Blog Article

Best Meeting Room Booking Software for Offices in 2023


Snigdha
By Snigdha | Last Updated on February 5th, 2024 11:54 am

Effective communication and collaboration are key to the success of any modern business. One essential aspect of this is scheduling and managing meetings. To streamline this process, organizations are turning to meeting room booking software.

In this blog, we'll list the best meeting room booking software available, discussing their features, advantages, disadvantages, and pricing to help you choose the one that works best for you. But before we dive into the specifics, let's start with the basics.

What is a Meeting Room Booking System?

A meeting room booking system, also known as room scheduling software, is a digital solution designed to simplify and optimize the process of reserving and managing meeting spaces within an organization. These systems enable users to schedule, view, and manage meetings and their corresponding resources, such as meeting rooms, equipment, and catering services. The primary goal of these systems is to enhance workplace efficiency, reduce scheduling conflicts, and improve overall productivity. The best room scheduling software offers a centralized platform where employees can easily check the availability of meeting spaces, book rooms, and coordinate with colleagues. It ensures that meetings start on time and that there are no double bookings, making it a valuable asset for any organization.

Benefits of Using Meeting Room Booking Software

Before we explore the top meeting room booking systems, let's take a closer look at the benefits of incorporating such software into your organization:

  1. Enhanced Productivity and Efficiency
  2. Meeting room booking software streamlines the process of reserving meeting spaces, eliminating scheduling conflicts and double bookings. This results in fewer disruptions and more productive meetings.

  3. Real-time Availability
  4. Users can instantly check the availability of meeting rooms, making it easy to find and book suitable spaces on short notice. This feature ensures that rooms are always optimally utilized.

  5. Cost Savings
  6. Optimizing room usage leads to reduced operational costs, as it allows organizations to make better use of their existing resources. This can also lead to downsizing or repurposing underutilized spaces.

  7. Accessibility
  8. Most meeting room booking software is accessible through web and mobile applications, ensuring that users can check and book rooms from anywhere. This is especially valuable for remote or mobile workers.

  9. Resource Management
  10. In addition to booking meeting rooms, many systems also enable the management of associated resources like projectors, video conferencing equipment, and catering services.

  11. Analytics and Reporting
  12. Meeting room booking systems often provide data and reporting tools to help organizations gain insights into room utilization, meeting attendance, and other valuable metrics.

Best Meeting Room Booking Software

Now, let's delve into the top meeting room booking software solutions on the market.
  1. CalendarHero
  2. CalendarHero is a comprehensive meeting room booking software designed to simplify the scheduling and management of meetings and resources. It offers features like room availability tracking, easy reservations, and integration with popular calendar applications.

    Pros
    • Seamless integration with popular calendars like Google Calendar and Outlook.
    • Intelligent room booking suggestions based on availability and user preferences.
    • Real-time room occupancy data, enabling users to find and book available spaces easily.
    Cons
    • Limited customization options for branding and interface.
    • May require some time for users to become familiar with the system.
    PricingCalendarHero offers a free plan with limited features, while their paid plans start at $10 per user per month.
  3. Robin
  4. Robin is a workplace management platform that offers meeting room booking functionality as one of its core features. It provides real-time space utilization data, room scheduling, and integration with office hardware.

    Pros
    • Detailed analytics and insights into space usage.
    • Integration with a variety of office hardware, such as room displays and desk sensors.
    • Intuitive interface with easy navigation for users.
    Cons
    • Pricing can be on the higher side for small businesses.
    • Advanced features may require additional add-ons, increasing the overall cost.
    PricingRobin offers custom pricing based on the specific needs and size of the organization.
  5. Tactic
  6. Tactic is a user-friendly meeting room booking system that focuses on simplicity and efficiency. It offers features like room reservation, availability tracking, and calendar integration.

    Pros
    • Easy-to-use interface that requires minimal training.
    • Integration with popular calendars and email platforms.
    • Real-time room availability and occupancy data.
    Cons
    • Limited advanced features compared to some competitors.
    • May not be suitable for large enterprises with complex scheduling needs.
    Pricing Tactic offers a free plan with basic features and a paid plan starting at $5 per user per month.
  7. Joan
  8. Joan is a smart meeting room booking system known for its room scheduling displays and touchless booking capabilities. It provides real-time room availability information and integrates with various calendar platforms.

