End-to-end meeting room management
YAROOMS is the leading meeting room management software with Microsoft 365 integration, approval workflows, and service booking - everything you need to plan and run efficient meetings.
Trusted by innovative organizations worldwide
Meeting room booking system integrated with Outlook
Handle all conference room bookings and meeting service requests without ever leaving Microsoft Outlook.
Simple, fast, familiar - see how it works in this short demo (no sign-up needed). ⬇️
Stay in charge of room access and booking rules
Meeting room management is about control, compliance, and visibility. Here’s how YAROOMS helps administrators stay in charge.
Approval workflows
Create granular rules that trigger approvals based on who's reserving the room, when, or where. Example: If a meeting is scheduled after hours or in an executive room, it must be approved by a facility manager.
Access permissions
Control who can book each room so only the right teams and departments have access.
Room capacity
Set maximum occupancy for each conference room and prevent reservations that exceed the limit.
No-show prevention
Require quick check-ins to prevent ghost bookings. If no one checks in, the room is released for others to use.
Coordinate meeting services like catering, cleaning, or tech setup
Effortless meeting logistics: your teams book rooms and services in one go, and you get full oversight of every request. No missed orders or last-minute surprises.
Services booking
Let employees book absolutely everything for their meeting - from catering to cleaning - right when they reserve a room. Each request goes straight to the responsible team. Available services can be fully customized for your organization.
Services dashboard
See a daily view of all scheduled meeting services: what's booked, where it's needed, and when.
Services report
Track every service request and monitor usage, frequency, and related costs to keep operations efficient.
Deliver a smooth and secure visitor experience
Integrated visitor and meeting room management to coordinate bookings and guests in one flow.
Visitor pre-registration
Invite guests before the meeting and share all visit details in advance for a smooth check-in.
Custom visitor check-in flow
Build custom check-in flows for every visitor type - from VIP guests to contractors. Add steps like e-signatures, document uploads, photo capture, etc.
Booking on behalf of visitors
Reserve meeting and conference rooms for guests to ensure a smooth, welcoming experience on arrival.
Measure meeting room usage
Track meeting room usage trends to plan better and uncover hidden inefficiencies.
Room utilization analytics
Track key metrics like average room usage, booking counts, and no-show rates
Office heat maps
Get a visual view of space usage - identify the busiest areas and underused rooms at a glance.
CSV reports
Export meeting room utilization reports in CSV format anytime you need.
Book and manage meeting rooms right at the door
See real-time room availability, book on the spot, or adjust meetings in seconds from the digital display outside the room.
Real-time availability status
A quick glance at the color-coded display shows whether a room is free, who's using it, and when it will be available next.
End or extend meetings
Running late or finished early? End or extend your meeting directly from the display.
Hardware agnostic
YAROOMS room panel app integrates seamlessly with a wide range of devices - no special hardware required.
A conference room management solution used for day-to-day meetings, client visits, and corporate events
"Verizon's marketing teams manage multiple large corporate events each year, where room allocations shift constantly based on schedules and client meetings."
Verizon: real-time event room management with YAROOMS
"As Bitdefender grew across Europe and the U.S., managing conference rooms in multiple offices became difficult. Teams struggled to find available spaces with the right setup at the right time."
Bitdefender: multi-location room management made simple
"The Uni Sydney's Faculty of Science needed a new space management system as its old tool caused scheduling errors and lacked visibility into room use."
University of Sydney: campus space management at the Faculty of Science
See the ROI of smart meeting room management
2025 data shows that an unused meeting room can cost companies anywhere from $30 to $250 per hour, depending on size and location.
Check how much your workplace could save by using meeting rooms more efficiently.
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Meeting room management: FAQ
Answering the most popular questions about meeting and conference room management.
Meeting room management software is a digital platform that helps organizations schedule, book, and manage their meeting spaces efficiently. It replaces manual spreadsheets or disconnected calendars with one centralized system where employees can see real-time room availability, check amenities, and reserve spaces instantly – whether for internal meetings, client sessions, or company events.
With organizations increasingly focused on productivity and better use of workplace resources, the conference room solutions market is projected to grow from USD 1.9 billion in 2025 to USD 7.6 billion by 2035, at a 12.3% CAGR, driven by stronger integrations and the growing need for seamless collaboration.
The best meeting room management software combines scheduling, visibility, and automation. Key features typically include:
- Real-time availability – see which meeting rooms are free or in use.
- Calendar integration – sync with Outlook, Microsoft Teams, or Google Workspace.
- Approval workflows – control who can book specific rooms and when.
- Service booking – request catering, cleaning, or equipment setup along with the room.
- Visitor management – pre-register guests and share meeting details automatically.
- Check-in and auto-release – prevent no-shows by freeing unused rooms.
- Room utilization analytics – track occupancy, no-show rates, and usage trends.
- Digital signage – display real-time booking status outside each room.
- User permissions – manage access for teams, departments, or external partners.
Together, these features help organizations run meetings efficiently, prevent scheduling conflicts, and optimize space utilization.
Popular meeting room management software solutions include:
- YAROOMS – all-in-one workplace management platform with Outlook integration, approval workflows, and detailed room utilization analytics
- Robin – hybrid workplace tool focused on room and desk booking and interactive floor plans
- Envoy – combines visitor management and room booking
- ROOMZ – specializes in digital meeting room displays and on-the-spot booking
- Skedda – simple, flexible scheduling for small to mid-sized teams
These solutions help organizations book, manage, and optimize meeting spaces, reducing scheduling conflicts and improving space utilization.
Managing a meeting room means keeping bookings, usage, and resources organized so meetings run smoothly and spaces aren’t wasted.
- Use meeting room management software to centralize bookings and check availability
- Set clear booking rules for who can reserve rooms, how far in advance, and for how long
- Connect your calendar tools (Outlook or Google Workspace) so reservations sync automatically
- Track room utilization with analytics to see which rooms are overused or underused
- Enable check-ins and auto-release to free up rooms when meetings are cancelled or attendees don’t show
- Gather feedback from users on whether rooms meet their needs for size, equipment, or layout
With the right system, organizations can simplify scheduling, reduce no-shows, and make the best use of every meeting space.
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