INDUSTRIES

Smart campus space management and scheduling

Coordinate shared spaces and support IT simplicity across your campus with a flexible, Microsoft 365-integrated workplace management platform.

book a room with yarooms - university@0.33x

book a room with yarooms - university@0.33x

Trusted by organizations worldwide

Trusted by organizations worldwide

ABOUT YAROOMS

Workplace management platform for higher education

If you're a facilities manager, a campus operations lead, or an IT director in higher education, you're making limited space work for rotating teaching staff, visitors, and thousands of students — all within the constraints of complex IT systems and tight budgets.

You've probably run into:

🔴 Fragmented IT environments spread across multiple domains and calendars
🔴 Pushback on hot desking or shared workspaces
🔴 No way to track space usage or enforce no-show policies
🔴 Confusion around who can access what, and when
🔴 Disconnected tools that don’t scale or price models that don’t fit

YAROOMS changes that.

It’s a one-stop workplace management platform that helps universities cut through fragmented IT systems, improve space visibility, and bring clarity to campus scheduling.

With smart booking, visitor management, and powerful analytics — all integrated with your existing tech stack — YAROOMS transforms complexity into control.

Total control for campus admins

Room booking and access control

Easily book rooms, lecture halls, and other campus spaces. Set reservation rules for each type of room and control access based on departments, faculty, staff, or student groups.

Approval workflows

Require sign-off for high-value rooms or guest bookings.

Integrated visitor management

Host guest lecturers, academic collaborators, and campus event attendees with a streamlined visitor management system.

Autonomous management

Let faculties manage their own spaces, features, workflows, and branding independently, without relying on central IT for every change.

study room pop-up@0.3x

study room pop-up@0.3x

Built for quick adoption and everyday use

Interactive floorplans with wayfinding

Let users find and book spaces on the floor map and show wayfinding directions to make navigation easier.

Check-in and auto-release

Reinforce responsible usage and reduce ghost bookings. Users check in when they arrive. If they don’t, the room becomes available again.

Digital room signage

Display real-time room availability, upcoming bookings, and enable instant reservations with sleek on-door panels.

Mobile application

Enable space reservation from mobile devices—fast, easy, and always accessible.

mobile&signage campus

mobile&signage campus

Data to optimize your campus spaces

Occupancy and usage reports

Struggling with underused classrooms or justifying space requests? Occupancy and space usage reports show how often and by whom spaces are used.

Custom dashboards

Break down analytics by department, building, or time. Perfect for academic planners and facility managers.

Export-ready data

Prepare reports for leadership, facilities teams, or auditors.

Yarooms utilization analytics complete@0.33x (1)

Yarooms utilization analytics complete@0.33x (1)

Fits the complex IT setups of educational institutions

Single Sign-On

Seamless single sign-on (SSO), ensuring secure and streamlined access for staff and students.

Microsoft 365 integration

Book rooms directly from Microsoft Outlook or Teams, where access exists.

Google Workspace integration

Let users reserve spaces from Google Calendar. Ideal for organizations using Google for Education.

All integrations

integrations page-03-1

integrations page-03-1

SUCCESS STORY

How the University of Sydney’s Faculty of Science made space work smarter (and saved $100K)

The University of Sydney’s Faculty of Science was juggling shared labs, offices, and meeting rooms but their old booking system just couldn’t keep up. It blocked Outlook calendars all day, didn’t show who actually used spaces, and left staff frustrated. When the tool was suddenly shut down just before term started, the administration needed to find a fast, campus-ready solution.

They chose YAROOMS. Within weeks, they had an easy-to-use platform that worked with Outlook, allowed staff to check in to desks, and gave real-time visibility into how spaces were used.

With smart booking rules and flexible desk sharing in place, the faculty avoided building new offices — saving over $100,000 simply by using their existing space more efficiently.

univeristy of sydeny x yarooms white-01 (1)

univeristy of sydeny x yarooms white-01 (1)

sydney logo_grey(1)

"We had a very clear idea of what we needed. YAROOMS interface and functionalities, such as user groups or space types, were exactly what we were looking for. Beyond just meeting our specific requirements, its ability to be customized and quickly deployed made Yarooms the obvious choice."

Paul Brooks
Enterprise Solutions Senior Officer

epic charter schools logo_grey

“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

"YAROOMS has been very stable for us and easy to use and was widely adopted by the end users in our institution very quickly.
It is in use now across our divisions."

