Find the Best Meeting Room Booking System

The best meeting room booking systems are 10to8, VideoMeet, Meeting Management Suite, CalendarWiz, AgileQuest, and Meetio Room. This conference room booking software allows for customization of the dashboard to monitor meeting room reservations.

Rohit Rajpal
Researched and Written by Rohit Rajpal
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List of 25 Best Meeting Room Booking System

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Contenders | 2025

Product Description

This information is provided by vendor.

Shivaami is a meeting room reservation software. This renowned software provides a variety of services that can help clients meet their particular business goals. It also helps with data migration, mobile device integration, change management solutions, and maintenance of Google Workspace deployments. The software makes... Read More About Shivaami

Shivaami Caters to

StartUps

SMBs

Mid-Market

Enterprises

Features

  • Task Management
  • Video Conferencing
  • File Sharing
  • Custom Domain
  • Document Collaboration
  • Security And Compliance
  • Data Backup
  • Instant Messaging
  • View all Features

Business Starter

$ 72

User/Year

Get Offer

Business Standard

$ 144

User/Year

Get Offer

Business Plus

$ 216

User/Year

Get Offer

Enterprise Starter

$ 120

User/Year

Get Offer
4.0
out of 5 (1 Review)
Features
4.0
Ease of Use
5.0
Value for Money
4.0
Customer Support
5.0
Uday Parmar
Business Development Executive

Shivaami Inc. is one of the best IT companies in India. I have been using Shivaami's Nira for my business purposes. One of the best things about Nira is that it allows you to control who has access to your documents. You can create custom permissions for each document, which is a great way to protect sensitive information. Great work, guys.

Read Review

Shivaami Features and Usability-Based User Satisfaction Score

Rating Score 8.0

Rating Score

Out of 10

No. of reviews Score 1.0

No. of reviews Score

Out of 10

Freshness Score 8.5

Freshness Score

Out of 10

Social Score 9.0

Social Score

Out of 10

Monthly website visitor Score 8.0

Monthly website visitor Score

Out of 10

Contenders | 2025

Product Description

Microsoft Outlook is a versatile email client that streamlines communication and enhances productivity. It offers seamless integration with calendars, task management, and contacts, making it an essential tool for both personal and professional use. Read More About Microsoft Outlook

Microsoft Outlook Caters to

StartUps

SMBs

Mid-Market

Enterprises

Features

  • Email Scheduling
  • Calendar Integration
  • Integration With Sharepoint
  • Integration With Onedrive
  • Offline Access
  • Contact Management
  • Email Management
  • Email Templates
  • View all Features
4.8
out of 5 (19 Reviews)
Features
4.8
Ease of Use
4.7
Value for Money
4.9
Customer Support
4.7
Shayan Shaikh
Manager

As a whole, if you want software for personal use, it's up to you to choose between it and Gmail. However, if you need it for professional use, there is no software better than Outlook.

Read all 19 Reviews

Microsoft Outlook Features and Usability-Based User Satisfaction Score

Rating Score 9.6

Rating Score

Out of 10

No. of reviews Score 4.0

No. of reviews Score

Out of 10

Freshness Score 10.0

Freshness Score

Out of 10

Social Score 7.7

Social Score

Out of 10

Monthly website visitor Score 6.0

Monthly website visitor Score

Out of 10

Most Reviewed

Trusted by globally leading companies

Product Description

Condeco is a global leader in office workplace solutions. Users are able to reserve the desk they need through Microsoft Outlook or the web with Condecos workspace scheduling service. They can pick from a range of personal spaces. This online meeting room booking system optimizes... Read More About Condeco

Condeco Caters to

StartUps

SMBs

Mid-Market

Enterprises

Features

  • Room Booking
  • User Permissions
  • Resource Management
  • Desk Booking
  • Check In And Check Out
  • Support And Training
  • Mobile App
  • Catering Management
  • View all Features

Contenders | 2025

Product Description

A video conferencing and collaboration product package, Cisco Webex, is reliable room scheduling software. Up to 1,000 people can participate in high-definition video meetings. Each user has their own room for meetings with a unique phone number. Businesses can always provide a professional image thanks... Read More About Cisco WebEx

Cisco WebEx Caters to

StartUps

SMBs

Mid-Market

Enterprises

Features

  • Customizable Layouts
  • Polling
  • Personal Meeting Rooms
  • Calendar Integration
  • File Sharing
  • Live Streaming
  • Participant Management
  • Chat
  • View all Features
4.4
out of 5 (15 Reviews)
Features
4.4
Ease of Use
4.3
Value for Money
4.1
Customer Support
4.1
Kayla Hallums

In addition to meetings, online training for about 100 people was held. No major problems occurred. By using the chat and voting functions, I was able to bridge the sense of distance.

