Double-booked rooms
YAROOMS checks recurring classes, meetings and events for conflicts before confirming a booking.
Room booking and space management software for universities
Schedule classrooms, lecture halls, meeting rooms and faculty desks without double bookings, and see how every campus space is used.
Last updated: October 6, 2026
- Classrooms
- Lecture halls
- Labs
Trusted by innovative organizations worldwide
YAROOMS for schools and universities at a glance
YAROOMS brings campus room booking, visitor management and space utilization analytics into one platform for schools and universities. For the education industry, pricing is based on bookable spaces rather than users, keeping costs predictable across large student and staff populations.
| Area | What YAROOMS offers |
|---|---|
| Bookable spaces | Classrooms, lecture halls, meeting rooms, labs, maker spaces, faculty lounges, desks, parking and other resources |
| Users | Staff, faculty, students and external guests |
| Pricing model | Resource-based pricing for education: charged per bookable space, not per user |
| Campuses | Multiple campuses, buildings and floors in one account, each with its own floor plans, rules and permissions |
| Booking rules | Rules per space type, access by department, faculty, staff or student group, and approvals for lecture halls, labs and event venues |
| Utilization data | Occupancy and no-show reports, dashboards by department, building or time, and historical data exports |
| Integrations | Microsoft 365, Outlook, Teams, Google Workspace and single sign-on with Entra ID and Okta |
| Security | SOC 2 Type II, ISO 27001, ISO 27701 and GDPR; SaaS, private cloud (Azure or AWS) or on-premise deployment |
What campus space challenges does YAROOMS solve?
YAROOMS helps universities replace scattered booking processes with one system for scheduling, access, visitors and space data.
Unknown room utilization
YAROOMS uses check-in and occupancy data to show which classrooms and rooms are used, and how often.
Teaching and events competing for space
With YAROOMS, booking rules and approvals control access to lecture halls, labs and event venues.
Departments booking in silos
YAROOMS brings every faculty into one shared booking system, with separate rules and permissions.
Campus guests without a process
YAROOMS manages registration and check-in for guest lecturers, visiting researchers and event attendees.
Fragmented campus IT
YAROOMS brings campus booking into Microsoft 365, Google Workspace, the web and mobile app, with SSO.
Classroom and lecture hall scheduling without double bookings
YAROOMS checks every booking, including recurring classes and meetings, for conflicts before it is confirmed, so classrooms and lecture halls are never double-booked.
Conflict-free recurring bookings
Recurring classes, seminars and meetings are checked for clashes across every instance.
Rules per space type
Booking duration, time limits and availability can be set separately for classrooms, lecture halls and meeting rooms.
Check-in and auto-release
Users check in by QR code or when they connect to campus Wi-Fi, and unclaimed rooms are released for others.
Room panels
Panels outside each room show live availability and upcoming bookings, and allow walk-up reservations.
Services requests
AV setup, catering or cleaning can be added to a booking for lectures, seminars and events.
Access control and approvals across faculties
YAROOMS lets universities decide which departments, faculties, staff and student groups can see and book each space.
User and space groups
Access to rooms and resources is set by department, faculty, staff or student group.
Approval workflows
Bookings for lecture halls, specialized labs and event venues can require administrative approval before they are confirmed.
Restricted spaces
Labs, meeting rooms and executive offices can be closed to students or junior staff by role, department or domain.
Multi-campus management
Each campus or building has its own floor plans, permissions and booking rules, managed from one central dashboard.
Better use of shared campus spaces
YAROOMS helps people find and reserve the campus spaces they need before they arrive, while making shared desks, labs and parking available to more users.
Shared desks
Book hot desks and share assigned desks when their owners are away.
Campus resources
Reserve lab benches, maker spaces and faculty lounges with clear rules and time limits.
Parking booking
Reserve campus parking before arriving, alongside rooms and desks.
Maps and wayfinding
Find your booked space on a floor map and get directions.
Campus visitor and event management
YAROOMS visitor management system registers and checks in guest lecturers, visiting researchers and event attendees, and keeps a searchable record of every campus visit.
Pre-registration by visitor type
Custom workflows apply to guest lecturers, visiting researchers, contractors and event attendees.
Check-in, host alerts and badges
Visitors check in at reception, their host is alerted instantly, and a visitor badge is printed.
Bookings for external guests
Admins book rooms on behalf of guest lecturers or consultants, without the guest needing a login.
Searchable visitor history
Every visit is stored with timestamps and host details for campus security reviews.
Digital reception and lobby displays
Guests are welcomed at reception and guided to the right building, floor and room on lobby displays.
Campus space utilization analytics
YAROOMS turns booking and check-in data into space utilization reports that show how often, and by whom, every classroom, room and desk is used.
Occupancy and usage reports
Reports show utilization by time, space type, user group and location, including heatmaps of busy and empty areas.
Department and building dashboards
Analytics can be broken down by department, building or time for academic planners and facilities teams.
No-show tracking
Rooms that are booked but left empty are identified, so space can be reclaimed.
Data retention
Analytics data is kept for 90 days on the Business plan and without a time limit on Enterprise, for long-term space planning.
Booking in Microsoft 365, Google Workspace and with Yarvis AI
YAROOMS works with the mixed IT setups of universities: staff book where they already work, and students and guests book on the web or mobile app.
Google Calendar for Google Workspace campuses
Institutions on Google Workspace for Education book spaces from Google Calendar.
Web and mobile app for students
Students and users without Microsoft 365 get the same booking experience on the web or the mobile app.
Single sign-on
SSO through Entra ID or Okta gives staff and students secure access without extra logins.
Yarvis AI assistant
Staff describe what they need in natural language in Microsoft Teams or email, and Yarvis finds and books an available space.
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 campuses work.
Rated 4.6/5 from 102 reviews on Capterra
Which universities use YAROOMS?
Columbia University and the University of Sydney use YAROOMS for room booking, shared desks and campus space analytics.
Columbia University
One room booking hub for the Faculty of Arts and Sciences across 28 buildings.
- 18,000 hours saved and a 100% reduction in booking conflicts.
- 178 rooms and 110,000 meetings managed in one platform.
University of Sydney, Faculty of Science
Desk and room booking, check-in and space analytics for 12,000 students and 300 staff.
- $100,000+ saved by avoiding costly building expansions.
- A flexible hot-desking policy built on desk check-in and utilization data.
Comparing room booking tools for universities?
See how YAROOMS compares with other space booking and visitor management platforms.
Frequently asked questions about YAROOMS for universities
Most universities move from email, spreadsheets and building-by-building processes to one shared room booking system. With YAROOMS, staff and students find and book classrooms, lecture halls and meeting rooms anywhere on campus, with rules and approvals set by space type and user group.
Universities reduce double bookings by using one booking system that checks every request, including recurring classes and meetings, for conflicts before it is confirmed. Columbia University’s Faculty of Arts and Sciences reported a 100% reduction in booking conflicts after moving 178 rooms to YAROOMS.
The best room scheduling software for universities prevents double bookings, supports different rules for each space type and user group, works for staff and students on different systems, and reports how rooms are used. YAROOMS covers these needs and is priced per bookable space rather than per user for education customers.
Universities measure classroom utilization by comparing bookings with actual use, using check-in data, occupancy reports and no-show tracking. YAROOMS reports utilization by time, space type, user group, department and building.
Booking software improves utilization by releasing rooms that are booked but not used and by showing which spaces are underused. The University of Sydney’s Faculty of Science used YAROOMS data and desk check-in to make better use of existing space and avoid building expansions, saving over $100,000.
Universities use desk booking software such as YAROOMS to let faculty and staff book hot desks and shared offices on interactive floor maps. Assigned desks can be released for others on days their owners are not on campus.
A good university visitor management system handles pre-registration, check-in, host alerts and badges for guest lecturers, researchers and event attendees, and keeps a searchable visit history. YAROOMS includes visitor management in the same platform as room and desk booking.
Yes. YAROOMS uses user and space groups, so access to labs, meeting rooms and offices can be limited by role, department, faculty or domain.
Yes. YAROOMS supports custom approval workflows, so bookings for specific rooms or groups of spaces are confirmed only after an administrator approves them.
Universities balance teaching and event space by setting booking rules, time limits and approvals for each space type. In YAROOMS, event venues and lecture halls can require approval while classrooms and study rooms stay open to self-service booking.
Yes. Staff can book in Outlook or Teams, while students and others without Microsoft 365 book through the YAROOMS web app or mobile app with the same visibility.
Yes. Each campus or building has its own floor plans, user permissions and booking rules, all managed from one central dashboard.
Yes. Admins book spaces on behalf of guest lecturers, visiting researchers or consultants, without the guest needing a YAROOMS login.
Yes. YAROOMS works for any space or resource type, from a lab bench or maker space to a faculty lounge or parking space, each with its own rules and access policies.
Yes. Users find spaces on interactive floor maps with wayfinding directions, and staff can reserve campus parking in the same app.
No. For education customers, YAROOMS uses resource-based pricing, charged by the number of bookable spaces rather than users, which suits large student populations and rotating staff and visitors.
Most do not. YAROOMS is designed so staff and students can book a space on their first try, with quick-start guides and onboarding support if needed.
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See how YAROOMS works for your campus
Book a demo to see room scheduling, approval workflows and space utilization reports configured for a university, or estimate your savings with the ROI calculator.