Unknown people in non-public areas
YAROOMS registers, checks in and logs contractors, vendor reps and visiting clinicians before they go beyond reception.
Space booking and visitor management for hospitals and healthcare organizations
Screen and log everyone who enters non-public areas, schedule labs, equipment and shared rooms around clinical demand, and keep the evidence auditors ask for, across every hospital, clinic and research site.
Last updated: October 6, 2026
- Consultation rooms
- Lab equipment
- Desks & parking
Trusted by innovative organizations worldwide
What is YAROOMS for hospitals and healthcare facilities?
YAROOMS is a workplace management platform for booking shared spaces and equipment, tracking building usage, and screening visitors across healthcare sites.
| Area | What YAROOMS offers |
|---|---|
| Sites covered | Hospitals, clinics, medical centers, research institutes and administrative offices, organized by building, floor and zone |
| Visitor screening | Watchlist checks against your own blocked-visitor list, photo capture for identity verification, document uploads and policy acknowledgment at check-in |
| Visit records | A searchable log of who was on site, who they visited, and when they arrived and left, exportable to CSV |
| Bookable assets | Meeting and consultation rooms, labs, lab equipment, training rooms, administrative desks and parking |
| Booking rules | Buffers between sessions, fixed time slots, maximum durations and usage caps per user or team |
| Sensitive areas | Restricted visibility, approval steps and private bookings for labs, testing centers and executive suites |
| Integrations | Microsoft 365, Outlook, Teams, Google Calendar, SSO (SAML 2.0, Entra ID, Okta) and a REST API for access control and other hospital systems |
| Security | SOC 2 Type II, ISO 27001, ISO 27701 and GDPR; SaaS, private cloud (Azure or AWS) or on-premise deployment |
What hospital workplace challenges does YAROOMS solve?
YAROOMS helps hospitals coordinate shared spaces, protect restricted areas and manage visitors across buildings.
Blocked individuals slipping through
YAROOMS checks arrivals against the hospital’s watchlist and alerts reception staff to matches.
Labs and equipment double-booked or idle
With YAROOMS, fixed slots, buffers and check-in help prevent booking conflicts and release unused labs and equipment.
Sensitive rooms open to everyone
YAROOMS limits visibility and booking access for testing centers, labs and executive suites to approved groups.
Campuses that are hard to navigate
YAROOMS floor maps and wayfinding help everyone find their way across buildings, floors and zones.
No evidence when auditors ask
YAROOMS keeps searchable visit logs and check-in times ready to export for audits.
Hospital visitor management and screening
Every contractor, supplier, vendor rep and visiting clinician who goes beyond reception is pre-registered, screened and recorded in the YAROOMS visitor management system.
Watchlist screening
Arrivals are matched against the hospital’s blocked-visitor list, and front desk staff are alerted to any match.
Photo and document capture
A visitor photo is taken for identity verification, and contractors can upload certificates or insurance documents before they arrive.
Registration flows by visitor type
Separate check-in steps for contractors, suppliers, job candidates and visiting clinicians, from safety briefings to policy sign-off.
Kiosk and QR check-in
Guests sign in at a reception tablet or scan a QR code on their own phone; the host gets an alert and a badge prints.
Digital visitor log
Arrival and departure times, hosts and visit purpose for every person, searchable and exportable to CSV.
Policies per site
A research institute and an outpatient clinic can run different check-in rules while sharing one central log.
Lab, equipment and shared room scheduling
High-value rooms and instruments run on fixed slots, buffers and check-in rules in YAROOMS, so a microscope bay or training room is neither double-booked nor left empty.
Fixed slots and buffers
Three-hour microscope sessions, cleaning or setup time between bookings, and caps per user or team.
Equipment booking with services
Technician assistance, equipment setup or sample processing can be attached to a booking and routed to the right team.
Search by feature
Staff filter rooms and instruments by equipment, microscope type or certification.
Check-in and auto-release
Presence is confirmed by QR code, geofence or Wi-Fi; unconfirmed bookings are released.
Access control for sensitive hospital areas
Testing centers, labs and executive suites stay restricted: YAROOMS limits who can see a space, who can book it, and who must approve the request.
Restricted visibility
Spaces and equipment are hidden from general staff or bookable only by approved groups.
Approval steps
Requests for sensitive areas go to a manager, who approves or declines them with a message.
Private bookings
Booking details can be hidden for confidential meetings and reviews.
Single sign-on
Staff sign in through SAML 2.0, Entra ID or Okta, so access follows hospital identity policies.
Floor plans, wayfinding and parking across hospital campuses
Complex architectural drawings become clean, interactive floor plans in YAROOMS, with live availability and directions across buildings, floors and zones.
Floor plans from technical drawings
Technical renderings are converted into maps that staff and visitors can read at a glance.
Live availability on the map
Open and occupied rooms, labs and desks are shown in real time.
Wayfinding
Directions to any room, with 3D maps through the MappedIn integration.
Parking for staff and visitors
Parking spaces are reserved in advance, and pre-registered visitors receive parking details in their welcome email.