Read all 15 Reviews

Cisco WebEx Features and Usability-Based User Satisfaction Score

Rating Score 8.8

Rating Score

Out of 10

No. of reviews Score 3.0

No. of reviews Score

Out of 10

Freshness Score 10.0

Freshness Score

Out of 10

Social Score 8.8

Social Score

Out of 10

Monthly website visitor Score 4.0

Monthly website visitor Score

Out of 10

Emergents | 2025

Product Description

Teem is a cloud-based scheduling tool that aids small to medium-sized businesses in streamlining employee workflows. This conference booking software offers features like EventBoard room displays, a desktop app, a Finder kiosk, LobbyConnect guest management, and email plugins. The tool enables users to engage with... Read More About Teem

Teem Caters to

StartUps

SMBs

Mid-Market

Enterprises

Features

  • Visitor Group Check In
  • Visitor Check In
  • Visitor Reports
  • Custom Branding
  • Visitor Wi Fi Access
  • Visitor Photo Capture
  • Customizable Check In Fields
  • Emergency Notifications
  • View all Features

Teem Features and Usability-Based User Satisfaction Score

Freshness Score 5.5

Freshness Score

Out of 10

Social Score 5.0

Social Score

Out of 10

Emergents | 2025

Product Description

Robin Powered is a widely used conference room booking system. With the use of technologies like an online scheduling dashboard, calendar integration, Outlook plugins, analytics, room displays, desk management, and more, users of Robin can book meeting rooms, locate workstations, and move around the office.... Read More About Robin Powered

Robin Powered Caters to

StartUps

SMBs

Mid-Market

Enterprises

Features

  • Wayfinding
  • Capacity Management
  • Resource Management
  • User Permissions
  • Calendar Integration
  • Customizable Booking Rules
  • Api Access
  • Room Scheduling
  • View all Features

Basic

$ 30

Per Month

Get Pricing

Pro

$ 35

Per Month

Get Pricing

Robin Powered Features and Usability-Based User Satisfaction Score

Freshness Score 6.5

Freshness Score

Out of 10

Social Score 5.0

Social Score

Out of 10

Emergents | 2025

Product Description

This information is provided by vendor.

Skedda is an online platform for booking and scheduling, utilized by many venues all over the world. It is one of the best meeting room booking systems. The platform is made to make space management more efficient. Skedda is highly customizable and mobile-friendly, allowing venues... Read More About Skedda

Skedda Caters to

StartUps

SMBs

Mid-Market

Enterprises

Features

  • Payment Processing
  • Recurring Reservations
  • User Management
  • Mobile Access
  • Resource Scheduling
  • Online Booking
  • Customizable Booking Rules
  • Interactive Floor Plans
  • View all Features

Core

$ 0

Per Month

Get Offer

Pro

$ 39

Per Month

Get Offer

Skedda Features and Usability-Based User Satisfaction Score

Freshness Score 7.5

Freshness Score

Out of 10

Social Score 5.0

Social Score

Out of 10

Monthly website visitor Score 4.0

Monthly website visitor Score

Out of 10

Emergents | 2025

Product Description

To book and manage their office space, including conference rooms and office equipment, users can utilize Roomzilla, a meeting room booking solution. It interfaces with calendar systems like Google, Outlook, Office 365, and Exchange. Additional features offered by Roomzilla include reports, an approval queue, and... Read More About Roomzilla

Roomzilla Caters to

StartUps

SMBs

Mid-Market

Enterprises

Features

  • Notifications And Reminders
  • Kiosk Mode
  • Mobile Access
  • Recurring Bookings
  • Real Time Availability
  • Resource Management
  • Check In/check Out
  • Customizable Booking Rules
  • View all Features

For Trial Period

$ 0

Per Month

Get Pricing

1 - 19 Rooms

$ 20

Per Month

Get Pricing

Roomzilla Features and Usability-Based User Satisfaction Score

Freshness Score 7.0

Freshness Score

Out of 10

Social Score 5.0

Social Score

Out of 10

System by OfficeSpace Software

Product Description

With the help of a variety of capabilities, such as desk booking, resource tracking, move, space, and request management, among others, OfficeSpace Software is a cloud-based facility management system that enables users to establish and allocate workspace for crucial administrative duties. Government agencies, healthcare providers,... Read More About OfficeSpace

OfficeSpace Caters to

StartUps

SMBs

Mid-Market

Enterprises

Features

  • Integration Capabilities
  • Work Order Management
  • Maintenance Management
  • Inventory Management
  • Budget Tracking
  • Vendor Management
  • Visitor Management
  • Mobile Access
  • View all Features

Emergents | 2025

Product Description

YArooms is a web-based conference room scheduling software. It enables users to easily manage their rooms and resources and make reservations for any place, regardless of the time zone or geographic location. With the aid of this industry-leading software suite, YArooms, businesses can manage people... Read More About YArooms

YArooms Caters to

StartUps

SMBs

Mid-Market

Enterprises

Features

  • Mobile Access
  • Resource Management
  • Calendar Integration
  • User Management
  • Visitor Management
  • Customizable Booking Rules
  • Multi Language Support
  • Room Availability Display
  • View all Features

Pay As You Go

$ 0

Per Meeting

Get Pricing

Starter Plan

$ 35

Per Month

Get Pricing

Office Plan

$ 69

Per Month

Get Pricing

Corporate Plan

$ 189

Per Month

Get Pricing

YArooms Features and Usability-Based User Satisfaction Score

Freshness Score 5.5

Freshness Score

Out of 10

Social Score 5.0

Social Score

Out of 10

Emergents | 2025

Product Description

This information is provided by vendor.

Vectera is meeting room management software that supports organizations in streamlining procedures for scheduling appointments, participating in video conferences, managing communications, and more. Administrators can build video rooms for numerous clients using Vectera and manage communication information like notes, documents, and recordings in a centralized... Read More About Vectera

Vectera Caters to

StartUps

SMBs

Mid-Market

Enterprises

Features

  • Video Conferencing
  • Security And Encryption
  • Whiteboard
  • Custom Branding
  • Meeting Scheduling
  • Integrations
  • Meeting Rooms
  • Calendar Integration
  • View all Features

Vectera Pro Yearly

$ 9

Per Month

Get Offer

Vectera Pro Monthly

$ 10

Per Month

Get Offer

Add-on: Scheduling

$ 5

Per Month

Get Offer

Add-on: Whitelabel

$ 5

Per Month

Get Offer

Vectera Features and Usability-Based User Satisfaction Score

Freshness Score 6.0

Freshness Score

Out of 10

Social Score 5.0

Social Score

Out of 10

Monthly website visitor Score 2.0

Monthly website visitor Score

Out of 10

An efficient solution for the workplace

Product Description

Businesses can rely on Meetio's dependable meeting room software for managing meeting spaces, wayfinding, mobile scheduling, hot-desking, and workplace analytics. Team members can search for and reserve meeting rooms using the room management tool Meetio Room. Other capabilities offered by the program include check-in, extending... Read More About Meetio Room

Meetio Room Caters to

StartUps

SMBs

Mid-Market

Enterprises

Features

  • User Permissions
  • Room Status Indicators
  • Admin Dashboard
  • Google Calendar Integration
  • Wayfinding
  • Room Utilization Analytics
  • Recurring Bookings
  • Hardware Compatibility
  • View all Features

All in one solution for any business

Product Description

AgilQuest is a popular meeting room scheduling software. It helps users find and reserve workspaces and conference rooms that offer businesses a central location from which to do so. Users can access a variety of interfaces, including web browsers, mobile devices, kiosks, tablets, and digital... Read More About AgilQuest

AgilQuest Caters to

StartUps

SMBs

Mid-Market

Enterprises

Features

  • Api Integration
  • Support And Training
  • Customizable Booking Rules
  • Interactive Floor Plans
  • Booking Confirmation
  • Desk Booking
  • Analytics And Reporting
  • Resource Management
  • View all Features

System by SpaceIQ

Product Description

SpaceIQ is widely used meeting room management software. Visual floor planning, diagramming, stack plan interpretation, and other features are all provided by SpaceIQ technologies. Companies may receive incredibly precise visualizations of their facilities, down to the desk level, by constructing CAD drawings, GIS connections, and... Read More About SpaceIQ

SpaceIQ Caters to

StartUps

SMBs

Mid-Market

Enterprises

Features

  • Visitor Management
  • Real Time Occupancy Tracking
  • Compliance Management
  • Custom Reporting
  • User Access Controls
  • Lease Management
  • Space Management
  • Work Order Management
  • View all Features

Emergents | 2025

Product Description

This information is provided by vendor.

Transform workspace management effortlessly. Perfect for hybrid offices, coworking spaces, and educational settings, this easy-to-use, localized, and affordable system simplifies booking desks, rooms, and parking. Experience seamless organization in every environment. Read More About Whatspot

Whatspot Caters to

StartUps

SMBs

Mid-Market

Enterprises

Features

  • Booking Approvals
  • Custom Booking Rules
  • Support For Multiple Locations
  • Visitor Management
  • Time Zone Support
  • Booking Notifications
  • Room Capacity Management
  • Integration With Calendar Apps
  • View all Features

Free

$ 0

Forever

Get Offer

Premium

$ 2

Per space

Get Offer

Ultimate

$ 3

Per space

Get Offer

Enterprise

$ 149

Per Month

Get Offer

Whatspot Features and Usability-Based User Satisfaction Score

Freshness Score 6.0

Freshness Score

Out of 10

Social Score 5.0

Social Score

Out of 10

Monthly website visitor Score 4.0

Monthly website visitor Score

Out of 10

Enjoy intelligent and highly customizable software

Product Description

Pronestor is cloud-based room reservation software that assists users in managing meetings, desks, and visitors. Users can purchase it as a whole package or separately, which will help boost productivity for internal and external users. Wherever the users operate, they can keep track of their... Read More About Pronestor

Pronestor Caters to

StartUps

SMBs

Mid-Market

Enterprises

Features

  • Real Time Availability
  • Notifications And Reminders
  • Visitor Management
  • Check In/check Out
  • Hot Desking
  • Mobile App
  • Api Access
  • Customizable Booking Rules
  • View all Features

System by Nexudus Spaces

Product Description

Nexudus Spaces is a conference room scheduling system. The management of coworking spaces and CRM for shared spaces is the focus of Nexudus software. The tool offers a flexible pricing structure based on the membership class, the type of room, and the duration. Self-service bookings,... Read More About Nexudus Spaces

Nexudus Spaces Caters to

StartUps

SMBs

Mid-Market

Enterprises

Features

  • Booking Management
  • CRM Integration
  • Event Management
  • Community Engagement
  • Member Management
  • Access Control
  • Task Management
  • Api Access
  • View all Features

Emergents | 2025

Product Description

Roomify develops reservation solutions that make it simple for customers to make service bookings and enjoyable for companies to administer. Roomify is a meeting room scheduling software that uses open-source tools to develop booking and reservation solutions. With an emphasis on the travel sector, we... Read More About Roomify

Roomify Caters to

StartUps

SMBs

Mid-Market

Enterprises

Features

  • Multi Language Support
  • Online Booking
  • Tax Management
  • Payment Processing
  • Booking Notes
  • Availability Management
  • Automated Reminders
  • Mobile Access
  • View all Features

Casa

$ 19

Month

Get Pricing

Locanda

$ 29

Month

Get Pricing

Multi-property

$ 39

Month

Get Pricing
4.5
out of 5 (13 Reviews)
Features
4.4
Ease of Use
4.4
Value for Money
4.1
Customer Support
4.4
Mamata Pandey

I have been using Roomify for the past 5 years to manage my hotel business. I am completely satisfied with the software and rely on it entirely because it is hassle-free and a very robust tool that easily manages booking and reservation systems. This tool has significantly helped me increase the overall productivity of my business with tailor-made features like single reservations, multiple reservations, online booking, and mobile integration.

Read all 13 Reviews

Roomify Features and Usability-Based User Satisfaction Score

Rating Score 9.0

Rating Score

Out of 10

No. of reviews Score 3.0

No. of reviews Score

Out of 10

Freshness Score 10.0

Freshness Score

Out of 10

Social Score 9.0

Social Score

Out of 10

Monthly website visitor Score 4.0

Monthly website visitor Score

Out of 10

Emergents | 2025

Product Description

Users can make, accept, and manage appointments using Reservio, a cloud-based conference room management software. Nonprofit organizations and small to medium corporations can use the service. Reservio designs each scheduling tool for optimal user effectiveness and creates personalized, bespoke solutions for every type of organization. Read More About Reservio

Reservio Caters to

StartUps

SMBs

Mid-Market

Enterprises

Features

  • Analytics And Reporting
  • Payment Processing
  • Email Notifications
  • Resource Scheduling
  • Mobile Access
  • Time Zone Management
  • Waitlist Management
  • Client Management
  • View all Features

Starter

$ 10

Per Month

Get Pricing

Standard

$ 20

Per Month

Get Pricing

Pro

$ 40

Per Month

Get Pricing

Reservio Features and Usability-Based User Satisfaction Score

Freshness Score 7.5

Freshness Score

Out of 10

Social Score 5.0

Social Score

Out of 10

Emergents | 2025

Product Description

This information is provided by vendor.

Envoy is a unique visitor management product for the modern era. It is easy to access for users and responds faster. Its main aim is to gather all the users personal details like mobile number, photos, and their signature, and change their functionality based on... Read More About Envoy

Envoy Caters to

StartUps

SMBs

Mid-Market

Enterprises

Features

  • Visitor Registration
  • Visitor Feedback
  • Touchless Sign In
  • Emergency Evacuation
  • Visitor Self Service Kiosk
  • Multi Location Support
  • Visitor Check Out
  • Visitor Privacy
  • View all Features

Basic

$ 0

Per Month

Get Offer

Standard

$ 99

Location/Month

Get Offer

Premium

$ 249

Location/Month

Get Offer

Envoy Features and Usability-Based User Satisfaction Score

Freshness Score 7.5

Freshness Score

Out of 10

Social Score 5.0

Social Score

Out of 10

Monthly website visitor Score 2.0

Monthly website visitor Score

Out of 10

Emergents | 2025

Product Description

This information is provided by vendor.

A boon for Maintenance Managers, the constructive facility management software, iOFFICE, will help you at all maintenance levels. Be it keeping track of contractor sourcing or ensuring the work is done, the software does it all promptly and error-free. Read More About iOFFICE

iOFFICE Caters to

StartUps

SMBs

Mid-Market

Enterprises

Features

  • Lease Management
  • Move Management
  • Visitor Management
  • Mail Management
  • Mobile App
  • Wayfinding
  • Emergency Preparedness
  • Maintenance Management
  • View all Features

iOFFICE Features and Usability-Based User Satisfaction Score

Freshness Score 5.5

Freshness Score

Out of 10

Social Score 5.0

Social Score

Out of 10

Monthly website visitor Score 2.0

Monthly website visitor Score

Out of 10

Contenders | 2025

Product Description

Bookafy is a free meeting room booking software that helps businesses incorporate a booking page. This system is perfect for meetings, demos, and appointments. The cloud-based appointment booking tool, Bookafy, automates the scheduling of meetings, phone calls, and service appointments, and provides online scheduling with... Read More About Bookafy

Bookafy Caters to

StartUps

SMBs

Mid-Market

Enterprises

Features

  • Customizable Booking Pages
  • Payment Processing
  • Time Zone Detection
  • Integration With Other Tools
  • Online Booking
  • Automated Reminders
  • Custom Branding
  • Api Access
  • View all Features

Free

$ 0

Per Month

Get Pricing

Pro

$ 7

User/Month

Get Pricing

Enterprise

$ 11

User/Month

Get Pricing
4.0
out of 5 (2 Reviews)
Features
4.0
Ease of Use
4.0
Value for Money
4.5
Customer Support
4.5
Azhar Ali
manger

Design - Our product is visually appealing for both customers and businesses. Bookafy can be embedded into websites via iframe and pop-up, and also offers a free booking page. Customize colors, fonts, and lines to match your brand.

Read all 2 Reviews

Bookafy Features and Usability-Based User Satisfaction Score

Rating Score 8.0

Rating Score

Out of 10

No. of reviews Score 1.0

No. of reviews Score

Out of 10

Freshness Score 9.5

Freshness Score

Out of 10

Social Score 5.0

Social Score

Out of 10

Monthly website visitor Score 6.0

Monthly website visitor Score

Out of 10

Category Champions | 2025

Product Description

This information is provided by vendor.

With 500Conference, you can collaborate and connect with unlimited users using AI-powered video conferencing. A secure virtual conference platform lets you share screens, live chat, record meetings, and share files from any device. Get access to 50 apps for $14.99 per user. Read More About 500Conference

500Conference Caters to

StartUps

SMBs

Mid-Market

Enterprises

Features

  • Live Chat
  • Email Invitations And Reminders
  • Screen Sharing
  • Polls And Surveys
  • Third Party Integrations
  • Role Based Permissions
  • Registration Management
  • Video Conferencing
  • View all Features

500Conference

$ 15

User/Month

Get Offer
5.0
out of 5 (11 Reviews)
Features
5.0
Ease of Use
5.0
Value for Money
5.0
Customer Support
4.9
Umar Yusuf
Regional Sales Head

With its user-friendly interface, 500Conference provided a seamless experience as I effortlessly navigated through its features. The high-quality video and audio ensured clear and smooth communication during meetings, impressing me with its exceptional quality. The robust screen sharing and collaboration capabilities, including virtual whiteboarding and annotation tools, facilitated effective collaboration and engaging presentations.

Read all 11 Reviews

500Conference Features and Usability-Based User Satisfaction Score

Rating Score 10.0

Rating Score

Out of 10

No. of reviews Score 3.0

No. of reviews Score

Out of 10

Freshness Score 9.5

Freshness Score

Out of 10

Social Score 10.0

Social Score

Out of 10

Monthly website visitor Score 8.0

Monthly website visitor Score

Out of 10

Contenders | 2025

Product Description

This information is provided by vendor.

UnSpot is a simple, convenient, and productive all-in-one Hybrid Office Platform. With UnSpot, you can get a perfect desk and meeting room booking system that can be easily integrated. Read More About UnSpot

UnSpot Caters to

StartUps

SMBs

Mid-Market

Enterprises

Features

  • Room Utilization Analytics
  • Recurring Bookings
  • Mobile App
  • Integration With Office 365
  • Support For Multiple Locations
  • Room Scheduling
  • Automated Reminders
  • Room Display Panels
  • View all Features

Advanced

$ 5

Full Licence/Single User

Get Offer

Basic

$ 2

Full Licence/Single User

Get Offer
5.0
out of 5 (4 Reviews)
Features
5.0
Ease of Use
5.0
Value for Money
5.0
Customer Support
5.0
Maria
manager

The software's ease of use and range of features have made it easier for our team to adapt to this new normal.

Read all 4 Reviews

UnSpot Features and Usability-Based User Satisfaction Score

Rating Score 10.0

Rating Score

Out of 10

No. of reviews Score 1.0

No. of reviews Score

Out of 10

Freshness Score 9.5

Freshness Score

Out of 10

Social Score 10.0

Social Score

Out of 10

Monthly website visitor Score 6.0

Monthly website visitor Score

Out of 10

Category Champions | 2025

Product Description

This information is provided by vendor.

Whether it is a large corporation or a one-person business, 10to8 gives users the ability to effectively schedule appointments. With some amazing features, this meeting room booking system scales as the business grows. Users can use more than 100 features to determine what they need.... Read More About 10to8

10to8 Caters to

StartUps

SMBs

Mid-Market

Enterprises

Features

  • Calendar Sync
  • Customizable Booking Forms
  • Online Booking
  • Time Zone Management
  • Reporting And Analytics
  • Two Way Calendar Sync
  • Staff Scheduling
  • Payment Processing
  • View all Features

Free

$ 0

Per Month

Get Offer

PRO

$ 7

Seat/Month

Get Offer

PREMIUM

$ 19

Seat/Month

Get Offer
5.0
out of 5 (2 Reviews)
Features
5.0
Ease of Use
4.5
Value for Money
4.5
Customer Support
5.0
saipureddy chandrasekhar
Free

Previous internet business frameworks I used were both basic and cumbersome. 10to8 integrates well with my messaging and calendar. If there are any issues, the support desk responds quickly.

Read all 2 Reviews

10to8 Features and Usability-Based User Satisfaction Score

Rating Score 10.0

Rating Score

Out of 10

No. of reviews Score 1.0

No. of reviews Score

Out of 10

Freshness Score 9.0

Freshness Score

Out of 10

Social Score 10.0

Social Score

Out of 10

Monthly website visitor Score 8.0

Monthly website visitor Score

Out of 10

best meeting room booking software guide

In the modern business world, meeting rooms are important for any organization. They serve as crucial spaces that foster communication, collaboration, and effective decision-making, enabling businesses to operate more efficiently.

However, as the volume of meetings and participants expands, the task of managing meeting room bookings becomes progressively more difficult. This is precisely where meeting room booking systems and software come into the picture.

This extensive guide will delve into the realm of top-notch meeting room booking systems and software solutions. We will explore their advantages and features and offer guidance on selecting the most suitable option for your organization.

What Is A Meeting Room Booking System?

A meeting room booking system is software designed to facilitate the seamless management of meeting spaces within an organization. It serves as a centralized platform where employees can check room availability, book meetings, and access relevant information such as capacity, amenities, and location. 

By automating the booking process, these systems eliminate manual coordination, reduce scheduling conflicts, and optimize the utilization of meeting rooms.

What Is The Role of Meeting Room Booking Software?

Meeting room booking software plays a pivotal role in ensuring a smooth and hassle-free reservation experience. Acting as a digital assistant, it simplifies the entire process by providing an intuitive user interface, real-time updates on room availability, and integration with essential tools such as calendars and email. 

The main role of meeting room booking software is to maximize room and space utilization to ensure better management of resources and seamless operational efficiency. Investing in the best meeting room software can help your organization gain a competitive advantage and increase the performance of team productivity.

Benefits of Meeting Room Booking Systems

Implementing a meeting room booking system benefits organizations by optimizing their meeting space management. Let's explore some key advantages:

main benefits of meeting room booking systems

  1. Streamlined scheduling and reservation process

A reliable meeting room booking system empowers users to effortlessly verify room availability, reserve spaces, and even make changes or cancellations with minimal effort. This eliminates the necessity for manual procedures like sending emails or making phone calls to secure rooms, thereby reducing the time dedicated to tasks associated with the booking.

  1. Improved resource utilization

Meeting room booking systems allow organizations to see room availability in real-time, allowing them to make the most of their spaces and prevent situations where rooms are either unused or too crowded. This helps allocate resources more effectively and ultimately saves costs, making operations run smoothly.

  1. Enhanced productivity and efficiency

Meeting room booking software simplifies the entire meeting process, from scheduling to follow-ups. It eliminates confusion and delays caused by double bookings or last-minute changes, empowering teams to concentrate on their tasks and achieve objectives with greater efficiency.

  1. Simplified communication and collaboration

These software solutions offer convenient built-in communication features like notifications and reminders. These features keep all stakeholders well-informed about important meeting details, reducing the chances of miscommunication and fostering effective collaboration among team members. This ultimately leads to a more cohesive and productive work environment.

  1. Data-driven insights and reporting

Meeting room booking systems generate valuable data on room utilization, attendance rates, and meeting durations. This information can be incredibly beneficial, allowing organizations to identify patterns, allocate resources more effectively, and make well-informed decisions to enhance future operations.

Why is Meeting Room Booking Software Important?

Meeting room booking software plays a crucial role in modern workplaces. Let's explore the reasons why it is essential for organizations -

importance of meeting room booking software

  1. Eliminates double bookings and conflicts

One of the biggest challenges in managing meeting rooms is avoiding scheduling conflicts. Managing meeting rooms becomes easier with meeting room booking software. It ensures that only available rooms are booked, reducing the chances of double bookings and conflicts that often arise when scheduling meetings.

  1. Optimizes space utilization

Meeting room booking systems offer valuable insights into room availability and usage patterns, allowing organizations to optimize their meeting spaces. They help identify unused or underutilized rooms, enabling better allocation of resources for maximum efficiency and ensuring that every space is utilized effectively to meet the organization's needs.

  1. Enhances user experience and satisfaction

An excellent online booking service makes all aspects of arranging appointments or reservations much more pleasant for users. Its user-friendly interface, straightforward booking procedures, and helpful reminders inform clients about important dates and times. This ensures that people feel less stressed when planning their schedules or events they must attend.

  1. Increases operational efficiency

Automating the meeting room booking process saves time and reduces administrative overhead. Employees can focus on their core tasks instead of spending valuable time coordinating bookings via email or spreadsheets.

  1. Enables effective resource management

Automating the meeting room booking process brings significant benefits by saving time and reducing administrative burdens. Instead of wasting valuable time on manual coordination of bookings through email or spreadsheets, employees can devote their energy to their core tasks. This results in increased productivity and more efficient use of resources.

Common Features of Meeting Room Booking Systems

Meeting room booking systems usually come equipped with various features that aim to simplify the reservation process and improve the overall user experience. Here are a few commonly found features in these systems:

features of meeting room booking systems

  1. Online booking and reservation

With the utilization of this cutting-edge software, users are empowered to effortlessly secure their desired room reservations through a user-friendly online portal. This innovative solution obliterates the cumbersome and time-consuming process of manual coordination, granting employees the remarkable flexibility to book meeting rooms with utmost convenience, unrestricted by time or geographical limitations.

  1. Room availability and real-time updates

Meeting room booking software provides a clear and intuitive interface that makes it a breeze for employees to navigate. With just a few clicks, users can quickly check the availability of meeting rooms in real time. Moreover, employees can easily identify vacant time slots and make informed booking decisions.

  1. Integration with calendars and email

This remarkable system ensures flawless synchronization of meeting schedules by seamlessly integrating with widely used calendar platforms like Outlook or Google Calendar. Employees enjoy the convenience of effortlessly viewing and managing their room bookings directly within their preferred calendar application.

  1. Resource management

To cater to the diverse needs of meetings, meeting room booking systems encompass a wide array of features. This comprehensive approach guarantees the availability and appropriate allocation of all essential resources, ensuring that each meeting is equipped with the necessary tools and provisions to facilitate a seamless and successful session. 

  1. Notifications and reminders

Meeting room booking software empowers users with the advantage of automated notifications and reminders. These intelligent notifications diligently keep users informed of coming meetings, schedule alterations, or room availability status fluctuations. By seamlessly integrating this proactive feature into the system, users are assured of staying well-informed and up-to-date.

How To Choose the Right Meeting Room Booking System For Your Organization?

Choosing the right meeting room booking system is crucial to ensure a seamless reservation experience. Keep these factors in mind as you make your decision:

right meeting room booking system for organization

  1. Evaluate your organization's specific requirements

Take into account the distinctive needs and requirements of your organization, encompassing factors such as the quantity and categories of meeting rooms, preferred booking policies, and any specific features or capabilities that are essential to you.

  1. Consider scalability and future growth

When making a selection, opt for a system that can readily adapt to your organization's present requirements as well as its future growth. Ensure that the software can seamlessly manage a growing number of meeting rooms, users, and booking demands. 

