PRODUCT MODULES

Easy-to-use room booking software

A powerful meeting room booking system that will speed up your work, streamline team collaboration, and maintain schedule integrity.

 

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meeting room booking
meeting room booking
Trusted by organizations worldwide
 
Trusted by organizations worldwide
Bitdefender
Bitdefender
Robalino
Cerved
Saipem
Dedalus
Asee
Jigsaw
Focus
Columbia University




















How does room booking software work?

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Access room booking system

First, access the room booking system using a desktop or mobile app or via digital room signage panels in the office.

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Search, view, and reserve rooms

Next, search for and view the availability of rooms in real-time and select one that meets your needs. Reserve the chosen room directly through the booking software, securing it for the desired time and date.

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Check in

Finally, check in to confirm your presence and the start of the reservation. This step ensures the room is utilized as planned and releases it for others to book if the reservation is not confirmed.

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Simplify room reservations

Room booking becomes a headache when there are too many roles, rules, and preferences. How do you combine access restrictions, request approvals, and employee autonomy? YAROOMS can help set up a simple and easy-to-follow meeting room booking process that will reconcile everyone’s needs.

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One shared space calendar

All room bookings are in a single place. Users only see what they have access to.

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Granular user permissions

Give each user group access to their set of rooms.

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Incognito booking

Reserve office spaces privately - your meeting room booking details will not be visible to other users.

Simplify room reservations

Room booking becomes a headache when there are too many roles, rules, and preferences. How do you combine access restrictions, request approvals, and employee autonomy? YAROOMS can help set up a simple and easy-to-follow meeting room booking process that will reconcile everyone’s needs.

Room Booking
simplify meeting room booking
sales strategy meeting
morning brainstorm meeting
1282950_calendar_complete_event_icon

One shared space calendar

All room bookings are in a single place. Users only see what they have access to.

989984_account_data_personal_protect_secure_icon

Granular user permissions

Give each user group access to their set of rooms.

3554865_eye_overview_show_view_visibility_icon

Incognito booking

Reserve office spaces privately - your meeting room booking details will not be visible to other users.

Yarvis: the AI assistant for meeting room booking

Yarvis, the AI-powered workplace assistant, simplifies complex meeting and conference room booking tasks and enhances scheduling workflows.

Yarvis can quickly handle multiple room bookings, schedule recurring workspace reservations, find meeting spaces with specific amenities, and locate colleagues in the office.

Read more

Screenshot 2024-06-17 at 14.09.37
Screenshot 2024-06-17 at 14.09.37

Organize hybrid meetings

By hybrid meeting, we mean a team gathering in which some of the participants are present in the meeting room, while others join the conversation remotely. Organizing hybrid meetings requires a different, more inclusive approach than running traditional get-togethers. You need tools to engage both remote and in-office employees at the same time.

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Microsoft Teams meetings integration

Create a Microsoft Teams meeting along with a YAROOMS meeting and attach it to the event description. When the YAROOMS meeting is updated, the Teams meeting will be updated.

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Zoom meetings integration

Create a Zoom meeting along with a YAROOMS meeting and attach it to the event description. When the YAROOMS meeting is updated, the Zoom meeting will be updated.

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Google Meet integration

Just like with the other videoconferencing integrations, you can also create a Google Meet conference along with a YAROOMS meeting.

Organize hybrid meetings

By hybrid meeting, we mean a team gathering in which some of the participants are present in the meeting room, while others join the conversation remotely. Organizing hybrid meetings requires a different, more inclusive approach than running traditional get-togethers. You need tools to engage both remote and in-office employees at the same time.

Room Booking
organize a hybrid meeting
zoom meetings
microsoft teams meetings
schedule a video conference meeting
Microsoft-Teams-logo

Microsoft Teams meetings integration

Create a Microsoft Teams meeting along with a YAROOMS meeting and attach it to the event description. When the YAROOMS meeting is updated, the Teams meeting will be updated.

Zoom-Logo-PNG-Photo

Zoom meetings integration

Create a Zoom meeting along with a YAROOMS meeting and attach it to the event description. When the YAROOMS meeting is updated, the Zoom meeting will be updated.

logo_meet_2020q4_color_2x_web_96dp

Google Meet integration

Just like with the other videoconferencing integrations, you can also create a Google Meet conference along with a YAROOMS meeting.

Ensure secure room management

Office capacity limits, time buffers, people flow control. The right set of measures is essential if you want to ensure secure and compliant meeting room management. 

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People flow control

Request users to indicate the number of meeting attendees while booking a room.

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Room capacity

Set and enforce capacity restraints for each meeting or conference room to prevent them being booked by groups exceeding limitations.

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Area or location capacity

Establish the maximum occupancy in buildings to make sure that the amount of people in separate rooms does not exceed the overall location or floor capacity.

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Time buffers

Activate a time buffer - a selected number of minutes required between meeting room reservations. Use this time to make sure the space is clean for the new booker.

Ensure secure room management

Office capacity limits, time buffers, people flow control. The right set of measures is essential if you want to ensure secure and compliant meeting room management. 

Room Booking
interactive office floor map
conference room
meeting room capacity and occupancy
309041_users_group_people_icon

People flow control

Request users to indicate the number of meeting attendees while booking a room.

