had were resolved almost immediately. For a company with multiple locations, this software is a dream!

Dani Partain,
Executive Assistant to the
Deputy Superintendent of Operations

Insights to get you started

Choosing the right meeting room booking software is no small feat. We collected a
couple of insightful resources to help you identify your needs and navigate
the sea of options. Continue your research:

Meeting room booking software: FAQ

Answering the most popular questions about meeting room booking systems.

What is a meeting room booking system?

A meeting room booking system is a web-based or mobile app that allows for the online booking of conference rooms and other meeting facilities.

A meeting room booking application provides an interface for people to see the availability of collaboration spaces and reserve them. A typical system will allow users to self-schedule and reserve meeting slots using a web or mobile application.

How does a meeting room booking system work?

A meeting room booking system helps organizations manage their shared meeting spaces efficiently. Instead of relying on spreadsheets, calendars, or manual processes, the system provides a central platform where users can:

  • Check availability of meeting rooms in real time

  • Book rooms in advance or on the spot

  • Set booking rules (e.g., who can book, how far in advance)

  • Avoid double bookings and scheduling conflicts

  • Generate usage reports to analyze how spaces are used

Some systems also integrate with tools like Outlook, Google Calendar, or Microsoft Teams for easier scheduling within daily workflows.

How YAROOMS makes it better?

YAROOMS offers a powerful, user-friendly meeting room booking system designed for today’s hybrid workplaces. With YAROOMS, you can:

  • Easily find and book rooms via web, mobile, Microsoft Teams, or Outlook

  • See real-time availability through interactive floor plans or room displays

  • Set booking rules and policies (e.g., room capacity, required approvals, recurring meetings)

  • Enable authenticated on-the-spot bookings using room signage displays

  • Avoid no-shows with automated check-ins and booking release

  • Track usage data to optimize space planning and workplace experience

It’s a fully integrated system that helps reduce friction, save time, and ensure rooms are used effectively - whether your teams are fully in-office, hybrid, or anywhere in between.

What are the benefits of meeting room booking software?

Room booking software simplifies the management of meeting spaces and conference rooms within organizations, facilitating a more organized and efficient allocation of these resources. By adopting room booking and scheduling software, companies can streamline the process of reserving rooms, ensuring that meetings and events are accommodated effectively. The advantages of utilizing room booking software include:

  • Enhanced Efficiency: Automates the process of booking conference rooms, reducing administrative workload and minimizing the chances of double bookings or scheduling conflicts.
  • Real-time Availability: Provides immediate visibility into room availability, allowing employees to find and reserve suitable spaces quickly and easily.
  • Optimized Space Utilization: Helps organizations understand and improve their use of meeting spaces, reducing the need for excess real estate and lowering operational costs.
  • Improved Meeting Planning: Enables meeting attendees to check the features and capacities of rooms, ensuring that the selected space matches their specific requirements.
  • Increased Productivity: Reduces time wasted by employees searching for available rooms, or solving out situation with double bookings, allowing them to focus more on productive tasks.
  • Data Analytics and Reporting: Offers insights into room utilization patterns, supporting better space planning and management decision-making.
  • Integration with Other Systems: Can often integrate with calendar and email systems for seamless scheduling and notifications, enhancing communication and coordination.
  • Support for Hybrid Work Environments: A booking app facilitates the management of physical meeting spaces in a hybrid work setup, where employees split their time between home and office.
  • Customization and Scalability: A booking app allows for customization to fit an organization's unique needs, whether it's implementing specific booking rules or integrating with existing workplace management tools.
  • Health and Safety Measures: Conference room booking software supports the implementation of health guidelines by managing room capacities and ensuring spaces can be reserved for cleaning between meetings.

Who uses a booking system?

A booking system (for example, conference room booking software) can be used by any business that wants to embrace the hybrid work solution and wants to make sure their rooms and desks are well-planned in advance and secure (including from a sanitary perspective).

What should I look for in a meeting room booking system?

When selecting a meeting room booking system or room scheduling software, there are several key features and functionalities you should look for to ensure it meets the needs of your organization:

