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.

SOLUTIONS

Simple and secure reception management

Welcome every guest with confidence. Transforms your reception into a seamless, secure, and professional first point of contact.

welcome to our office digital reception (1)

Trusted by organizations worldwide

Trusted by organizations worldwide

What is reception management?

Reception management is the process of handling and organizing how visitors are welcomed and processed at a workplace or facility. It includes tasks like check-in, visitor tracking, host notifications, and access control.

Modern visitor management systems automate these tasks to create a smoother, more secure, and professional reception experience.

YAROOMS makes reception management easy

Learn more

Visitor pre-registration

Host employees can pre-register guests using the visitor registration system, which replaces the traditional sign-in sheet. The guests receive step-by-step instructions to complete their registration information online.

Visitor check-in

Upon arrival, guests can conveniently check in using a user-friendly digital reception tablet app or a self-service kiosk. Direct on-site registration is also supported.

Visitor arrival notifications

The reception management system sends a notification to the host employee when the visitor checks-in at the reception.

Multi-location settings

Reception management software settings can be adjusted for each location to suit the different policies across offices.

Custom branding

A configurable digital visitor management system’s UI allows you to create a branded visitor experience.

Digital visitor logbook

Keep track of who, when, and why is entering your office in one digital visitor management log book.

Visitor analytics

Get insights into visitor patterns, host info, and other relevant metrics to make informed reception management decisions.

Get started with YAROOMS
Visitor Management System

Everything you need for a smooth visitor and reception management.
Integrated with your favorite desk & room booking, hybrid work,
and workplace analytics solutions.

Get started with YAROOMS
Visitor Management System

Everything you need for a smooth reception management.
Integrated with your favorite desk & room booking, hybrid work, and workplace analytics solutions.

Visitor details

Capture essential visitor information such as name, company, contact details, or car plate number with ease. This improves record-keeping by ensuring all visitor details are accurately logged and easily accessible.

Digital signature

Request guests to sign electronic PDF documents (such as visitor NDAs). It's a secure and efficient way to collect signatures, reducing the reliance on physical paperwork and storage.

Checkbox agreement

Require visitors to agree to your organization's rules or policies. This helps ensure everyone understands and follows important guidelines, enhancing workplace safety and organization.

Take a photo

Request visitors to take a photo as part of their registration process. This adds an extra layer of security, helps with visitor tracking, and aids in quick identification during disputes or emergencies.

Watch a video

Play a brief video for visitors that covers essential information, including safety regulations, office protocols, and other details they should be aware of.

Questionnaire

As visitors register, obtain key details like health screening information, compliance confirmations, or special requests.

Send email

Provide office visitors with everything they need by emailing them access details, instructions, or a friendly welcome message.

Upload documents

Ask visitors to upload specific documents (photos or files). This feature simplifies the guest check process and speeds up registration at the reception. Available only on desktop.

How can reception management software help your office?

YAROOMS visitor and reception management software is the go-to solution if you want to ensure great visitor experience, reinforce workplace security, and get valuable data to optimize reception operations.

Create an exceptional visitor experience

Leave a positive impression on your guests by streamlining visitor registration at the reception area and providing a warm welcome with a touch of your brand.

Ensure office security

Know who, when, and why is entering your office. Use reception management software to monitor and control access, ensuring overall safety for employees and visitors alike.

Meet compliance requirements

Collect and organize essential guest data in one digital visitor log, ensuring compliance with industry regulations and legal standards.

Support decisions with data

Capture insights into visitor patterns, host details, and other relevant metrics. Empower reception management to make informed decisions and optimize front desk resource allocation.

How can reception management software help your office?

Create an exceptional visitor experience

Leave a positive impression on your guests by streamlining visitor registration at the reception area and providing a warm welcome with a touch of your brand.

Ensure office security

Know who, when, and why is entering your office. Use reception management software to monitor and control access, ensuring overall safety for employees and visitors alike.

