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.

Denax | YAROOMS Partners

South Africa’s leading innovator in smart workplace technology & SaaS integration

Denax is a leading innovation company based in South Africa, focused on building smarter, more responsive spaces through advanced technology and seamless integration. Denax blends powerful SaaS platforms, intelligent wayfinding, and cutting-edge visual tech to deliver workplace experiences that feel intuitive, dynamic, and future-ready.

From AI-powered check-ins to real-time building orchestration, Denax helps organisations connect people, systems, and spaces without the complexity. Their strength lies in turning big ideas into simple, scalable solutions that transform how people move, meet, and interact in modern environments.

DENAX x YAROOMS

Local expertise meets global tech

South African workplaces are changing. Hybrid work, energy costs, and compliance pressures are forcing teams to rethink how they manage space but many still rely on disconnected tools and manual processes.

YAROOMS fixes that. It unifies space booking, visitor management, and hybrid scheduling in one smart platform. With Denax as the exclusive local partner, South African organizations get a solution built for their realities - plus the support to make it work from day one.

✔ End-to-end visitor management experiences with POPIA compliance

✔ Energy-aware booking logic (e.g. load-shedding triggers)

✔ Live dashboards and digital signage for room and desk availability

✔ Integration with local access control, sensors, and building systems

✔ Proven demand in fast-growing sectors: education, finance, healthcare, tech, and public services