Meeting Room Booking

Room Manager brings Meeting Room Booking to Microsoft 365. Users can see availability and book conference rooms from the Booking Form, a mobile App, and an interactive Floorplan.

Room Manager is a meeting room and desk booking solution that allows you to manage rooms and resources and book a room anywhere, even in a different site, location, or 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 more accessible. Room Manager includes categories for any resource you want to manage, like cars, equipment, catering, workspaces, parking, and visitors. In addition, you can invite attendees or send Outlook Meeting requests to the attendees. Your Administrators can easily configure Approval Workflows to send the request to an approver 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 by the clients
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

Analytics Reports for Meeting room and space utilization

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 particular 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, and that meetings and events are distributed across your rooms. Hence, no space is over/underused, etc. The second is to minimize no-shows so that area that could be used isn’t left empty. And then facility utilization reporting lets you document room utilization.

Workspace Management / Desk Booking

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

Read more about Hoteling and Hot Desk Booking.

Workspace / Hoteling management and its present high demand.

Enterprise Keywords / Room Keywords / Room Properties / Amenities

Add enterprise keywords to items like rooms, catering, equipment, etc., on a SharePoint site so they can use them for tagging and developing a folksonomy. Enterprise keywords are an excellent 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 them with others. In addition, 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 title “4 seats”. this way you help your users, to discover and find the right content, making the resource booking experience much more accessible.

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.

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, it’s time to bring in the Room Manager Catering Module. At ACAR, we think people should focus on what they do best. Catering specialists should focus on providing delicious food. At the same time, we focus on giving you the best-all-in-one-resource management solution with built-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 communicate with each other easily. Authorized employees can place an order, update it or cancel it. Likewise, the cafeteria operator has access to the Room Manager. They can track orders, adapt menus, or generate a distribution planning guide.

One-stop solution

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 on its own or while booking meeting rooms, services, or other resources, making the entire meeting planning process seamless. Room Manager simplifies car parking management while saving you and your company time and money using keywords for each parking space. For example, you need a Parking Space for a visitor who is disabled for a sample or comes with an SUV and needs extra space. No Problem, Room Manager can handle all this and simplify it while making your event 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 optional Google Map Directions Help with the reserved Parking Space directions in the email sent to your visitors. (optional feature)

Fast and reliable

Your employees can also use the mobile Power App for any other kind of resource booking. Catering, Equipment, Desks, and Rooms for samples can be booked from the Mobile App on your phone. Barcode reader functionality can scan a desk to book it on the fly—more about Desk Management.

See how Room Manager can help you

Request a Demo

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

Solution for Car and vehicle booking SharePoint

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

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 and 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 event’s location. A nicely formatted email and the parking space reserved are sent. They will find you quickly and appreciate the directions you gave.

Reduce Reception Workload

A receptionist’s work is never done – so here’s a way to remove the burden of manually issuing name badges 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. Then, printing personal name badges/passes is done with a mouse click.

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.

Manage your visitor checkin and checkout

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 through the Office 365 Admin Center
Users can add and remove the Office Add-In themself directly in Outlook
Pricing by the number of users and employees