  1. Assess user-friendliness and interface design

Choose a user-friendly interface that demands minimal training and grants employees a seamless booking experience. The software ought to boast an intuitive design and straightforward navigation, making it effortlessly accessible and comprehensible to users. This ensures that even those with limited technical expertise can swiftly navigate through the system.

  1. Analyze integration capabilities with existing systems

Ensure that the meeting room booking software seamlessly integrates with your organization's current systems, including calendars, email platforms, and collaboration tools. This seamless integration guarantees a cohesive workflow, allowing for effortless coordination and communication across various platforms, ultimately enhancing productivity and streamlining the meeting scheduling process.

  1. Evaluate customer support and pricing

Carefully consider the level of customer support the software provider provides. Prompt and reliable support plays a vital role in swiftly resolving any technical issues and addressing user queries. Having access to responsive and helpful support ensures a smooth experience.

Top 5 Meeting Room Booking Software

Before choosing a meeting room booking software, let's explore the five top options available in the market. Each software comes with its pros, cons, pricing, and unique features:

Name
Free Trial
Demo
Starting Price

Skedda

14

Yes

$14/mo

Robin Powered

14

Yes $19/mo

Accruent EMS Software

30

Yes

$20/mo

WorkInSync

7

Yes

$16/mo

Condeco

14

Yes

$24/mo

1. Skedda

skedda-meeting-room-booking-system

Skedda is a versatile meeting room booking software that offers a user-friendly interface and powerful features. With Skedda, users can easily schedule and manage meeting rooms, ensuring optimal utilization of available spaces. The software provides real-time availability updates, customizable booking rules, and automated notifications, making it an efficient tool for both administrators and users.

Features

  • Online booking calendar
  • Customizable booking rules
  • Automated email notifications
  • Integration with popular calendar apps

Pros

  • It delivers a seamless user experience with its intuitive interface.
  • The platform allows for flexible management of meeting rooms.
  • It helps users stay organized and on top of their bookings.

Cons

  • Branding customization options are limited.
  • Some advanced features may require additional configuration.

Pricing

  •  Various pricing plans are available, starting from a free trial to $150.

2. Robin Powered

robin-powered-meeting-room-booking-system

Robin is a feature-rich meeting room booking software designed to enhance collaboration and optimize space utilization. The platform offers a range of innovative features, including interactive floor plans, room display integrations, and analytics tools. 

Robin's intuitive interface and advanced functionalities make it popular for organizations looking to improve their meeting room management processes.

Features

  • Interactive floor plans for easy room selection
  • Integration with room display devices for real-time updates
  • Analytics and reporting tools
  • Seamless integration with calendar applications and collaboration tools

Pros

  • The platform provides interactive floor plans to improve user experience and ease of room selection.
  • It gives real-time updates and notifications on room availability, minimizing scheduling conflicts.
  • The tool provides comprehensive analytics provide valuable insights for space optimization.

Cons

  • Initial setup and configuration may require more time and technical expertise.
  • There may be limitations in customizing the system to specific organizational requirements.

Pricing

  •  The platform provides custom pricing.

3. Accruent EMS Software

accruentems--meeting-room-booking-system

Accruent EMS Software presents a robust solution for booking meeting rooms, specifically designed to meet the needs of large enterprises. With its advanced features and scalability, Accruent EMS Software is particularly well-suited for organizations with complex room booking requirements. 

Moreover, the software provides comprehensive scheduling capabilities, effective resource management, and powerful reporting tools, all working together to ensure the optimal utilization of meeting spaces.

Features

  • Advanced scheduling capabilities
  • Conflict resolution capabilities
  • Customizable booking forms
  • Reporting and analytics features

Pros

  • It is highly scalable and can handle the requirements of large enterprises.
  • The advanced scheduling capabilities allow for efficient management of complex bookings.
  • The resource management features to ensure optimal utilization of meeting spaces.

Cons

  • Administrators may need some time to familiarize themselves with the system.
  • Initial setup and configuration can be complex.

Pricing

  •  The platform provides custom pricing.

4. WorkInSync

workinsync-meeting-room-booking-system

WorkInSync is a user-friendly software solution for booking meeting rooms that prioritizes simplicity and ease of use. It offers a range of essential features to facilitate efficient room scheduling and management, making it an ideal choice for small to medium-sized businesses. 

With WorkInSync, users can effortlessly book meeting rooms, stay updated on availability in real-time, and manage reservations with minimal effort.

Features

  • Color-coded booking calendar
  • Automated email notifications
  • Customizable booking rules
  • Integration with popular calendar applications

Pros

  • WorkInSync has a user-friendly and navigable interface.
  • It offers various affordable pricing options.
  • The software provides good customer support.

Cons

  • WorkInSync has limited integrations.
  • Some advanced features may be lacking for larger organizations.

Pricing

  •  Plans start at $2.5/user per month, billed annually

5. Condeco

Condeco offers comprehensive meeting room booking software equipped with advanced features for efficient room scheduling, resource management, and analytics. The platform boasts a user-friendly interface, extensive customization options, and integrations with popular business tools.

Condeco's robust capabilities cater to organizations of all sizes, from small businesses to large enterprises.

Features

  • Automated email notifications
  • Customizable booking forms
  • Multi-location support
  • Integration with the popular calendar and messaging apps
  • Advanced analytics and reporting features

Pros

  • It allows for customizable branding and user interface.
  • The platform has advanced scheduling capabilities to ensure efficient management of complex bookings.
  • The resource management features optimize the utilization of meeting spaces.

Cons

  • Has a higher cost compared to competitors.
  • Some users may experience challenges with integration or compatibility with other systems.

