Meeting Room Booking System

Meeting Room Booking System Overview

Meeting room booking systems reserve conference rooms, workspaces, and other work-related resources. These systems ensure that the necessary facilities are available for meetings and work-related activities while tracking resource utilization.

Meeting room booking systems are used in offices and shared workspaces and include the ability to reserve desks, call areas, and quiet workspaces. The reservation process can be customized with access permissions to create scheduling protocols that prioritize resources for the most important or pressing needs.

These systems are used by businesses and organizations, conference and event management planners, spas and studios, and hospitality providers. Analytics capabilities provide workspace insights that foster cost-effective and efficient resource utilization. Some systems offer additional features such as parking spot reservations and interactive office maps.

Reservations and invitations can be made online or using an app. Integrations with Calendar Software and Email Software promote effective scheduling and communication with meeting attendees and other resource users. Meeting room booking systems often include Visitor Management Software features. They also often support Digital Signage, the electronic displays outside conference rooms that offer timely meeting information and streamline registration and check-ins.

Advances in meeting room booking systems include the use of IoT occupancy sensors to determine resource utilization. If scheduled rooms are booked but are not being utilized, they can be noted as being available, permitting rebooking.

With the pandemic’s impact on the workplace, some vendors have introduced features to address health concerns such as contactless access, distanced seating plans, sanitization protocols, and health questionnaires.

Top Rated Meeting Room Booking System Products

TrustRadius Top Rated for 2021

These products won a Top Rated award for having excellent customer satisfaction ratings. The list is based purely on reviews; there is no paid placement, and analyst opinions do not influence the rankings. Read more about the Top Rated criteria.

Meeting Room Booking System Products

(1-25 of 35) Sorted by Most Reviews

The list of products below is based purely on reviews (sorted from most to least). There is no paid placement and analyst opinions do not influence their rankings. Here is our Promise to Buyers to ensure information on our site is reliable, useful, and worthy of your trust.
Accruent EMS Software

EMS Software is an enterprise space management, event, class and resource scheduling application acquired and now supported by Accruent in June 2018.

Robin

Robin, headquartered in Boston offers their meeting room booking system, featuring software for scheduling conference rooms, space management with workspace usage analytics, and integratable digital signage.

SpaceIQ

SpaceIQ is an IWMS / CAFD solution supplying facilities managers with space planning and move management support, as well as real estate forecasting. SpaceIQ was acquired by the We Company (WeWork) in summer 2019.

Envoy Visitors

The Envoy visitor management and registration software suite, with Envoy Visitors, provides an iPad-based guest sign-in capability. The product automates badge printing, host notifications, and legal agreements. Additional product Envoy Protect allows users to control which employees…

OfficeSpace Software

OfficeSpace Software, headquartered in New York, offers their workspace management and room booking platform, featuring room planning with mobile visual directory, the Move Manager room and space change scheduler and planning tool, the Request Manager facilities app, and other features.…

Teem by iOFFICE

Teem (formerly EventBoard) is cloud-based software for organizing and optimizing internal events and meetings. Teem allows employees to meet and book conference rooms, to efficiently manage workspaces and meeting resources, and to measure and analyze their company’s meeting and…

Roomzilla

Roomzilla, headquartered in Cambridge, offers their meeting room booking system.

WorkInSync

WorkInSync is presented as a single app to manage all hybrid workplace needs. Globally, organizations have started adopting a hybrid workplace, with employees opting WFO/WFH as per their convenience.This has actually introduced new challenges in their life. WorkInSync enables companies…

Condeco

Condeco, headquartered in London, offers their suite of workspace management and booking systems, featuring Condeco Meeting Room Booking app, supplying control over room availability, digital signage and screens, global location management, meeting reminders and email integration…

Zoho Bookings

Zoho Bookings is a calendar syncing and appointment booking app for consultants, firms, and small business.

Skedda

Skedda is a space management platform that specializes in the management of office space, desks, meeting rooms and hybrid workplace scenarios.

AgilQuest

AgilQuest headquartered in Richmond offers their workspace solutions, including meeting room and desk booking systems, seat management, and workspace analytics.

iOFFICE

iOffice Integrated Workplace Management System (iOffice IWMS) is an IT asset management and facilities management solution, from Houston-based company iOffice.

Crestron Fusion

Crestron, headquartered in New Jersey, offers the Crestron Fusion, a conference and event management platform that monitors conference equipment, integrates business intelligence and data visualization apps for in-room presentations, and can monitor conference equipment for issues…

Pronestor Meeting Management Suite

Danish company Pronestor offers the Pronestor Meeting Management Suite, a software focusing on operations automation, particularly around resource and order management, and multi-location management. The suite includes Pronestor Planner booking system, Pronestor Visitor boarding…

Rendezvous Workspace

NFS Technology Group (NFS Hospitality) offers the Rendezvous Workspace meeting room booking solution.

FMS:Employee

FM:Systems offers FMS:Employee as a workplace scheduling solution, allowing users to schedule rooms, resources and services needed, and better manage last minute changes. The vendor states that FMS:Employee can streamline local office or optimize global organizations, manage reservations…

OfficeRnD Flex

OfficeRnD headquartered in London offers a workspace management solution for coworking spaces.

Zoapi Hub

Zoapi Hub is a wireless presentation and collaboration solution for enterprise companies, coworking spaces and education centres. The vendor states that with Zoapi in meeting rooms, users benefit from: No more messy cables and adapters - Present wirelessly from any device running…

Spacewell (MCS IWMS)

Spacewell headquartered in Antwerp presents their IWMS suite for commercial and corporate real estate. The suite contains solutions for facilities management with work order management and BIM-enabled asset tracking, energy management, workspace planning, as well as visitor management…

Cobot

Cobot is a provider of management software for coworking spaces, office hubs, and flexible workspaces worldwide. The vendor boasts affordable pricing and transparency, multilingual support, top-rated tools, and a team committed to helping a space grow. Every flexible space is different,…

Haltian Empathic Building

Haltian Empathic Building is a solution for digital workplaces designed to save time, provide more choice,, and hel users to be healthier. The Empathic Building digital twin aims to give a superb end-user experience and deliver the key data for operational excellence. The solution…

Veris

Veris helps to make workplaces responsive by design, along with enhancing the employee well-being, experience, and safety. Veris has users among multi-tenant facilities, enterprises, co-working spaces, and manufacturing units. Veris aims to transform how visitors are welcomed, meetings…

OfficeRnD Hybrid

OfficeRnD Hybrid is a software solution that helps companies embrace and manage the hybrid workplace model. The platform automates and simplifies desk booking, meeting room bookings, and visitor management. It helps companies provide modern and tech-enabled workspace experience to…

SMAC Meeting Room

SMAC Meeting Room booking system provides a large space for a meeting room to help reduce administration time and introduce smarter booking systems into the workplace. The SMAC meeting room gives time to schedule meetings and manage meeting rooms and visitors also. The soluion can…

Learn More About Meeting Room Booking System

What are Meeting Room Booking Systems?

Meeting room booking systems reserve conference rooms, workspaces, and other work-related resources. These systems ensure that the necessary facilities are available for meetings and work-related activities while tracking resource utilization.

Meeting room booking systems are used in offices and shared workspaces and include the ability to reserve desks, call areas, and quiet workspaces. The reservation process can be customized with access permissions to create scheduling protocols that prioritize resources for the most important or pressing needs.

These systems are used by businesses and organizations, conference and event management planners, spas and studios, and hospitality providers. Analytics capabilities provide workspace insights that foster cost-effective and efficient resource utilization. Some systems offer additional features such as parking spot reservations and interactive office maps.

Reservations and invitations can be made online or using an app. Integrations with Calendar Software and Email Software promote effective scheduling and communication with meeting attendees and other resource users. Meeting room booking systems often include Visitor Management Software features. They also often support Digital Signage, the electronic displays outside conference rooms that offer timely meeting information and streamline registration and check-ins.

Advances in meeting room booking systems include the use of IoT occupancy sensors to determine resource utilization. If scheduled rooms are booked but are not being utilized, they can be noted as being available, permitting rebooking.

With the pandemic’s impact on the workplace, some vendors have introduced features to address health concerns such as contactless access, distanced seating plans, sanitization protocols, and health questionnaires.

Meeting Room Booking Systems Features

Meeting room booking systems will include many of the following features.

  • Reserve conference rooms, workspaces, desks
  • Book online or using apps
  • Room information and organization, noting equipment, location, and capacity
  • Resource utilization tracking and analytics
  • Scheduling protocols and permissions
  • Office maps
  • Automated recurring scheduling
  • Registration, check-in, and attendance management
  • Contactless access management
  • Distanced seating plans
  • Health questionnaires
  • Sanitization protocols
  • Digital signage
  • Visitor management
  • Parking management
  • Room issue reporting
  • Integrations with calendar and email software
  • IoT occupancy sensors

Meeting Room Booking Systems Comparison

Consider the following when purchasing meeting room booking systems.

Scope: Would it be advantageous to your organization to use products that offer extended features such as visitor management, digital signage, and pandemic-related accommodations?

Integrations: Meeting room booking systems are more efficient when integrated with email and calendar applications. Ensure that your selection readily integrates with your current systems.

Scale: Basic meeting room booking systems are suitable for small businesses and organizations with modest facilities. Enterprise-level organizations with multiple locations and large workforces will benefit from a robust and full-featured meeting room booking system.

Pricing Information

Meeting room booking systems pricing is based on a yearly subscription model for an organization or a monthly subscription model based on the number of users. Basic plans begin at $1,500 a year and range to over $5,000 depending on the features offered. Large-scale enterprises will usually need to obtain a price quote. Monthly plans begin at $2 a month per user and range to over $6 a month. Limited free versions and free trials are available.

Frequently Asked Questions

What do meeting room booking systems do?

Meeting room booking systems are used by businesses, conference and event management planners, and hospitality organizations to reserve rooms and workspaces. Online and app-supported booking are convenient ways to make sure facilities are available for meetings and other activities. Tracking and analytics features contribute to efficient resource utilization.

What are the benefits of using meeting room booking systems?

Meeting room booking systems contribute to cost-effective, efficient resource utilization, facilitating collaboration and improved productivity. These systems offer a comprehensive and effective approach to infrastructure utilization by streamlining scheduling and incorporating complementary features such as visitor management, digital signage, communication, and calendaring.

How much do meeting room booking systems cost?

Basic meeting room booking systems for organizations begin at $1,500 a year and range to over $5,000 depending on the features offered. Monthly subscription plans based on the number of users start around $2 a month per user and are over $6 a month for full-featured plans. Free trials are available.