Meeting Room Booking

Room Manager is a meeting room booking software solution that makes it easy for you to manage rooms and resources and to book a room anywhere, even if it is in a different site, Location or even time zone. Room Manager effectively does away with the possibility of double-booked rooms thanks to its efficient and advanced booking engine which checks for a given date and time if the resource like a meeting room is free. With access by permission, your workforce can easily see what is available, where and when and book single or multiple rooms on the fly. Room Booking was never made easier. Room Manager as well includes categories for any kind of resource you want to manage like cars, equipment, catering, workspaces, parking, and visitors. You can invite attendees or send Outlook Meeting requests to the attendees. Approval Workflows can be easily configured to send the request to an approvers or manager.

  • Room Manager is built for SharePoint and Office 365. All you need is an Office 365 subscription from Microsoft.
  • Room Manager has the following additional features which can be purchased separately
  • Room Manager Outlook Add for Outlook Desktop and Outlook for the Web (Outlook Calendar on O365)
  • Room Manager PowerApp
  • Room Manager Conference Room Displays
  • Room Manager Visitor Registration App
  • Room Manager Rooms App

Meeting Room Utilization

“Room utilization”, which is also referred to as “space utilization,” “facility utilization,” or more generically as “resource utilization,” is a measure of operational effectiveness that figures prominently in several industries, but is of special significance in:

Some practices play a role in room utilization. The first is optimizing room utilization – ensuring that meetings are taking place in rooms of the appropriate size, that meetings and events are distributed across your rooms so no space is over/underused, etc. The second is to minimize no-shows so that space that could be used isn’t left empty. And then facility utilization reporting lets you document room utilization.

Workspace Sharing

For companies striving to cut costs by optimizing the use of their existing assets, tracking workspace utilization is critical. Workspace Management (hoteling) helps your team to plan and book your shared workspace resources. “Alternative workspace (or workplace) management” refers to the process of ensuring that your mobile workers can quickly and efficiently reserve a workspace when they are in the office. These spaces can include cubicles, shared offices, conference rooms, “touchdown” areas, etc.

Workspace Sharing

Enterprise Keywords / Room Keywords / Room Properties / Amenties

Add enterprise keywords to items likes rooms, catering, equipment, etc. on a SharePoint site so that they can use the keywords for tagging and to develop a folksonomy. Enterprise keywords are a good way to categorize and tag any items and resources. To make it easy for users to find the right resource by filtering with the keywords.

Sample of a room keyword

Room name: Appolo Room

Site: New York

Location: 5th avenue

Room keywords: 4-seats, Glas View, 1st floor, with catering, AV, Flipchart, VIP Room, Zoom Room, Accessibility,  

As a Room Manager Administrator, you can now tag any content. with Room Manager we have rooms, cars, equipment, parking places, workspaces, etc. which are the content, we call them categories, so you can easily remember, classify, or share it with others. You can tag on the Room Manager SharePoint site your rooms for a sample when you apply a tag, your users can filter by this tag later, and filter down the search results for a specific room, which has for sample the tag “4 seats”. this way you help your users, to discover and find the right content, making the resource booking experience much easier.

Content Approval

Content Approval can be easily activated. Reservation requests can be sent to managers who can approve the request. The reservation request will be then shown in the calendar as “pending”. Content Approval is available as well for single rooms, or for single categories like catering for a sample. An email is automatically sent to the approver(s) which can be defined in the admin settings.

Content Approval

Equipment Booking

Room Manager’s equipment booking enables users to order any kind of equipment as audiovisual equipment at the time of booking a meeting room. These days, most meeting facilities are fitted with basic audiovisual equipment as standard. However, there are always occasions when an extra flip chart, or overhead projector, may be useful. Room Manager enables the user to order equipment at the time of booking the room, or separately at a later date.

Catering Booking

Lots of catering orders? Too much paper? Not enough time?

Does this sound familiar to you or your catering team? If yes then it’s time to bring in the Room Manager Catering Module. Here at ACAR, we think people should focus on what they do best. Catering specialists should focus on providing delicious food. While we focus on giving you the best-all-in-one-resource management solution with build-in catering ordering.

How our customers make it work as simple as possible, Catering Management made so easy for you!

The Room Manager Catering Management module allows your company and the cafeteria team to easily communicate with each other. Authorized employees can place an order, update it or cancel it. The cafeteria operator has access to the Room Manager. They can use this to track all orders, adapt menus or generate a distribution planning guide. ​


Parking Space Booking

PoweApps Room Manager Phone

Driving around and searching for a parking space is one thing, but when it comes to business, the more time you or your visitors spend looking for a place to park is time (and stress) most of the time.

Our parking space management system allows you to book a parking space for yourself or your visitors quickly and easily. You can search for and reserve the space you need either on its own or while you’re booking meeting rooms, services, or other resources, making the entire meeting planning process nearly seamless. Room Manager simplifies car parking management while saving you and your company time and money by using keywords for each parking space. You need a Parking Space for a visitor who is handicapped for a sample or comes with an SUV and needs extra space. No Problem, Room Manager can handle all this and simplifies it while making your event as easy as simple as possible.

