Top things to look for in a Meeting Room Booking solution

Meeting room booking solution

Summary of Contents

  • What is a meeting room booking solution
  • Why should you consider a meeting room booking solution
  • What are the features you should consider while choosing a meeting room booking solution
  • Is integration possible with a meeting room booking solution
  • Consider Neoffice Meeting Room as your preferred software solution partner

What is a meeting room booking solution ?

Traditionally, when one would wanted to book a meeting room, a mail is sent to the facilities team to reserve a room for a particular date, time and location. This person looks for availability in his booking sheet or an excel sheet and confirms the same. In case a room is available it’s a single transaction however if the room availability is a challenge then there would be a series of up-and-down mails for the same. This transaction is between the employee requesting a room and the facilities team member. Other employees who would also want to book a meeting room would be unaware of which rooms are available and which are not.

To solve the problem of managing this process better, creating a technology-driven interface was the answer. Automation is one of the great conveniences in the modern workplace. The ability to take a singular user input and process the desired effect with little-to-no human interaction saves time and helps everything run smoothly.

A meeting room booking solution provides the organisation with an interface wherein employees can book and reserve meeting rooms by looking at the various rooms available and completing their bookings and also inviting the co-participants for the meeting.

As offices across the world are shifting toward hybrid workplaces, where employees can divide their time between remote and in-office work. Rather than requiring employees to come into the office every day, companies can utilize meeting room booking systems to reserve office space when needed.

The tool works exactly how you think it might; when you need a meeting room, booking systems allow you to reserve the room at a specific time and invite others to attend.

Why should you consider a meeting room booking solution

A meeting room booking Solution can be the answer you’re searching for if you’re having trouble setting up meetings and scheduling resources in a timely and effective manner. By giving users a thorough overview of all available meeting rooms and attendees, meeting scheduling software accelerates the process of arranging meetings and allocating resources.

A meeting room booking solution can reduce administrative costs by automating the scheduling process and eliminating manual processes such as emailing back and forth with attendees to confirm meeting times. This can be especially helpful for large or geographically dispersed organizations, where it’s difficult for multiple people to get on the same page at the same time.

Meeting room booking solution can help you manage your space more efficiently by allowing employees to access information about their own calendars as well as those of other employees who may have overlapping schedules. It also provides them with information about how much time they need for meetings based on factors such as the number of attendees, location of the event and availability of equipment needed for each meeting type.

Meeting room booking solution gives you access to real-time data about how much time is spent in various rooms throughout your organization, which helps you make better decisions about where to allocate resources and improve productivity across departments or teams.

What are the features you should consider while choosing a meeting room booking solution

Choosing a meeting room booking solution is a challenge with a plethora of solutions available in the market. But some pointers would be taking  into account the following parameters while choosing a meeting room booking solution:

Ease of use

The success of any software depends on a large user base. It’s critical to choose meeting room booking software with a straightforward, simple-to-use interface that enables users to quickly and simply explore, search, and schedule available meeting rooms and guests in order to promote user adoption. Users will appreciate a system that makes the process of booking accommodations and resources simpler.

Access at any time and from any location

Don’t prevent personnel from scheduling meetings simply because they are absent from the office. Look for meeting scheduling software that can be used on mobile devices such as smartphones and tablets as well as the web.

Established clientele and strong support staff 

There are numerous start-ups in the meeting room booking software industry, and many of them will unavoidably fail. Avoid issues by buying meeting scheduling software from a reputable business with a track record, reliable clientele, and top-notch technical support. This will ensure that you receive the best possible service and that your business gets the most out of its investment. Meeting scheduling software gives you an easy way to schedule meetings for clients and ensure that everyone has enough time to attend. It also helps reduce the number of no-shows at appointments or meetings by sending reminders via email or text message.

Built-in reporting features 

To help you better monitor meeting room and resource consumption and cut costs, your meeting scheduling software should produce sophisticated, standardised reports in a variety of formats. It should also support third-party solutions.

Real-time synchronisation

Users of meeting room booking solution have access to up-to-date data thanks to a central database that is updated in real-time. This avoids scheduling issues and multiple bookings.


Choosing meeting room booking software that expands to numerous locations and handles bookings across different time zones is essential if your firm has resources and meeting rooms spread across several places. Users should be able to order catering and other services without leaving the system for managing meeting rooms. This should be possible while booking a room.

Is integration possible with a meeting room booking solution

Order-to-invoice completion for both internal and external service providers is made possible by a meeting room booking solution e that is integrated with your business’s ERP system. This will allow you to integrate data from your calendar into your systems and gain access to information about booking trends, availability and more.

Integrate other applications into the booking process so that users can book rooms directly from their desktop or mobile device. This will save time and allow them to quickly book a room without having to go through several steps in order to do so. Automatically generate reports based on booking data so that you can see how popular certain rooms are at different times of day, week or month and adjust accordingly.

Can we integrate the meeting room booking solution to our calendar

Booking your workspace through your Outlook/Google calendar is quite fast and easy.

You just need to open the add-in, search rooms, and select one from the list. Room details and features are listed and you can complete the booking on the calendar itself

Tools for customization

When it comes to options for scheduling meeting rooms, one size does not fit all. Look for meeting scheduling software that has built-in customization options so you can modify it to fit your company’s procedures. If you’re looking for a solution that will help you manage multiple conference rooms, then you’ll need to choose a program that has the capacity to handle multiple locations and calendars. You should also look for meeting scheduling software that has built-in customization options so you can modify it to fit your company’s procedures. For example, if you want to integrate the program with other software or systems, such as email and instant messaging, then make sure it’s possible with the product you choose.

Meeting room booking solution is ideal for businesses that need to schedule meetings at multiple locations across different time zones. The software has many features that make it easy to manage large numbers of clients on different schedules. You’ll be able to keep track of who has signed up for what meeting and what date/time they want, so there will be no confusion when it comes time for them to show up! Implementing meeting room booking software will assist your firm as a whole because meeting room management procedures have a direct impact on your entire performance and financial situation. So go ahead.

Neoffice Meeting Room Booking System has several benefits

It helps to enhance the productivity of your business by making sure that you have enough meeting space. The software is easy to use and allows you to book a room in minutes. It also offers the option of booking a room on a calendar basis and allows you to check availability at any time. You can also make changes or cancel bookings in case of emergency or a last-minute change of plans.

Neoffice is different from other meeting room booking systems because we know that the technology behind your meetings needs to be as seamless as possible. We’ve designed our booking system to connect seamlessly with popular calendar software like Google Calendar and Microsoft Outlook so that you can manage your schedule with ease. And because we’re cloud-based, there’s never any lag between what you see on your screen and what happens in real life—which means no more confusion and lost productivity!

Neoffice Hybrid Workplace Management Solution

Neoffice is built with a suite of workspace tools that help employees choose how and where they work while providing organizations with a platform to manage their hybrid workplace with ease and complete control.

The solution comes with 9 features on one single app – Team planner to manage a collaborative effort for a team, Seat Scheduling, Meeting room Booking, Hot DeskingCar park Slot BookingDigital cafeteria to pre-order your meals at work, Employee commute solutionSurvey forms. All Features are modular and the client can choose to subscribe to the relevant solution.

To know more about the solution, do drop a mail to [email protected] or a call us on our Helpline +91 80 4680 5757