Meeting Room Booking Software

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SmartWay2 is a cloud-based facility management solution, which assists businesses with meeting room scheduling and workspace utilization. Key features include collaboration, automatic notifications, reservation management, data ex...Read more about Smartway2

4.57 (7 reviews)


Robin Powered is a cloud-based scheduling solution that caters to businesses across various industries such as real estate, consumer electronics, marketing, advertising, finance, information technology and more. Key features inclu...Read more about Robin

4.68 (47 reviews)


FlexO is a advanced hybrid workspace booking and management system to manage meeting rooms, huddle spaces, desks, parking areas, shared facilities, whiteboards, and other movable assets. Users can also request additional service...Read more about FlexO

4.80 (5 reviews)


ProSpace introduces a comprehensive workplace management suite that will help to successfully transition offices into a smart and thriving workspace environment. Offer both remote and in-house employees the flexibility to help the...Read more about ProSpace

5.00 (1 reviews)


Clearooms is a hot desk and meeting room management software. It is a user-friendly solution specifically made for SME companies looking to move to a hybrid workspace model but that do not want an over complicated system to suppor...Read more about Clearooms


Whatspot is a meeting room booking solution that allows staff members to handle reservations for shared resources. Small businesses and venues can utilize the platform to simplify bookings of meeting rooms, parking spots, and comp...Read more about Whatspot

4.74 (27 reviews)

Event Temple

Event Temple is a cloud-based event management solution designed to manage bookings and revenue for venues and hotels. The solution can be used by hotel chains, independent hotels, clubs, wedding venues and convention centers with...Read more about Event Temple

4.92 (62 reviews)


More than just desk booking: ​ Tribeloo provides the tools to manage your hybrid workplace and bring your employees back together. Book through the tools you already use​ - Book any space directly from Outlook or Google, so your ...Read more about Tribeloo

4.84 (38 reviews)


Tap in. Lights on. Coffee on. AC up. A lot goes into creating an environment for people to do their best work. Witco eliminates the friction that breaks up your flow, smoothing over every detail to enhance workplace productivity a...Read more about Witco

4.45 (11 reviews)

Space Connect

Space Connect is a cloud-based facilities management solution designed to help businesses manage and streamline meeting room scheduling, desk booking, visitor's reception and more. The meeting management platform allows users to r...Read more about Space Connect

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Smarten Spaces Hybrid Workplace Software

Smarten Spaces offers workplace safety and flexibility on one experience app to help businesses navigate the new Hybrid Workplace. Core functionality includes Desk & Meeting Room Management, AI-driven Workforce Rostering, Employee...Read more about Smarten Spaces Hybrid Workplace Software

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Priava is purpose-built for event management, conferencing, and performing arts venues. With an easy-to-use web interface, the software requires minimal training, yet the functionality provides for any degree of complexity involve...Read more about Priava

4.35 (17 reviews)


Teem is a cloud-based scheduling solution that helps small to medium-sized organizations create a streamlined workplace experience. Users can interact with people, places, and data using the mobile app, EventBoard room displays, L...Read more about Teem

4.59 (41 reviews)

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EZBook is a cloud-based facility and resource management solution designed to help businesses manage bookings as well as allocation and utilization of their physical assets, equipment, vehicles, rooms and facilities. The solution ...Read more about EZBook

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CalendarWiz is a calendar management software that helps businesses of all sizes schedule events, staff members and facilities. It enables team members to create events with details, such as start time, category, recurring schedul...Read more about CalendarWiz

4.80 (51 reviews)

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FM:Systems provides workplace management technology that enables Facility and Real Estate teams to identify, plan, and deliver the ideal workplace for every employee. Their web-based Integrated Workplace Management System (IWMS) p...Read more about FMS:Workplace

4.08 (72 reviews)

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Joan is a room scheduling and booking solution that helps businesses of all sizes find and reserve available meeting rooms and work desks according to individual requirements. The room grid functionality allows users to view multi...Read more about Joan

4.70 (40 reviews)

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TouchPoint is an automated cloud-based visitor management solution designed for hotels, hospitals, exhibitions, residential apartments and multi-tenancy buildings. Key features include appointment scheduling, check-ins and check-o...Read more about TouchPoint

4.67 (3 reviews)


Tripleseat is a web application specifically designed for hotels, restaurants, and special venues to help manage sales and events. These tools help users oversee the catering business planning process by allowing detailed tracking...Read more about Tripleseat

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OfficeSpace Software is a cloud-based platform that helps organizations allocate workspace. Users can manage day-to-day employee relocations and large-scale organizational moves. The software can be used across a variety of indust...Read more about OfficeSpace

4.91 (28 reviews)

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Buyers Guide

Last Updated: November 24, 2022

Meeting Room Software Buyers Guide

We might disagree on whether office meetings actually improve our productivity. But we all will agree that productivity declines when meeting room bookings are mismanaged. 

