How to Use a Meeting Room Booking Software?

Today’s work world necessitates dynamism and collaboration. The business world is no longer confined to single office buildings. Offices and employees are dispersed across time zones and geographies.

Asynchronous collaboration is typically conducted in hybrid meeting rooms using technology such as booking software, video conferencing, shared screens, and so on.

However, many businesses today do not make efficient use of meeting room spaces. Most businesses do not have room usage analytics.

Employers and employees are both dealing with issues such as:

  • Using a shared Google/Outlook calendar to display all meetings but with no system in place to manage disagreement
  • A central receptionist administers meeting room allocations in the absence of meeting room booking software. Because the person in charge regularly has to negotiate competing room reservation requests, this soon becomes a logistical headache.
  • Lack of clear policies governing who has access to which rooms and who does not.
  • People on the same floor frequently book meeting rooms on the same floor, which is a common occurrence of territory protection.
  • Uneven usage occurs when a specific room is rented back-to-back while others remain vacant.

Even though these problems cost money and resources, they also hurt the staff by lowering morale, making them angry, and making it hard for them to work together.

More important is the chance lost when organisations don’t make the most of their space and resources. Imagine that a team needs to talk about a product iteration on a video call with a partner in Norway who makes things.

The team can’t find a room with the right equipment to make the call. At the same time, a team that doesn’t need the same thing is using the only room with the needed resource.

With meeting room booking software in place, you can get a lot of benefits right away. Managing a collaborative workspace can be made easier in a number of ways by using meeting room booking software that is easy to use and interacts with the user.

The meeting room booking software would work like this:

The team lead can log the meeting room booking app on their mobile device, software. Or the touchscreen display in the conference room prior to the meeting. Then, users may look at the dynamic map to see which rooms are available on a specific date and time, and which ones can accommodate their meeting’s size and any special room they may need (such a video conferencing system).

Booking a meeting room, sending out invitations, and syncing everyone’s rooms via Google or Outlook is all within the purview of the team lead.

All invited meeting employees can check in to the meeting room at the appointed time. If the guest doesn’t check in within a certain amount of time, the room is made available to other guests.

After the meeting has concluded, facility managers might arrange for a deep cleaning or sanitization of the meeting space. After a while, the room is put back into the general pool of potential options.

Meeting room booking software streamlines the way of setting up employees. And sending out invites, handling cancellations, and ensuring that spaces are used effectively.

Here’s how to set up a software for booking meeting rooms at room.

1. List Out the Features Available

Does the meeting room booking software enable facility teams to tap into real-time, actionable datasheets?

With meeting room booking software, facility managers should have a clear picture of how conference rooms are managed and how office space is used. They should be able to get data in real time from the software. So, managers will know exactly which team is using which meeting room, which rooms are not being used, which ones are being cleaned, and which ones are ready to be used.

With modern, scalable meeting room booking software, the facilities team will have a lot of information about how space is used, how often it is cancelled, and how it is booked. In this way, facility managers can better understand and plan the office space.

Does the meeting room booking software help HR managers track employee movement and meeting room capacity?

Frequently, HR managers must understand how employees move about the office, as well as how many and how frequently they use various meeting rooms. The software for booking meeting rooms will offer managers with a clear picture of how many meeting rooms are required on-site and the seating capacity of each room.

Does the meeting room booking software minimize booking steps and costs?

Unproductive meetings cost roughly $1,800 in excess email communication on average. That is only one aspect. Employees also waste time and resources while looking for a meeting, booking it, inviting colleagues, and other activities. This clearly shows how misallocating office resources and employees’ time may result in significant costs.

HR managers can minimise unnecessary booking stages and save money by using meeting room booking software. The software will be completely automated. As a result, once a room is reserved, participants will be told about the location, time, health and safety requirements, and so on.

2. Plan Training Sessions and Schedule A Phased Rollout

Facilities leads can organise face-to-face/Zoom training sessions or send video tutorials and training materials via email for your employees to become familiar with the new meeting room booking software.

In-video or videoconferencing sessions

Through presentations or seminars, team leaders and facility managers can acquaint employees with the meeting room booking software. They must also respond to inquiries on deployment plans, software features, operational obstacles, and more. This can be accomplished via video call sessions or email correspondence.

Video tutorials

In modern hybrid work zones, video tutorials can assist employees who are not present for a shared session due to their location or time zone. Facility managers can pre-record brief video materials containing all pertinent information and distribute them to employees. Additionally, onboarding and training documents can be distributed to support the video content.


After employees are familiarised with the meeting room booking software. HR managers can communicate the rollout timeline to employees via email.

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