ABOUT YAROOMS
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.
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.
Require sign-off for high-value rooms or guest bookings.
Host guest lecturers, academic collaborators, and campus event attendees with a streamlined visitor management system.
Let faculties manage their own spaces, features, workflows, and branding independently, without relying on central IT for every change.
Let users find and book spaces on the floor map and show wayfinding directions to make navigation easier.
Reinforce responsible usage and reduce ghost bookings. Users check in when they arrive. If they don’t, the room becomes available again.
Display real-time room availability, upcoming bookings, and enable instant reservations with sleek on-door panels.
Enable space reservation from mobile devices—fast, easy, and always accessible.
Struggling with underused classrooms or justifying space requests? Occupancy and space usage reports show how often and by whom spaces are used.
Break down analytics by department, building, or time. Perfect for academic planners and facility managers.
Prepare reports for leadership, facilities teams, or auditors.
Seamless single sign-on (SSO), ensuring secure and streamlined access for staff and students.
Book rooms directly from Microsoft Outlook or Teams, where access exists.
Let users reserve spaces from Google Calendar. Ideal for organizations using Google for Education.
SUCCESS STORY
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.
"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
“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.
Choosing the right campus space management solution 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:
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.
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.
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:
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.
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.