After all, it’s never pleasant to find another team in the meeting room when you get there. And it’s not just a cause of embarrassment for team managers but an unnecessary waste of everyone’s time as the team scrambles to find another room.

Unfortunately, this can be a recurring scenario if there is no centralized system to manage meeting room reservations. 

This buyers guide will help businesses understand the benefits of using a meeting room booking software system, how the tool works, its features, and the important considerations to have in mind while purchasing one.

Here’s what we’ll cover

  • What is meeting room booking software?
  • Common features of meeting room booking software
  • What type of buyer are you?
  • Benefits of meeting room booking software
  • Key considerations when selecting meeting room booking software
  • Market trends

What is meeting room booking software?

Meeting room booking software is a tool that allows users to schedule meeting events and accordingly reserve rooms using built-in calendars. It also allows users to set parameters such as the duration and recurrence of a meeting.

An important functionality of meeting room booking software is the option to check the availability of meeting rooms, which prevents double bookings.

The software typically integrates with various internal communications tools, making it easy for users to share meeting details with team members.

Skedda software
Booking a meeting room in Skedda (Source)

Common features of meeting room booking software

The right meeting room booking software features depend on the scale and size of your business. However, there are some common features that most meeting room software offer.



Meeting room bookings

Book meeting venue by checking the availability of rooms on a dashboard that supports a built-in calendar.

Meeting details editor

Customize the details of a meeting, such as location, duration, and recurrence, and provide notes such as meeting themes or agenda.

Meeting invites 

Send meeting invitations to team members and receive notifications when they accept the invite.


Access the meeting room software on different internal communications applications via plug-ins.

Room utilization report

View reports on built-in dashboards to get insights such as which meetings rooms are most frequently used and the ratio of meeting room bookings by different teams.

What type of buyer are you?

To make the best choice when selecting meeting room booking software, you need to understand the buyer category you fall into. Here are the two most common buyer groups for this software.

  • Small and midsize businesses: This group comprises businesses with up to 999 employees. These buyers are primarily concerned about the cost of a software system. What they want is a low-maintenance, easy-to-use tool that doesn’t take a long time to set up or learn and is available for a low monthly subscription fee.
  • Enterprises: These buyers have offices in multiple locations and a large workforce (1,000+ employees) that needs to book meeting rooms frequently. This makes effective communication between teams and individuals an important aspect and thus, integration capabilities with third-party internal communications systems is a sought-after functionality for these buyers.

Benefit of meeting room booking software

While some of the benefits of meeting room booking software may be clear from our discussion above, we've listed the most notable one in this section.

  • Save the productive time of employees: Meeting room software saves employee time in multiple ways. Firstly, employees can significantly speed up the process of booking rooms by accessing a centralized database of rooms and sending automated invites.

    Secondly, the tool eliminates double-booking errors, ensuring that employees don’t waste time wandering in search of unoccupied space.

Key considerations when selecting meeting room booking software

Before investing in a meeting room booking system, you need to look at some additional considerations.

  • Mobile apps: Empowered by mobile technology, the workforce today prefers mobility in all aspects, including making reservations for meetings on the go. This makes it important that the software offers mobile capabilities such as iOS and Android apps for tablets and smartphones.
  • Support costs: While most meeting room software vendors offer free technical support for a host of issues, there can be extra charges for premium services such as priority phone support. To ensure you’re not caught by any surprise, enquire with the vendor about all the different support options and their relevant charges.

Market trends

Here are some recent trends for meeting room booking software that you should be aware of:

  • Visitor management module: While internal meetings are common, frequent, and important to smooth functioning, external meetings, such as those with business partners and investors, can’t be overlooked.

    As a result, there is a rising demand for visitor management capabilities such as visitor databases, automated registrations, check-ins, and notifications when visitors arrive for the meeting.

  • Integration with digital signage solutions: This technology is becoming popular as an add-on to meeting room booking software. By integrating these two, you can display accurate and updated information about meeting schedules on digital signs placed outside meeting rooms.

Note: The application selected in this article is an example to show a feature in context and isn’t intended as an endorsement or a recommendation. It has been obtained from sources believed to be reliable at the time of publication.