    Pros
    • Touchless booking using smartphones or QR codes.
    • Energy-efficient room displays with e-paper technology.
    • Real-time occupancy data to prevent overbooking.
    Cons
    • Room displays require initial hardware investment.
    • Limited customization options for room displays.
    PricingJoan offers custom pricing based on the organization's needs, including hardware and software components.
  9. WorkInSync
  10. WorkInSync is a comprehensive workplace management platform that includes meeting room booking as a feature. It offers features like room scheduling, visitor management, and desk booking.

    Pros
    • All-in-one solution for managing various aspects of the workplace.
    • Integration with access control systems for secure room bookings.
    • Customizable interface and branding options.
    Cons
    • May have a steeper learning curve due to its extensive feature set.
    • Pricing can be higher for organizations that don't require all the features.
    PricingWorkInSync offers custom pricing based on the organization's requirements and the features selected.
  11. Skedda
  12. Skedda is a flexible meeting room booking system that can be adapted to various industries and organizations. It offers room scheduling, booking rules, and customizable booking forms.

    Pros
    • Highly customizable to suit the specific needs of different organizations.
    • Booking rules and restrictions to prevent overuse or misuse of meeting spaces.
    • Skedda software integration with popular calendars and applications.
    Cons
    • Limited advanced features compared to some competitors.
    • Customization may require technical expertise.
    PricingSkedda offers a free plan with basic features and paid plans starting at $5 per month.
  13. Condeco
  14. Condeco is a workplace management solution that includes meeting room booking functionality. It offers features like room scheduling, desk booking, and visitor management.

    Pros
    • All-in-one platform for managing various workplace resources.
    • Integration with access control systems and room displays.
    • Detailed analytics for space utilization and optimization.
    Cons
    • Pricing can be on the higher side for small to medium-sized businesses.
    • Some features may require additional add-ons, increasing the cost.
    PricingCondeco offers custom pricing based on the organization's requirements and the selected features.
  15. ServiceNow Workplace Service Delivery
  16. ServiceNow Workplace Service Delivery is part of the larger ServiceNow platform and includes meeting room booking as one of its features. It offers room scheduling, visitor management, and service request management.

    ProsCons
    • May have a steeper learning curve due to the extensive features of the ServiceNow platform.
    • Pricing can be high, especially for small and medium-sized businesses.
    PricingServiceNow offers custom pricing based on the organization's requirements and the selected features.
  17. Envoy Workplace
  18. Envoy Workplace is a comprehensive workplace management platform that includes meeting room booking and visitor management. It offers features like room scheduling, visitor registration, and desk booking.

    Pros
    • Easy-to-use interface for both employees and visitors.
    • Integration with room displays and access control systems.
    • Real-time occupancy and visitor tracking.
    Cons
    • Pricing can be on the higher side for small and medium-sized businesses.
    • Some features may require additional add-ons.
    PricingEnvoy Workplace offers custom pricing based on the organization's requirements and the selected features.
  19. OfficeSpace Software
  20. OfficeSpace Software is a workplace management solution with meeting room booking as one of its features. It offers room scheduling, desk booking, and move management.

    Pros
    • User-friendly interface with drag-and-drop scheduling.
    • Integration with desk and space management, including move management.
    • Detailed reporting and analytics.
    Cons
    • May not offer as many advanced features as some competitors.
    • Pricing can be on the higher side for small businesses.
    PricingOfficeSpace Software offers custom pricing based on the organization's requirements and the selected features.
  21. Eden
  22. Eden is a workplace management platform that includes meeting room booking, visitor management, and maintenance requests. It offers features like room scheduling, visitor registration, and vendor management.

    Pros
    • All-in-one solution for workplace and facility management.
    • Integration with service providers for maintenance and vendor management.
    • Real-time room availability and visitor tracking.
    Cons
    • Pricing can be on the higher side for small businesses.
    • Some features may require additional add-ons.
    PricingEden offers custom pricing based on the organization's requirements and the selected features.

ConclusionWith the overview of these meeting room booking systems, you can now make a more informed decision about which one best suits your organization's needs. Be sure to consider factors such as your organization's size, budget, specific requirements, and integration capabilities when making your choice. Each of these systems offers unique features and benefits, so you can select the one that aligns with your business goals. In conclusion, meeting room booking software plays a crucial role in optimizing workplace efficiency, streamlining the scheduling process, and ensuring that meetings are productive. By choosing the right meeting room booking system for your organization, you can benefit from enhanced productivity, cost savings, and better resource management. Remember, the best meeting room booking system is the one that aligns with your specific needs and goals. Make your selection wisely, and watch as your organization's meetings and workplace management become more efficient and productive than ever. No matter which software you choose finally, you can always look into automation and other app integration options to further expand their features and functionality.

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Snigdha

Content Head at Appy Pie