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.

YAROOMS x VPOD SMART SOLUTIONS

The future of workplace and visitor management, all in one kiosk

YAROOMS & Vpod Smart Solutions

YAROOMS and Vpod Smart Solutions have partnered to enhance workplace efficiency and visitor management. This collaboration combines YAROOMS' advanced workspace booking and utilization analytics with Vpod's tech-driven visitor management and reception solutions.

Together, we offer businesses a seamless experience from visitor check-ins to workspace reservations, ensuring optimal space usage, heightened security, and an improved visitor experience.

Key benefits include automated check-ins, real-time workspace availability, compliance with safety regulations, and comprehensive data analytics for better decision-making.

Smart visitor management

✔ Streamlined Check-In Process: Automate visitor check-ins via digital kiosks or mobile devices to cut wait times and eliminate paperwork.

✔ Customizable Visitor Policies: Adjust visitor management settings by location for different security levels and procedures, ensuring regional compliance.

✔ Real-Time Notifications: Instantly notify hosts through email, SMS, or app when visitors arrive for smoother coordination.

✔ Detailed Visitor Logs: Keep a secure log of visitor activities, including check-in/out times and host details, for compliance with safety and regulations.

Smart visitor management

✔ Streamlined Check-In Process: Automate visitor check-ins via digital kiosks or mobile devices to cut wait times and eliminate paperwork.

✔ Customizable Visitor Policies: Adjust visitor management settings by location for different security levels and procedures, ensuring regional compliance.

✔ Real-Time Notifications: Instantly notify hosts through email, SMS, or app when visitors arrive for smoother coordination.

✔ Detailed Visitor Logs: Keep a secure log of visitor activities, including check-in/out times and host details, for compliance with safety and regulations.

Tech-driven reception experience

✔ Automated Reception Services: Enable visitors to check in, scan IDs, or print badges independently, with the system guiding them to their destination.

✔ Interactive Visitor Interfaces: Use touchscreen kiosks or tablets to display personalized greetings, meeting info, and directions, customizable with company branding.

✔ Multi-Language Support: Offer multiple language options during check-in to accommodate international visitors and create an inclusive experience.

✔ Emergency Assistance Integration: Provide quick access to emergency communication, allowing visitors and staff to contact security or management easily.

Tech-driven reception experience

✔ Automated Reception Services: Enable visitors to check in, scan IDs, or print badges independently, with the system guiding them to their destination.

✔ Interactive Visitor Interfaces: Use touchscreen kiosks or tablets to display personalized greetings, meeting info, and directions, customizable with company branding.

✔ Multi-Language Support: Offer multiple language options during check-in to accommodate international visitors and create an inclusive experience.

✔ Emergency Assistance Integration: Provide quick access to emergency communication, allowing visitors and staff to contact security or management easily.

Advanced workspace booking

✔ Effortless Desk and Room Reservations: Let employees easily book workspaces via a platform showing real-time availability and smart suggestions on desktop or mobile.

✔ Conflict-Free Booking System: Use algorithms to prevent double bookings and instantly confirm reservations, with options for recurring or group bookings.

✔ Flexible Resource Allocation: Adjust workspace availability based on occupancy, events, or preferences for dynamic resource management.

✔ Integrated Calendar Synchronization: Sync bookings with employee calendars (e.g., Outlook, Google Calendar) to prevent scheduling conflicts and send reminders to keep everyone on schedule.

Advanced workspace booking

✔ Effortless Desk and Room Reservations: Let employees easily book workspaces via a platform showing real-time availability and smart suggestions on desktop or mobile.

✔ Conflict-Free Booking System: Use algorithms to prevent double bookings and instantly confirm reservations, with options for recurring or group bookings.

✔ Flexible Resource Allocation: Adjust workspace availability based on occupancy, events, or preferences for dynamic resource management.

✔ Integrated Calendar Synchronization: Sync bookings with employee calendars (e.g., Outlook, Google Calendar) to prevent scheduling conflicts and send reminders to keep everyone on schedule.

Workspace utilization analytics

✔ Real-Time Usage Monitoring: Track workspace usage in real-time, analyzing occupancy rates, peak times, and space demand trends to quickly adjust to workforce needs.

✔ Customizable Reports: Generate detailed reports that break down space utilization by department, team, or individual, helping management make data-driven space planning decisions.

✔ Predictive Analytics: Leverage AI-driven predictions to forecast future workspace needs based on historical usage patterns and employee behaviour, optimizing space before issues arise.

✔ Environmental Impact Tracking: Monitor energy usage and other environmental factors related to workspace utilization, contributing to sustainability goals.

Workspace utilization analytics

✔ Real-Time Usage Monitoring: Track workspace usage in real-time, analyzing occupancy rates, peak times, and space demand trends to quickly adjust to workforce needs.

✔ Customizable Reports: Generate detailed reports that break down space utilization by department, team, or individual, helping management make data-driven space planning decisions.

✔ Predictive Analytics: Leverage AI-driven predictions to forecast future workspace needs based on historical usage patterns and employee behaviour, optimizing space before issues arise.

✔ Environmental Impact Tracking: Monitor energy usage and other environmental factors related to workspace utilization, contributing to sustainability goals.

Enhanced security and compliance

✔ Comprehensive Movement Tracking: Track visitor and employee movements using badges, access control, or IoT sensors to restrict access to sensitive areas.

✔ Automated Compliance Checks: Ensure compliance with safety regulations, such as fire codes or health protocols, by automating check-in procedures that include health screenings, ID verification, and the logging of required documentation.

✔ Data Privacy and Security Measures: Protect personal data with encryption and strict access controls, complying with GDPR, CCPA, and other regulations.

✔ Incident Response Integration: Quickly respond to security incidents by integrating the system with emergency protocols, allowing for lockdowns, alerts, and detailed activity logs.

Enhanced security and compliance

✔ Comprehensive Movement Tracking: Track visitor and employee movements using badges, access control, or IoT sensors to restrict access to sensitive areas.

✔ Data Privacy and Security Measures: Protect personal data with encryption and strict access controls, complying with GDPR, CCPA, and other regulations.

✔ Incident Response Integration: Quickly respond to security incidents by integrating the system with emergency protocols, allowing for lockdowns, alerts, and detailed activity logs.

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The future of workplace and visitor management, all in one kiosk

YAROOMS & Vpod Smart Solutions

Smart visitor management

Smart visitor management

Tech-driven reception experience

Tech-driven reception experience

Advanced workspace booking

Advanced workspace booking

Workspace utilization analytics

Workspace utilization analytics

Enhanced security and compliance

Enhanced security and compliance

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