Desks and meetings for administrative and research staff
While clinical teams stay on site, administrative, finance, HR and research staff often work hybrid; YAROOMS gives them desk booking, a shared presence calendar and meeting rooms in the tools they already use.
Desk booking
Hot desks and assigned desks on interactive floor maps, from the web, mobile app, Teams or Outlook.
Shared presence calendar
Staff mark themselves on site, remote or off, so teams and facilities see who is in each day.
Yarvis AI assistant
Staff ask Yarvis for a room or desk in plain language in Teams or email.
Usage data for audits, billing and capacity planning
Check-in and check-out times, visitor records and occupancy metrics in YAROOMS show who used which space or instrument, when, and for how long.
Usage logs for billing
Hours per lab, instrument and user support invoices for research partners and external contracts.
Occupancy metrics
Reports show peak periods, ghost bookings and overbooked assets.
Visitor analytics
Visitor traffic, peak arrival times and repeat visitors per site.
Export-ready reports
Data for audits, capacity planning and leadership reviews, with 90-day retention on Business and unlimited retention on Enterprise.
Calculate your workplace management ROI
Use the YAROOMS ROI calculator to estimate the time and cost savings of better desk, room and visitor management.
Model savings by country and headcount
Estimate recovered admin time
Compare workspace costs with utilization data
Support business cases for hybrid work changes
One platform. Built for the way hospitals and clinics work.
Rated 4.6/5 from 102 reviews on Capterra
Which healthcare organizations use YAROOMS?
Healthcare IT provider Dedalus and NHS partner Focus C.I.C run their offices on YAROOMS.
Dedalus
Europe’s leading healthcare IT provider, moving to hot desking in a smaller Vienna office.
- 1,150 spaces and 2,300+ users managed across 10 offices.
- Hybrid work with twice as many employees as desks.
Focus C.I.C
A social enterprise delivering safeguarding, continuing healthcare and hospital discharge services with the NHS.
- $50,000 per year in employee time saved.
- Office capacity rules met with self-service desk booking.
Evaluating visitor and booking platforms for healthcare?
Compare YAROOMS side by side with the tools hospitals and clinics most often shortlist.
Frequently asked questions about YAROOMS for healthcare
For hospitals, the right system screens arrivals against a watchlist, verifies identity, runs different check-in steps for contractors, suppliers and visiting clinicians, and keeps a searchable record for audits. YAROOMS visitor management does all of this and also covers room, lab and parking booking in the same platform.
Yes. Every visitor is checked against the hospital’s own blocked-visitor list at check-in, and reception staff are alerted when someone on the list arrives.
YAROOMS takes a visitor photo during registration and can require document uploads, such as a contractor’s certificate or insurance, before the visit. Both are stored with the visit record.
Yes. Visitors check in at a reception tablet or by scanning a QR code on their own phone. Either way, the host is notified and a visitor badge can be printed.
YAROOMS logs every visit with arrival and departure times, host and visit details. Facilities and security teams can search the log for any date and export it to CSV for audits or incident reviews.
Yes. Each site can have its own registration steps, screening rules and host directory, while all visits stay in one central log.
YAROOMS supports the way healthcare organizations book shared space, with fixed time slots, buffers, approvals and usage caps for meeting rooms, consultation rooms, training rooms, labs and equipment.
Yes. Staff book meeting rooms, desks and parking in the same YAROOMS app, and pre-registered visitors receive parking details before they arrive.
Administrative, finance and research staff book desks on an interactive floor map from the YAROOMS web app, mobile app, Outlook or Teams, and set whether they will be on site, remote or off each day.
YAROOMS workplace analytics report peak usage, ghost bookings, overbooked assets and visitor traffic by site, building and space type, with exports for capacity planning.
Yes. Technical floor plans are turned into interactive maps with live availability, and wayfinding gives directions to rooms, including 3D maps through the MappedIn integration.
Yes. Sensitive spaces and equipment can be hidden from general staff, limited to approved groups, or set to require manager approval.
Yes. Equipment is booked like a room, with usage rules, set durations and linked services such as technician assistance or sample processing.
Yes. Admins can set fixed blocks such as three-hour microscope sessions, buffers for cleaning or setup between bookings, and limits per user or team.
YAROOMS does not issue invoices, but check-in and check-out times record how long each space or instrument was used. That usage data can be exported to build invoices, and custom integrations with billing platforms can be explored with the YAROOMS team.
YAROOMS connects to Microsoft 365, Outlook, Teams and Google Calendar, supports single sign-on through SAML 2.0, Entra ID and Okta, and offers a REST API for access control and other hospital systems.
YAROOMS is certified to SOC 2 Type II, ISO 27001, ISO 27701, ISO 9001 and ISO 14001, is GDPR compliant, and can run as SaaS, in a private cloud or on-premise.
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See YAROOMS set up for a hospital
Walk through visitor screening, lab and equipment rules and usage reports configured for a healthcare organization, or estimate your savings with the ROI calculator.