How can I book a meeting room with a room system?
There are multiple options for booking a meeting room to suit various preferences and needs. First and foremost, ensure you have a room booking system that is synchronized and seamlessly integrated into your business environment. You can reserve a meeting room directly from your calendar app, such as Microsoft Outlook, Microsoft Teams, or Google Workspace, whether from a desktop or mobile device. For those who prefer spontaneous booking, rooms can also be reserved on the spot using a digital room display mounted outside each meeting space. Additionally, if your office has a digital wayfinding display installed, it’s also possible to make bookings from there.
Steps to book a meeting room
Please keep in mind that the settings of your room booking system may vary depending on the workflow established during the design and installation process at your office. We offer training and consultations for all employees or specifically for those responsible for managing room bookings in your company.
1. Access the room booking system
As mentioned above, you can access it from different devices. Open the room booking application or portal on your device. This could be a web application, mobile app, or integrated system within platforms like Microsoft Outlook and Teams and Outlook, or Google Workspace.
2. Check availability
Use the interactive map or calendar view to see available meeting rooms. The system will display real-time availability to prevent double bookings.
3. Select your room
Choose a meeting room based on your requirements, such as capacity, available audio visual equipment, and location. You can also filter by room type (e.g., boardroom, huddle room).
4. Choose time and date
Specify the date and time for your meeting. If you have a repeating meeting, the system allows you to set recurring bookings if needed.
5. Add additional services (if applicable)
You can also request additional services like catering or technical support during the booking process.
6. Confirm your booking
Review all details of your booking, such as date, time, room, and any additional services, then confirm your reservation. You may receive a confirmation email or notification.
7. Check in
Room booking system may request you to check in at the meeting room using a touch screen or mobile app to confirm that you are using the space. We can implement this functionality if needed. In case you fail to check in within a specified time, the room may be released for others to use.
8. Manage your booking
If plans change, you can typically modify or cancel your booking through the room booking. Look for options to reschedule or cancel within your booking history.
We often recommend combining a meeting room booking system with other audiovisual solutions, such as workplace booking systems, wayfinding, digital reception, smart office functions and digital signage, depending on your business needs.
Related questions to room booking system
Check out our FAQ’s page on the topic of room booking >
What is a room booking system?
A room booking system is a digital solution combining hardware and software to manage meeting room workspaces. It streamlines room reservations, reduces scheduling conflicts, and optimizes space use. A meeting room booking system is widely used in offices, hotels, conference centers, schools, healthcare…
How does a meeting room booking system prevent double bookings?
Plan a meeting with your team or client, book a meeting room, and double-check the settings. Despite all your preparation, you might still find the room occupied by another team when it’s time to start. How often has this happened to you…
Can I book a meeting room in Outlook?
You can book a meeting room directly in your personal Outlook calendar. Moreover, the room booking system allows you to search and filter meeting spaces by specific criteria, such as room size, available conference equipment, or built-in services. When you book a meeting room in Outlook calendar on desktop or …
How can I book a meeting room in Microsoft Teams ?
Each of these room booking systems offers integration with Microsoft Teams, allowing users to book meeting rooms directly within the Teams environment. Here’s how you can book meeting rooms in Microsoft Teams for each system …
How can I check which meeting rooms are occupied or available?
Some meeting room systems have their own sensors to detect motion inside the room and indicate whether it is occupied or not. Occasionally, a room might show as booked in the system, but no one actually shows up for the meeting. Thanks to the sensors …
How do room sensores work in a conference room ?
There are multiple ways to check whether a meeting room is occupied or available. While the process may vary depending on the room booking system in use, the principle remains the same …
Our dedicated specialists are here to assist you in making the right decisions. Whether you have questions about products, services, or specific situations, we are here to guide and advise you. Feel free to contact us for a consultation without any obligation. We look forward to assisting you.
