How do you manage a meeting room booking?

There are a few different ways to manage meeting room bookings, depending on the software you are using. Generally, you will have an overview (office map, list, etc.) where people 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 cent

What is a meeting room booking system?

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.

Who uses a booking system?

A booking system can be used by any business that wants to embrace the hybrid work solution and wants to make sure their rooms and desks are well-planned in advance and secure (including from a sanitary perspective).

What should I look for in a room booking system?

When looking for a meeting room booking system, the needs of your organization will dictate what to look for. However, there are some common components that every room booking application should be able to provide. For example, unrestricted staff access to book meeting rooms online and check-in/check-out rules for legitimate reasons. Beyond these basics, the choice of a booking system should vary depending on: How your team manages meetings (remotely or in person); Where they'll be held (in-house or outside); Whether you need specific room amenities or services like catering and AV equipment.

How do I set up a meeting room booking in Outlook?

Outlook allows you to set up a meeting room booking in a relatively easy way. All you have to do is click on the date you want to make the booking for, enter the subject and the start/ end time of the meeting, click on “Scheduling Assistant”, then on “Add rooms”, then on “Add attendees”, and, finally, on “Send.” Adding the YAROOMS add-in for Outlook will enable you to make the entire process easier, have a bird's eye view of the entire calendar, and benefit from the other features that come with YAROOMS (such as ensuring the meeting room is not overcrowded, or that different meetings do not ov

What does room capacity mean?

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.

How do you find the maximum safe occupancy of a meeting room?

In the post-pandemic office, two meters or six square feet per person is a good rule of thumb for a meeting room. Various research and predictive modeling studies have shown that any workplace with a rate higher than 40% cannot effectively deal with social distancing.

INTEGRATIONS

Workplace management platform integrated with Microsoft 365

YAROOMS resource booking software integrates seamlessly with Microsoft 365, allowing users to reserve hot desks, meeting rooms, parking spaces, and other shared resources directly through Outlook or other Microsoft tools.

Trusted by organizations worldwide

Trusted by organizations worldwide

Why sync YAROOMS with Microsoft 365?

Seamless scheduling for employees

Using YAROOMS and Microsoft 365 integration, employees can easily book hot desks and other resources directly from Outlook or Teams, in just a few clicks.

Powerful tools for administrators

Administrators can leverage workplace analytics to monitor resource usage, identify trends, and optimize shared spaces, making workplace management easier.

Increased workplace efficiency

Integrating YAROOMS with Microsoft 365 allows you to centralize resource scheduling, reduce the need for multiple apps, and simplify workplace management processes for everyone.

Book hot desks and meeting rooms right from Outlook or other Microsoft tools

Fast & easy setup

Connecting YAROOMS with Microsoft 365 is quick and straightforward, with a step-by-step setup guide for administrators.

Book resources directly from Outlook or Teams

Plan meetings, invite attendees, and book desks or resources easily using Outlook or the Teams app. With the Teams app, an AI assistant is available to make scheduling even simpler.

Automated updates across systems

Your Outlook calendar automatically reflects any changes made in YAROOMS (and vice versa), keeping everyone aligned without extra steps.

Customizable settings

Workplace administrators can configure default settings, manage resource calendars, and verify bookings to ensure everything runs smoothly.

Book hot desks and meeting rooms right from Outlook or other Microsoft tools

Fast & easy setup

Connecting YAROOMS with Microsoft 365 is quick and straightforward, with a step-by-step setup guide for administrators.

Book resources directly from Outlook or Teams

Plan meetings, invite attendees, and book desks or resources easily using Outlook or the Teams app. With the Teams app, an AI assistant is available to make scheduling even simpler.

Automated updates across systems

Your Outlook calendar automatically reflects any changes made in YAROOMS (and vice versa), keeping everyone aligned without extra steps.

Customizable settings

Workplace administrators can configure default settings, manage resource calendars, and verify bookings to ensure everything runs smoothly.

FAQ: Hot desk bookings in Microsoft 365

What are the room & desk booking benefits that Microsoft 365 has to offer?

Microsoft 365 offers a range of room and desk booking benefits, making it an ideal solution for efficient workplace scheduling. Employees can book spaces directly from Outlook with real-time availability and conflict prevention, while admins gain centralized control over shared resources. These features, combined with its support for hybrid work and seamless integration with tools like YAROOMS, create a streamlined and user-friendly experience.

Key benefits include:

Booking directly in Outlook or Teams.
Real-time availability and conflict resolution.
Centralized management of shared resources.
Support for hybrid work environments.
Familiar tools for quick adoption.
Integration with advanced workplace solutions like YAROOMS.

How to prevent double booking in Outlook calendar Office 365?

To prevent double booking in Outlook Calendar with Office 365, you can use the following methods:

Enable Resource Booking Policies

In the Microsoft 365 Admin Center, configure resource calendars (e.g., meeting rooms) with booking policies to block double bookings automatically. These settings ensure that a resource cannot be booked again if it is already reserved.

Check Resource Availability

When creating a meeting or event in Outlook, use the “Rooms” feature to view the availability of shared resources in real time. This helps avoid scheduling conflicts before finalizing your booking.

Use Calendar Permissions

Set appropriate permissions on calendars to restrict who can schedule or edit events. This minimizes accidental changes or unauthorized users overlapping bookings.

Integrate with a Booking System

Integrate a tool like YAROOMS to enhance Outlook’s booking capabilities. It synchronizes bookings, detects conflicts, and provides real-time updates across all platforms.

By combining these strategies, you can effectively eliminate double bookings and streamline resource management in Office 365.

Can I use Outlook as a booking system?

Yes, you can use Outlook as a basic booking system for scheduling meeting rooms, desks, and other shared resources in your organization. With features like resource calendars in Microsoft 365, Outlook lets users view availability and book spaces directly from their calendars.

Key functionalities include:

Adding rooms or resources when creating an event to reserve them.
Real-time availability updates to avoid conflicts.
Integrating booking policies in Microsoft 365 Admin to enforce rules like preventing double bookings.

Integrating a dedicated tool like YAROOMS for more advanced booking needs can enhance Outlook's capabilities, providing features like analytics, mobile access, and hybrid work support.

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their workplaces. Join us for a Live Demo or watch the On-demand Platform Tour.

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Learn how thousands of forward-thinking organizations use YAROOMS to manage
their workplaces. Join us for a Live Demo or watch the On-demand Platform Tour.

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Office vs. Remote Promotions

Workplace management platform integrated with Microsoft 365

Why sync YAROOMS with Microsoft 365?

Seamless scheduling for employees

Powerful tools for administrators

Increased workplace efficiency

Book hot desks and meeting rooms right from Outlook or other Microsoft tools

Fast & easy setup

Book resources directly from Outlook or Teams

Automated updates across systems

Customizable settings

Book hot desks and meeting rooms right from Outlook or other Microsoft tools

Fast & easy setup

Book resources directly from Outlook or Teams

Automated updates across systems

Customizable settings

FAQ: Hot desk bookings in Microsoft 365

What are the room & desk booking benefits that Microsoft 365 has to offer?

How to prevent double booking in Outlook calendar Office 365?

Enable Resource Booking Policies

Check Resource Availability

Use Calendar Permissions

Integrate with a Booking System

Can I use Outlook as a booking system?