Pricing

  •  Plans starting at $45 per user per year with a minimum 3-year contract.

How To Implement A Meeting Room Booking Software?

Implementing meeting room booking software requires careful planning and execution. Here are the key steps involved in the implementation process:

implement a meeting room booking software

  1. Assess your organization's needs and requirements

Before choosing a meeting room booking software, it's essential to consider your organization's unique needs. This includes factors like the number of meeting rooms, expected booking volume, integration requirements, and user preferences. 

Understanding these specific requirements ensures you select the right software solution that aligns with your organization's goals and workflows

  1. Research and evaluate available software options

With a clear understanding of your requirements, research and evaluate the available meeting room booking software options in the market. Look for solutions that offer the features and capabilities to match your requirements. By following this approach, you can discover a software solution that supports you in effectively managing your meeting rooms.

  1. Define booking rules and policies

Take charge of defining the booking rules and policies that perfectly align with your organization's unique needs. This entails establishing maximum meeting durations, determining booking lead times, outlining cancellation policies, and specifying any particular requirements for resource allocation.

  1. Plan and execute the implementation process

Develop a detailed implementation plan, including tasks, timelines, and responsible stakeholders. Additionally, coordinate with your IT team and the software vendor to plan and execute the implementation process. Doing this will ensure a smooth transition and minimal disruption to your operations.

  1. Train employees and ensure adoption

Make sure to provide thorough training to your employees on how to effectively utilize the meeting room booking system. To promote user adoption, emphasize the advantages of the system and provide continuous support to address any concerns or questions that may arise.

Challenges Of Meeting Room Booking Systems

Implementing and adopting a meeting room booking system may come with certain challenges. Here are some common challenges organizations may face:

3 challenges of meeting room booking systems

  1. User adoption and resistance to change

Employees who are accustomed to traditional booking methods may resist transitioning to a new system. Nevertheless, by offering them suitable training, clear and open communication, and highlighting the new system's benefits, you can ease their worries and ensure a seamless transition process.

  1. Integration challenges with other systems

When selecting meeting room booking software, finding a solution that effortlessly works with your existing workplace tools like calendars and email is crucial. However, achieving seamless integration can be challenging since each system might have unique requirements and compatibility issues.

  1. Scalability and customization

As companies expand and progress, it becomes essential for meeting room booking systems to grow and adapt to changing demands. It's crucial to have customization options available as well, allowing organizations to tailor the system according to their specific needs and requirements.

Measuring the Success of Meeting Room Booking Software

Measuring the success of a meeting room booking software is essential to evaluate its effectiveness and identify areas for improvement. Here are some metrics that organizations can consider:

success of meeting room booking software

  1. Increase in meeting room utilization

By measuring the percentage of time that meeting rooms are actually used in comparison to their availability, you can gain valuable insights into their utilization. This metric assists in identifying rooms that may be underutilized or overbooked, enabling you to optimize resource allocation and ensure efficient use of your meeting spaces.

  1. User satisfaction and feedback

Engage with your employees and gather their valuable feedback regarding their experience with the meeting room booking system. This can be done by conducting surveys or implementing feedback mechanisms to assess user satisfaction. Doing so can help you pinpoint specific areas that may require improvement and make necessary enhancements.

  1. Reduction in booking conflicts and double bookings

Evaluate the considerable time and effort saved throughout the booking process. Monitor key metrics, including the average booking time, the occurrence of booking conflicts, and user feedback regarding the reservation process's simplicity. By analyzing these metrics, you can gauge the effectiveness of the meeting room booking system.

  1. Cost savings and return on investment

Assess the cost savings resulting from efficient resource allocation, reduced administrative burdens, and optimized room utilization. By comparing the expenses before and after implementing the software, you can determine the actual financial benefits derived from the system.

Trends Related To Meeting Room Booking Systems

The meeting room booking system landscape is continually evolving to meet the changing needs of organizations. Here are some trends to watch out for:

trends in meeting room booking systems

  1. Integration with smart building technology

Meeting room booking systems are now being seamlessly integrated with cutting-edge smart technologies, such as IoT sensors and occupancy tracking systems. This exciting development allows for the collection of real-time data on room occupancy, leading to improved resource management and more efficient utilization of meeting spaces.

  1. Mobile app and remote booking capabilities

With the prevalence of mobile devices in our daily lives, meeting room booking systems are recognizing the need for greater accessibility and convenience. As a result, many of these systems now provide mobile applications that allow users to access and book meeting rooms while moving.

  1. Virtual and hybrid meeting options

As remote work and hybrid meetings become increasingly prevalent, meeting room booking systems are evolving to cater to these new dynamics. They are now equipped with features that support virtual meetings, seamless video conferencing integrations, and effective management of hybrid meeting spaces. 

  1. AI-powered scheduling and predictive analytics

Thanks to AI capabilities, meeting room booking software has advanced beyond mere scheduling functions. This intelligent technology offers genuine suggestions for the most suitable spaces based on your needs, streamlines the booking confirmation process, and forecasts future requirements.

Conclusion

Meeting room booking systems and software play a crucial role for companies of all sizes. They help make the most of available resources, boost productivity, and elevate the overall meeting experience. Organizations can save costs and enhance their meeting room management strategies by carefully choosing and effectively implementing these systems. 

Exciting advancements like AI-driven scheduling and virtual meeting alternatives are on the rise, making meeting room booking software even more valuable in the years to come.

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Last Updated: August 20, 2024