  • Ease of Use: The booking software should be user-friendly, allowing employees to easily navigate the system to book rooms without requiring extensive training. An intuitive interface helps reduce errors and increases adoption across the organization.
  • Real-Time Availability: The system should provide real-time updates on room availability. This feature is crucial to prevent double bookings, ensuring that once a room is reserved, it is immediately marked as unavailable to others.
  • Integration with Calendar and Scheduling Software: The booking system should integrate seamlessly with your existing calendar and scheduling software, such as Outlook, Google Calendar, or Microsoft Teams. This allows users to book rooms directly from their calendar, simplifying the scheduling process and ensuring all appointments are synchronized.
  • Prevention of Double Bookings: A reliable booking system must have robust features to prevent double bookings. These include immediate conflict detection and alerts if multiple users attempt to book a room simultaneously.
  • Comprehensive Scheduling Features: The system should offer flexible scheduling options, allowing users to book rooms for recurring meetings, set up notifications, and modify reservations easily. This ensures that all scheduling needs are met, whether for a one-time meeting or a regular series.
  • Digital Signage Integration: Look for a booking system that supports digital signage outside meeting rooms. This signage can display real-time room availability, current bookings, and upcoming schedules, providing everyone with clear information at a glance. Mobile Accessibility:
  • Mobile accessibility is critical in today’s work environment. The booking software should have a mobile app or a responsive design that allows users to check availability, book rooms, and manage their meetings on the go.
  • Reporting and Analytics: It is invaluable to generate reports on room usage, booking patterns, and user behavior. This feature helps optimize space utilization and identify trends that can lead to better scheduling practices.
  • Customizable Room Settings: Ensure the software allows customization of room features, such as capacity, equipment, and amenities. This helps users book rooms that best match their specific meeting requirements.
  • Security and Permissions: The system should offer robust security features, including user authentication and role-based permissions. This ensures that only authorized personnel can book certain rooms or access sensitive booking information. 


By ensuring your meeting room booking system includes these features, you can streamline the process of booking rooms, improve scheduling efficiency, and reduce the likelihood of double bookings, all while maintaining an organized and accessible calendar system.

How much does a meeting room booking system cost?

The cost of a meeting room booking system can vary widely depending on the features, scalability, and provider. Generally, prices for booking software can range from $10 to $30 per month per room for basic systems with essential scheduling features. For more advanced systems that offer integrations with existing scheduling software, real-time availability, prevention of double bookings, and support for digital signage, costs can escalate to $50 to $100 per month per room or more.

Enterprise-level solutions, which include advanced room reservation analytics, mobile accessibility, and comprehensive support, may involve custom pricing, often starting at several thousand dollars annually. Additionally, there might be initial setup fees and potential costs for additional modules or integrations.

The exact cost will depend on your organization’s specific needs, such as the number of rooms, required features, and level of customization.

How do you manage a meeting room booking?

There are a few different ways to manage meeting room bookings, depending on the scheduling software you are using. Generally, you will have an overview (office map, list, etc.) where attendees can view available meeting times and make a booking which is later is confirmed and added to their calendar.

Sometimes people will just reserve the room by emailing or contacting someone in charge of bookings, asking that person to add it to the calendar manually. Other businesses have booking systems in place, so that people can make reservations without having to contact someone else.

It is advised to have one central calendar for all meeting room bookings and meeting times so that everyone knows where they stand and there is no confusion.

How do I set up a meeting room booking in Outlook?

Outlook allows you to set up a meeting room booking in a relatively easy way. All you have to do is click on the date you want to make the booking for, enter the subject and the start/ end time of the meeting, click on “Scheduling Assistant”, then on “Add rooms”, then on “Add attendees”, and, finally, on “Send.” Adding the YAROOMS add-in for Outlook will enable you to make the entire process easier, have a bird’s eye view of the entire calendar, and benefit from the other features that come with YAROOMS (such as ensuring the meeting room is not overcrowded, or that different meetings do not overlap over a given time slot).

How do I restrict a conference room booking?

To effectively restrict conference room bookings, you can incorporate several strategies within your booking app and room reservation system:

  1. User Permissions: Use role-based access in the booking app to control who can reserve rooms and specific time slots. Implement approval workflows to ensure meeting schedules align with organizational needs.
  2. Time-Based Restrictions: To manage the process efficiently, limit room reservations to certain time slots or days and enforce advance booking rules.
  3. Room-Specific Rules: Restrict room access based on capacity or meeting type, ensuring appropriate use.
  4. Double Booking Prevention: Ensure the booking app automatically updates room availability to avoid double bookings and conflicts in meeting schedules.
  5. Authorization Codes: Require PINs or codes for booking high-demand rooms, adding an extra control layer.
  6. Monitoring and Analytics: Use the booking app’s analytics to track room usage, generating reports that inform better management decisions.
  7. Digital Signage Integration: Display real-time room availability and bookings on digital signage outside rooms to provide clarity and prevent unauthorized use. 
By implementing these strategies in your management process, you can streamline the room reservation process, effectively manage time slots, and prevent double bookings, ensuring optimal use of conference spaces.

How do you find the maximum safe occupancy of a meeting room?

In the post-pandemic office, two meters or six square feet per person is a good rule of thumb for a meeting room. Various research and predictive modeling studies have shown that any workplace with a rate higher than 40% cannot effectively deal with social distancing.

What does room capacity mean?

Room capacity is the maximum number of people that a room can accommodate.

It usually takes into account the number of seats and the amount of space needed for people to move around.