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.

Click Grafix | YAROOMS Partners

Best digital content-driven solutions

Founded in 1995, Click Grafix is an award-winning digital signage solutions provider in Malaysia, Singapore, Thailand, and the Philippines, offering innovative hardware, software, and customized content designed to engage audiences and enhance user experiences.

Known for its commitment to quality and reliability, the company collaborates closely with clients to deliver tailored solutions for advertising, information dissemination, or entertainment, earning industry recognition for its expertise and high standards.

The combined power of Click Grafix and YAROOMS

Click Grafix’s digital signage solutions, combined with the YAROOMS Workplace Management Platform, deliver a robust suite of features to enhance visitor and employee experiences:

✔ Cutting-edge hardware: leverage the most innovative technology on the market.

✔ Real-time booking and availability of meeting rooms.

✔ Up-to-date booking and event information for everyone in the workplace.

✔ Quick and convenient check-ins.

✔ Advanced space utilization analytics: gain valuable insights into workspace usage.

✔ End-to-end deployment for a smooth and hassle-free implementation.

Free Trial

Take the Tour

Office vs. Remote Promotions

Digital signage meets workspace innovation in APAC

Best digital content-driven solutions

The combined power of Click Grafix and YAROOMS

More insights about smart workplace technology