Even if you or your visitors aren’t familiar with the facility, with Room Manager you can easily see where the parking space you reserved is located at the facility, and send a Google Map Directions Help with the reserved Parking Space directions in the email sent to your visitors.

Car & Vehicle Management

As a room, a car is a category, a resource that can be used with the ROOM MANAGER  solution. Booking Form can be customized with your custom fields.

With the car manager solution, you manage all your cars in different locations to eliminate conflicts and double bookings.

With the CAR MANAGER, Add-In extended to enable users to make cars and vehicles booking easy cross sites and locations. Search for an available car by given date and time- Filter down the search results by car keywords, like 4-seats, AC, color, and other amenities.

Keywords can be used like VIP, ECONOMY, AC, BUSINESS, FAMILY, 4 SEATS, AIRBAG, etc. to tag your cars or the entire fleet. This helps later to narrow down and filter your search to find the right car.

Search and filter by custom Tags like Status, Capacity, Color, Availability, etc.
Generate Reports: Capacity, Status, Availability, Usage, and many more. Export to Excel, Connect Car Manager Calendar with Outlook. Billing and Invoicing (optional)

  • Booking Form can be customized with your custom fields
  • Content Approval, Reject, Pending and Approved status for Car requests made by users
  • Support for Custom Workflows (SharePoint Designer) and MS Flows & PowerApps
  • Car Manager periodically runs on the usage and destination of vehicles
  • Mileage traveled each month and annually by vehicle
  • Utilization – with many report functions build in
  • Mileages traveled by each project, the formula applied to calculate cost generated in format can be added by custom formula easily Usage by department
  • Usage by car
  • Usage by driver
  • Check-In / Check-Out with fault indication
  • Check-In / Check-Out without fault indication
  • Update Milage when checking in the car by the user
  • Send Email reminders when the car is not checked In by users
  • Block Cars
  • Buffer Time
  • Booking of cars allowed only for certain users or groups
  • Define rules when for how long certain cars can be booked
  • (Short-term vehicles: bookable for 24 hours max)
  • (Short-term vehicles: bookable only 1 week in advance)
  • Service Interval Alerts and Warnings can be configured and set up for each car
  • Further Customization can be added easily with custom lists and Custom workflows
  • Department (defaults to department based on Name of driver selected)
  • many more

Conference Room Displays

Works with the display devices you want to use. The monitor outside the room shows real-time information on ongoing meetings to
avoid interruptions.

  • Room status is automatically updated. Meeting Room Displays
  • Customizable with Logo
  • Customizable with Branding
  • Build with MS PowerApps
  • Build for IOS and Android and Windows Phones
  • Search for free rooms and book
  • Invite attendees
  • Conference Room Displays
  • Put Your Room Scheduling into Pocket
  • Extend the solution with Power App and MS Flow

Read More

Visitor Management with Visitor Registration PowerApps

ROOM MANAGER Visitor Management Module is a tried and trusted yet innovative solution to visitor management. You get a complete overview of all your visitors, automated notification when they arrive, and they can be out-registered either by the receptionist or the visitor. In Office 365 you can easily invite them to the location to the event. A nicely formatted email with Google directions and the parking space reserved is sent. They will find you easily and appreciate the directions you gave.

Reduce Reception Workload

A receptionist’s work is never done – so here’s a way you can remove the burden of issuing name badges manually and asking visitors to sign in, in a duplicate logbook. With ROOM MANAGER Visitor Management your receptionists can view every visitor, when they’re due to arrive and who they’re coming to see. Printing personal name badges/passes is done with a click of the mouse.

Who will benefit from ROOM MANAGER Visitor Management?
Does your organization ever receive visitors? Of course, it does. So, instantly, ROOM MANAGER Visitor Management is a solution for you. And if you have multiple entry points and several sites, you’ll see the value of Visitor Management immediately.

Outlook Add-In

Room Manager Outlook Add In

Quickly and easily schedule conference rooms, temporary offices, equipment, services, people and resources in Microsoft Outlook 2013, Outlook 2016 and Outlook for Office 365 with Room Manager’s unmatched Microsoft Outlook integration.

Microsoft Outlook is great for  scheduling people, but not so great for scheduling rooms, av equipment, caterers and  others. With our Microsoft Outlook Scheduling Software Add-In, scheduling rooms, equipment  and office resources has never been easier.

NEW Microsoft Office Add-in technology

  • Support for Outlook Desktop Version
  • Support for Outlook Pro Plus
  • Support for Outlook Calendar Office 365
  • Centralized Deployment of the Add In trough Office 365 Admin Center
  • User can add and remove the Office Add In themself directly in Outlook
  • Pricing by the number of user

See how Room Manager can help you

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