14

Room capacity

Set and enforce capacity restraints for each meeting or conference room to prevent them being booked by groups exceeding limitations.

1282562_device_iphone_mobile_icon

Area or location capacity

Establish the maximum occupancy in buildings to make sure that the amount of people in separate rooms does not exceed the overall location or floor capacity.

6646403_buffer_essentials_loading_ui_icon

Time buffers

Activate a time buffer - a selected number of minutes required between meeting room reservations. Use this time to make sure the space is clean for the new booker.

Create an integrated workplace experience

Fast, mobile, all touchpoints aligned. That’s what we call an integrated workplace experience. In the world of hybrid, your employees need technology that doesn't bind them to one tool, one location, one meeting room. Make connectivity part of your workplace strategy.

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Single sign-on

Access the meeting room booking system as easily as you open your email.

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YAROOMS Mobile

Schedule your day at the office on the go. Anytime, anywhere. 
Learn more

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Room panel

Check room availability or book on the spot with our hardware-agnostic Room panel app. 
Learn more

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MS Outlook & Google Calendar integration

Book rooms for meetings or edit and cancel your reservations without leaving Outlook or Google Calendar.

Microsoft-Teams-logo

Microsoft Teams integration

Simplify daily scheduling and reserve desks in YAROOMS without leaving the Microsoft Teams interface. 
Learn more

Create an integrated workplace experience

Fast, mobile, all touchpoints aligned. That’s what we call an integrated workplace experience. In the world of hybrid, your employees need technology that doesn't bind them to one tool, one location, one meeting room. Make connectivity part of your workplace strategy.

Room Booking
calendar
mobile room booking application
1258534_logout_off_on_out_power_icon

Single sign-on

Access the meeting room booking system as easily as you open your email.

1282562_device_iphone_mobile_icon

YAROOMS Mobile

Schedule your day at the office on the go. Anytime, anywhere. 
Learn more

2664733_tablet_app_ipad_icon (1)

Room panel

Check room availability or book on the spot with our hardware-agnostic Room panel app. 
Learn more

Group 806

MS Outlook & Google Calendar integration

Book rooms for meetings or edit and cancel your reservations without leaving Outlook or Google Calendar.

Microsoft-Teams-logo

Microsoft Teams integration

Simplify daily scheduling and reserve desks in YAROOMS without leaving the Microsoft Teams interface. 
Learn more

Optimize room utilization

Meeting and conference rooms have a large footprint in the office. Knowing where people
tend to congregate (and where they don’t) can help you design a cost-efficient space
management strategy. Uncover your room booking statistics and start rightsizing.

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Usage reports

Explore a comprehensive selection of meeting room booking data.

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Satisfaction survey

Send a short satisfaction questionnaire to everyone who attended the office today. Discover how happy your teams are with meeting rooms and what can be improved.

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Report Problem

A broken chair? Missing amenities? Report a problem to the location manager.

Room Booking
meeting room booking details
report a room booking problem
employee experience survey

Clients that use this solution

Ready to see the big picture?

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.

 
Ready to see the big picture?
 
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.
 
Schedule a demo Platform Tour


Room booking FAQ

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 central place for all meeting room bookings so that everyone knows where they stand and there is no confusion.

Room booking software simplifies the management of meeting spaces and conference rooms within organizations, facilitating a more organized and efficient allocation of these resources. By adopting room booking software, companies can streamline the process of reserving rooms, ensuring that meetings and events are accommodated effectively. The advantages of utilizing room booking software include:

  • Enhanced Efficiency: Automates the process of booking rooms, reducing administrative workload and minimizing the chances of double bookings or scheduling conflicts.
  • Real-time Availability: Provides immediate visibility into room availability, allowing employees to find and reserve suitable spaces quickly and easily.
  • Optimized Space Utilization: Helps organizations understand and improve their use of meeting spaces, reducing the need for excess real estate and lowering operational costs.
  • Improved Meeting Planning: Enables users to check the features and capacities of rooms, ensuring that the selected space meets their specific requirements.
  • Increased Productivity: Reduces time wasted by employees searching for available rooms, allowing them to focus more on productive tasks.
  • Data Analytics and Reporting: Offers insights into room usage patterns, supporting better space planning and management decision-making.
  • Integration with Other Systems: Can often integrate with calendar and email systems for seamless scheduling and notifications, enhancing communication and coordination.
  • Support for Hybrid Work Environments: Facilitates the management of physical meeting spaces in a hybrid work setup, where employees split their time between home and office.
  • Customization and Scalability: Allows for customization to fit an organization's unique needs, whether it's implementing specific booking rules or integrating with existing workplace management tools.
  • Health and Safety Measures: Supports the implementation of health guidelines by managing room capacities and ensuring spaces can be reserved for cleaning between meetings.

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.

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).

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.

Room booking systems come with different levels of customization; make sure you figure this out before you get too deep into researching specs.

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 overlap over a given time slot).

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.

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.

Insights to get you started

Choosing the right meeting room booking software is no small feat. We collected a
couple of insightful resources to help you identify your needs and navigate
the sea of options. Continue your research: