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conference room systems

How do conference room reservation systems work?

8 June, 2021

Each day, key business decisions are being made in conference rooms around the country. In fact, experts estimate that companies hold no less than a day. With the number of meetings growing every year since 2000, companies are looking for a smarter and simpler way to schedule these all-important gatherings.

With the introduction of room reservation systems, however, scheduling a meeting venue and notifying participants can be accomplished in just a few taps or mouse clicks.

If you’re wondering how these tools work, here’s a quick overview:

Room reservation systems 101

The role of a room booking system is simple: to provide a centralized structured way of reserving meeting rooms in any organization. Because ever-changing meeting room booking information can be instantly viewed by everyone, people know exactly which rooms are free at which times of the day. Making the entire process seamless, error-free, and highly efficient.

It also shows the attributes of each room, such as maximum attendee capacity and available equipment. This removes any guesswork and prevents common issues such as double-booking a venue.

How a meeting room manager works depends largely on its platform, but most solutions fall into these categories:

  • App-based. The booking system can be accessed via any smartphone, so employees can set up meetings even if they are on the go.

  • Kiosk-based. This system often uses a tablet as a kiosk where people can book a meeting room.

  • Browser-based. Most solutions also let users perform the same tasks using a web browser.

A closer look

Now that you have a better understanding of what room reservation systems are, it’s time to discuss how they are used. While different suites have different features, the process often follows these steps:

  • The meeting room management solution is integrated into an office’s I.T. system. Accounts are made for employees and log-in details are provided. The solution may also be integrated into other platforms such as an Outlook mail client so users can set meetings straight from their inbox.

  • Employees who need to book a room will first log in using their credentials. They browse through the available rooms and time slots to see which venue best suits the meeting they plan to hold. Once they’ve confirmed their schedule, the room will be blocked off so that no one else can reserve it.

  • Check-in. Employees must check in upon entering the room to confirm their reservation. If they fail to do so within a given grace period, their booking will be relinquished, and the room will be marked as free on the system. This offers two benefits: firstly, meeting attendees become more mindful of meeting schedules; secondly, it gives others a chance to book the same room.

  • Check-out. Likewise, they have to check out of the room after concluding their meeting so other people can book it afterward. However, most systems provide a way to extend one’s reservation, provided the room has no subsequent bookings.

With the right meeting room reservation system, scheduling a meeting can be a hassle-free and seamless experience. Even better, options like Meetio provide an integrated suite where bookings made on an app or kiosk are displayed on TV monitors for all employees to see.

If you want to know more about Meetio and our solutions – don't hesitate to get in touch! Our experts are more than happy to help you.

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