Meet compliance requirements

Collect and organize essential guest data in one digital visitor log, ensuring compliance with industry regulations and legal standards.

Support decisions with data

Capture insights into visitor patterns, host details, and other relevant metrics. Empower reception management to make informed decisions and optimize front desk resource allocation.

Don’t just take our word for it

Reception management: FAQ

Answering the most popular questions about reception management, visitor experience, and reception management software.

What is the meaning of reception management?

Reception management refers to the process of organizing and overseeing all activities related to welcoming, receiving, and attending to visitors, clients, or guests in a business or organizational setting. It ensures smooth and professional interactions at the point of first contact.

Key aspects of reception management include:

Greeting and assisting visitors: Offering a warm and professional welcome.
Visitor registration: Keeping records of who comes in and out of the premises.
Appointment scheduling: Managing appointments for employees or departments.
Handling inquiries: Answering calls, emails, and in-person questions.
Security coordination: Ensuring visitors have appropriate access and are guided to the right locations.

Reception management is common in hotels, corporate offices, hospitals, schools, and events, and it plays a crucial role in forming a positive first impression of the organization.

What is the role of a reception manager?

In a workplace setting, a Reception Manager is responsible for:

Supervising front desk staff
Ensuring visitors are greeted professionally
Managing phone calls and appointment schedules
Overseeing the reception area's appearance
Handling inquiries, messages, and security protocols
Ensuring smooth daily reception operations

They help create a positive first impression and ensure efficient front-office service.

What is the main function of reception?

The main function of reception in a workplace is to welcome and assist visitors, manage communication (calls, emails, messages), and support smooth front-office operations. It serves as the first point of contact for anyone entering the organization.

What is a reception system?

A reception system is the set of tools, processes, and technologies used to manage and organize front-desk operations in a workplace.

It typically includes:

Visitor registration software
Appointment scheduling tools
Badge or ID issuance systems
Call and message handling systems
Security check-in procedures

The goal of a reception system is to ensure efficient, secure, and professional handling of all front-desk activities.

Is reception the same as front desk?

Yes, reception and front desk often refer to the same area and function, especially in workplaces, offices, and service-based environments.

Small difference:

Reception usually emphasizes welcoming and assisting visitors.
Front desk can also include administrative tasks like handling calls, bookings, or payments (especially in places like hotels or clinics).

In most workplace settings, they are used interchangeably.

What software do receptionists use?

Receptionists use various types of software to manage front-desk tasks efficiently:

YAROOMS – For room booking and visitor management, allowing receptionists to schedule meeting rooms and track who’s on-site.
Microsoft Outlook / Google Calendar – For managing appointments and meetings.
Phone system software – Like VoIP platforms (e.g., RingCentral, Zoom Phone) for handling calls.
CRM tools – Such as Salesforce or HubSpot, to manage client interactions and information.
Email clients – For communication and inquiries.
Access control systems – For security and managing visitor entry.

These tools help receptionists provide smooth, professional, and organized front-desk service.

Simple and secure reception management

What is reception management?

YAROOMS makes reception management easy

Visitor pre-registration

Visitor check-in

Visitor arrival notifications

Multi-location settings

Custom branding

Digital visitor logbook

Visitor analytics

Easily tailor reception workflows

Visitor details

Digital signature

Checkbox agreement

Take a photo

Watch a video

Questionnaire

Send email

Upload documents

How can reception management software help your office?

Create an exceptional visitor experience

Ensure office security

Meet compliance requirements

Support decisions with data

How can reception management software help your office?

Create an exceptional visitor experience

Ensure office security

Meet compliance requirements

Support decisions with data

Don’t just take our word for it

Ashley Jarvis

Ray J

Bree El Fattal

Our insights on reception management

Reception management: FAQ

What is the meaning of reception management?

What is the role of a reception manager?

What is the main function of reception?

What is a reception system?

Is reception the same as front desk?

What software do receptionists use?