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How to implement a successful meeting room booking system?

How to implement a successful meeting room booking system?
Photo by Rebrand Cities: pexels.com

A successful meeting room booking system should be easy to manage and provide information in a clear and concise manner. One of the best ways to ensure that you have a successful booking system is to start small.

Your initial stage should be your private room, so make sure this step goes smoothly. Begin by adding a new meeting space and make sure it’s easy for users to book it once they know how to do so.

Next, add additional features, such as having the ability to filter groups based on preset criteria or read reviews from previous attendees willing to recommend their experience in the rooms. Don’t forget to create a way for users to send feedback.

After you have established consistency in the initial processes, it’s time to expand your room booking system to include more offices or meeting rooms.

Before doing so, make sure that all of your user interfaces are consistent with one another. In addition, create an easy-to-follow directory of all of the available rooms and ensure there is a way for users to sort and filter based on their specific needs.

Once you have this set up, add features that will help to streamline the process for users. Ensure that you provide clear instructions and links in the booking system so they can easily find information on how to book a room booking system.

Make sure all of your user interfaces are intuitive and user friendly so that your users have a smooth transition when moving between them.

The most important thing is to continue to make improvements and fine tune your systems to ensure it continues to provide a positive experience for your users.

An all-access calendar

Our calendar is private, by invitation only. Anyone can add a meeting space and rooms are not automatically added.

For those who would like to participate in our schedule and see the upcoming events, please request an invitation for the all-access calendar to join our community.

Feel free to ask any questions regarding our planning process. The all-access calendar is a private calendar for our members only. Anyone can add a meeting space and rooms are not automatically added.

If you are invited to the all-access calendar, you can join a space that is already created in the calendar or add a new meeting room in your account by clicking on “Add a space” and filling out the necessary details for the space.

The purpose of our booking system is to have control over who gets access and how many rooms we need within our campus community.

Real-time data

The booking system provides real-time data for all of the spaces that are being scheduled and syncs with Google Calendar. This allows everyone to have access to the same information, which eliminates confusion and double booking.

In addition, our automatic email notification system alerts us when someone has called a room and how many meetings are booked in their timeslot.

We also use this data to make sure our spaces are in demand and adjust the schedule accordingly on a weekly basis to meet our members’ needs.

Indoor maps

We provide a floor plan of the entire facility so users can familiarize themselves with our space. This also helps them to identify whether there are any places where they can setup for their meeting if they are having an office event or meeting at the location instead of the space itself.

After all, the benefits of a swift, easy-to-use, and effective room booking system are negated if, after booking a room, you realize you don’t have a place to set up your laptop or where to accommodate the number of attendees joining you.

Indoor positioning

A feature we implemented to be more eco-friendly and to minimize carbon footprints relying on our members to find their own way around the building.

We want them to feel at home and comfortable when they are here. So, we installed beacons in our meeting rooms that ping users’ phones with directions on how to get from their location to the meeting room.

This information is also synced with their Google Calendar and can be taken from the all-access calendar.


The best way to create a successful meeting space booking system is to launch it, grow and evolve with it, and make adjustments as you go forward.

In addition, since your needs will undoubtedly change over time, make sure you implement your system in a way that allows for expansion and growth.

If you are planning on expanding after gaining use of your initial space, consider using the same software to avoid unnecessary training.

Just make sure there is consistency between the interfaces and that it functions identically for all users.

Implement features that are intuitive, user friendly, and easy-to-use so that your users have a smooth transition when moving between interfaces.

Finally, once you have launched your system, be open to any feedback from users. Keep in mind that they are the ones who will help you to make adjustments to make it even better.

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