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.

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List of 20 Best Meeting Room Booking System

Showing 1 - 20 of 44 products

Emergents | 2024

Workspace Bookings made Smart and Easy

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. Learn more about Whatspot

Contenders | 2024

Productivity and Collaboration Tools

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 sure to offer a range of affordable, user-friendly solutions that can make it simple for your team to collaborate. Read Shivaami Reviews

Contenders | 2024

Microsoft Outlook is a fully featured Email Collaboration Tool designed to serve Agencies, Enterprises. Microsoft Outlook provides end-to-end solutions designed for Windows. This online Email Collaboration System offers Email Archiving, Task Management, Collaboration, Mobile Access at one place. Read Microsoft Outlook Reviews

Most Reviewed

Emergents | 2024

Trusted by globally leading companies

Condeco is a global leader in office workplace solutions. Users would be able to reserve the desk they need through Microsoft Outlook, or the web with Condeco's workspace scheduling service. They can pick from a range of personal spaces. This online meeting room booking system optimizes capacity for the greatest office experience, promotes easy collaboration, and puts employees in charge of hybrid work. Learn more about Condeco

Contenders | 2024

A video conferencing and collaboration product package, Cisco Webex, is a 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 to features like virtual backgrounds and noise reduction. Read Cisco WebEx Reviews

Emergents | 2024

A highly rated platform for business

Teem is a cloud-based scheduling tool that aids small to medium-sized businesses streamline 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 people, locations, and data. Employees can look for rooms and desks to reserve rooms on-demand or in the future using the Teem mobile app. Learn more about Teem

Emergents | 2024

System by Robin Powered, Inc

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 may book meeting rooms, locate workstations, and move around the office. The tool provides intelligent notifications and location-based reminders. This enables users to manage their personal and professional calendars while on the go. Learn more about Robin Powered

Emergents | 2024

The smartest way to manage your space

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 to set pricing, booking terms and exceptions, space-sharing regulations, and more. Learn more about Skedda

Emergents | 2024

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 API integration. Site users can book conference rooms, shared desk space and manage other aspects of office real estate from a single location. Learn more about Roomzilla

Emergents | 2024

System by OfficeSpace Software

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, banks, telecommunications companies, and the real estate sector are just a few of the sectors that OfficeSpace Software serves. Learn more about OfficeSpace

Emergents | 2024

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 and spaces in a hybrid work environment while tracking their CO2 emissions. Learn more about YArooms

Emergents | 2024

Better client meetings

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 interface. Calendars, file transfers, personalized branding, screen sharing, and data encryption are some essential features. Learn more about Vectera

Emergents | 2024

An efficient solution for the workplace

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 or ending meetings, showing the seating capacity, tracking room utilization, and more. Learn more about Meetio Room

Emergents | 2024

All in one solution for any business

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 signage, from a single location to verify conference room qualities, location, and availability. Learn more about AgilQuest

Emergents | 2024

SpaceIQ is a 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 digital twin capabilities. Learn more about SpaceIQ

Emergents | 2024

Enjoy intelligent and highly customizable software

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 facilities while also obtaining data-driven insights to improve cooperation. Learn more about Pronestor

Emergents | 2024

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-serviced bookings, automatic task assignment, calendar connection, event and ticket generation, and more are some features. Learn more about Nexudus Spaces

Emergents | 2024

Roomify develops reservation solutions that make it simple for customers to make service bookings 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 want to offer stunning, customizable, and seamless integration with commerce and content management out-of-the-box solutions for reservations. Read Roomify Reviews

Emergents | 2024

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. This scalable software is widely used by personal trainers, teachers, beauticians, salon managers, healthcare practitioners, and others in more than 30 countries. Learn more about Reservio

Emergents | 2024

Envoy is the unique visitor management product in a modern era. It is easy to access for users and respond faster. It's main aim to gather all the user's personal details like mobile number, photos, and their sign and change their functionality by user's requirement. Learn more about Envoy

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:

Free Trial
Starting Price





Robin Powered


Yes $19/mo

Accruent EMS Software












1. Skedda


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.


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


  • 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.


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


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

2. Robin Powered


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.


  • 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


  • 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.


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


  •  The platform provides custom pricing.

3. Accruent EMS Software


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.


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


  • 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.


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


  •  The platform provides custom pricing.

4. WorkInSync


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.


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


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


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


  •  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.


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


  • 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.


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


  •  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.


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.

Last Updated: January 02, 2024