Trusted by organizations worldwide
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.
All conference room bookings are in a single place. Users only see what they have access to.
Give each user group access to their set of meeting rooms.
Reserve office spaces privately - your meeting room booking details will not be visible to other users.
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.
All conference room bookings are in a single place. Users only see what they have access to.
Give each user group access to their set of meeting rooms.
Reserve office spaces privately - your meeting room booking details will not be visible to other users.
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.
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.
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.
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.
Just like with the other videoconferencing integrations, you can also create a Google Meet conference along with a YAROOMS meeting.
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.
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.
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.
Just like with the other videoconferencing integrations, you can also create a Google Meet conference along with a YAROOMS meeting.
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.
Request users to indicate the number of meeting attendees while booking a room.
Set and enforce capacity limits for each meeting room to prevent overbooking.
Set maximum occupancy limits to ensure room usage stays within building or floor capacity.
Activate a buffer - e.g., 10 minutes - between meeting room bookings to allow for cleaning and setup before the next reservation.
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.
Request users to indicate the number of meeting attendees while booking a room.
Set and enforce capacity limits for each meeting room to prevent overbooking.
Set maximum occupancy limits to ensure room usage stays within building or floor capacity.
Activate a buffer - e.g., 10 minutes - between meeting room bookings to allow for cleaning and setup before the next reservation.
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.
Access the meeting room booking system as easily as you open your email.
Access the booking software on the go and schedule your day at the office anytime, anywhere.
Learn more
Book rooms for meetings or edit and cancel your reservations without leaving Outlook or Google Calendar.
Simplify daily scheduling and reserve desks in YAROOMS without leaving the Microsoft Teams interface.
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.
Access the meeting room booking system as easily as you open your email.
Access the booking software on the go and schedule your day at the office anytime, anywhere.
Learn more
Book rooms for meetings or edit and cancel your reservations without leaving Outlook or Google Calendar.
Simplify daily scheduling and reserve desks in YAROOMS without leaving the Microsoft Teams interface.
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.
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.
Explore a comprehensive selection of meeting room booking data.
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.
A broken chair? Missing amenities? Report a problem in the meeting room to the location manager.
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
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
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
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:
Answering the most popular questions about meeting room booking systems.
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.
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.
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:
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:
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.
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.
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.
To effectively restrict conference room bookings, you can incorporate several strategies within your booking app and room reservation system:
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.