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.

Qbic | YAROOMS Partners

Pioneering force in space management solutions

Qbic Technology is a pioneering force in space management solutions, enhancing connectivity, productivity, and collaboration in modern environments with smarter and eco-friendly technologies. Our commitment to excellence drives us to deliver smart devices and solutions that transform clients’ visions into reality. Exemplifying dedication to quality and innovation, Qbic is recognized with multiple iF Design Awards, including the 2025 award, as well as the 2023 Excellence in Customer Service Award and Fortress Cyber Security Award by the Business Intelligence Group.

QBIC x YAROOMS

The combined power of Qbic and YAROOMS

✔ Robust Enterprise Performance: Engineered for continuous operation and unwavering reliability in demanding commercial and industrial environments.

✔ Seamless YAROOMS Integration: Guarantees full compatibility and a smooth, efficient connection with the YAROOMS platform for immediate, impactful deployment and optimal user experience.

✔ Real-Time Room Booking & Availability: Provides instant updates on meeting room status and occupancy, allowing for quick, informed booking decisions and maximized space utilization.

✔ Streamlined Operations & Navigation: Facilitates efficient visitor reception, quick employee check-ins, and intuitive office navigation, significantly enhancing workplace flow and productivity.

✔ Future-Proof Android OS: Benefit from timely, generational Android OS upgrades, up to Android 14, ensuring device longevity, cutting-edge features, and robust security.

✔ Antimicrobial Touchscreens: Features specialized antimicrobial screen coatings for enhanced hygiene and safety in high-traffic shared environments, minimizing germ transmission.

✔ Device Management: Utilize Qbic’s Remote Device Management (RDM) or Remote Configuration Center (RCC) for efficient centralized management of all deployed devices.

✔ Comprehensive 2-Year Warranty: Backed by a standard 2-year warranty, demonstrating our confidence in product quality and providing peace of mind for your investment.

✔ Award-Winning Security with Fortify+: Fortified with our industry-recognized, multi-layered security system, Qbic Fortify+, providing comprehensive protection against evolving cyber threats and ensuring data integrity.

✔ Award-Winning Customer Support: Recognized for exceptional, dedicated customer service, providing comprehensive support from pre-sales inquiries to post-sales challenges, ensuring seamless business continuity.

Powerful room display devices for demanding workplaces

Pioneering force in space management solutions

The combined power of Qbic and YAROOMS

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