Jai Kasturi
IT Director

Upgrade to a smart campus

Learn how forward-thinking higher ed organizations use Yarooms to
manage spaces, resources, and people experiences.
Join us for a Live Demo or watch the On-demand Platform Tour.

Upgrade to a smart campus

Learn how forward-thinking higher ed organizations use Yarooms to manage
spaces, resources, and people experiences. Join us for a Live Demo or watch the On-demand Platform Tour.

Schedule a demo

Platform Tour

FAQ: YAROOMS for education institutions

Our students don’t use Microsoft 365, but staff do. Will YAROOMS still work?

Yes. Staff can book directly in Outlook or Teams. Students (or others not on Microsoft 365) can still book spaces through the YAROOMS web app or mobile app. Everyone gets the same visibility and booking experience — regardless of their Microsoft access.

We want to reduce no-shows in booked classrooms. What does YAROOMS offer?

YAROOMS includes check-in enforcement — users confirm their bookings either by scanning a QR code at the space or automatically when connecting to campus Wi-Fi. If no check-in happens within a set time, the space is released for others to use.

Is YAROOMS suitable for non-teaching spaces, like research labs or maker spaces?

Yes. YAROOMS works for all space (and resource) types — whether it’s a bookable bench in a lab, a collaborative workspace, a faculty lounge, or even a parking space. You can define rules, time limits, and access policies per space type to reflect how they’re used.

Can we require approval for certain bookings, such as event spaces, lecture halls, or specialized labs?

Yes, YAROOMS supports custom approval workflows, ideal for academic settings. You can require administrative approval for specific rooms or groups of spaces—such as lecture halls, labs, or event venues—before bookings are confirmed. When a staff member or student tries to book one of these spaces, they’ll see a clear notice that approval is needed.

We have campuses in multiple cities. Can we manage them all in one system?

Yes. YAROOMS is designed to support multi-location setups. Each campus or building can have its own floorplans, user permissions, and booking rules — all managed from a central dashboard.

Can external users (like guest lecturers or consultants) book rooms?

Yes. You can easily book spaces on behalf of external users — such as guest lecturers, visiting researchers, or consultants — without needing them to log in. This keeps the experience simple for guests while maintaining full visibility and control for your admin team.

What kind of reporting is available to the campus' facilities or leadership teams?

YAROOMS includes powerful workplace analytics designed to help campus' facilities teams and academic leadership make informed decisions about space usage. You’ll get access to key insights, including:

Utilization trends segmented by time, space type, user group, or location — perfect for identifying underused areas or peak demand times.
No-show tracking to measure how often booked spaces go unused and how check-in policies are working.
Historical data exports for in-depth analysis, auditing, and presentations.
Custom reporting filters that let you compare usage across faculties, date ranges, or user types.

These insights support everything from day-to-day operations to long-term planning — like right-sizing your space, improving scheduling policies, and justifying investments or savings to leadership.

Can we prevent students or junior staff from booking certain rooms?

Yes. YAROOMS allows you to create booking rules based on user groups, so you can restrict access to sensitive spaces (like labs, meeting rooms, or executive offices) based on role, department, or domain.

Our current vendor has been slow to respond and difficult to configure. What’s your onboarding like?

We provide fast, supported onboarding tailored to academic structures. You get dedicated support, configuration help, and access to training materials to get departments up and running quickly.

Do users need training to use YAROOMS?

Most don’t. YAROOMS is designed for intuitive use, even for non-technical users. Most staff and students can book a space on their first try — and if needed, we provide quick-start guides and onboarding support.

Can we display space availability outside rooms or classrooms?

Yes. Our room panels display live availability, upcoming bookings, and allow check-ins or walk-up reservations — improving visibility and space utilization.

How customizable is the platform for our university's specific needs and branding?

YAROOMS is designed to give universities and colleges full administrative control. After the initial setup, campus administrators or department staff can manage the system themselves—no need to file IT tickets or pay additional fees. This includes updating room or resource details, adding or removing spaces like lecture halls or labs, changing booking rules, and managing users through an intuitive backend.

Booking policies can also be customized, allowing you to set different rules for classrooms, meeting rooms, study areas, or faculty offices—such as booking windows, time limits, lead times, and recurrence options.

The platform’s interface can be branded with your institution’s logo and colors, creating a consistent experience for staff and students alike.

We don’t want to pay per user — is that possible?

Yes. For customers in the Education industry, YAROOMS uses a resource-based pricing model, so you’re charged based on the number of bookable spaces, not users. This is particularly valuable for institutions with large student bodies or rotating staff and visitors.