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.

Best Practices for Implementing Desk and Room Booking in 2023

Advantages of implementing desk and room booking solutions

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.

Power Platform Integration

Power Platform Integration: Room Manager seamlessly integrates with Microsoft’s Power Platform, allowing you to harness the power of PowerApps, Power Automate, and Power BI to enhance your workspace management experience further. With PowerApps, you can create custom apps tailored to your organization’s needs, while Power Automate enables you to automate repetitive tasks and streamline workflows. Power BI offers data visualization and analytics to make informed decisions based on your workspace data. By leveraging the Power Platform, Room Manager provides a flexible and adaptable solution to optimize your office space management. Learn more about our Power Platform integration here.

Catering, Equipment and Parking Booking Room Manager

Catering and Equipment Booking

In addition to room and desk reservations, Room Manager offers a comprehensive solution for managing catering and equipment needs for your meetings and events. With our platform, you can easily book catering services and reserve essential equipment, such as projectors, video conferencing systems, and whiteboards, all within the same booking process. Our system ensures that your resources are available when and where you need them, streamlining the organization of your events and enhancing overall efficiency. Discover more about our catering and equipment booking features by exploring our Room Manager platform and features page.

Transform Your Office Space with Room Manager’s Microsoft 365 and AI-Based Cloud Technology

As businesses adapt to the ever-evolving work landscape, optimizing office space and streamlining resource management have become more crucial. Room Manager, a leading provider of desk and room booking solutions, harnesses the power of Microsoft 365 and AI-based cloud technology to revolutionize how organizations manage their workspace. Here’s how Room Manager can transform your office space:

🌐 Seamless Integration with Microsoft 365: Room Manager’s platform integrates flawlessly with Microsoft 365, allowing your team to book desks, meeting rooms, and other resources directly from familiar tools like Outlook, Teams, and SharePoint. This seamless integration streamlines the booking process and minimizes the need for additional training.

📊 AI-Driven Insights for Space Optimization: Room Manager’s AI-powered analytics help you make data-driven decisions to optimize office space usage. By analyzing booking data, AI can identify patterns in employee behavior, peak usage times, and underutilized spaces, enabling you to create a more efficient office layout.

🤖 Enhanced User Experience with AI Assistance: AI chatbots and natural language processing (NLP) capabilities within Room Manager make booking resources even easier for your team. Users can reserve spaces through voice commands or text-based queries, simplifying the booking process and improving the overall user experience.

🔧 Predictive Maintenance and Resource Management: Room Manager’s AI technology can analyze data from IoT sensors and connected devices to predict equipment failures and identify potential maintenance issues. Proactively addressing these concerns helps reduce downtime and ensures that resources are always available for your employees.

🤝 Facilitating Collaboration: Room Manager’s AI can identify optimal meeting times and room configurations based on participants’ preferences and availability, improving collaboration among your team members. Additionally, AI can recommend appropriate resources for specific meeting types, ensuring the right tools are in place for every situation.

By leveraging the power of Microsoft 365 and AI-based cloud technology, Room Manager can help you create an intelligent and efficient workspace. Say goodbye to double bookings, underutilized spaces, and resource management headaches. Embrace the future of workspace management with Room Manager!

For more information, visit roommanager.com or their blog for insights on desk and room booking solutions. #RoomManager #Microsoft365 #AI #WorkspaceManagement

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 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 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

Car and Vehicle Booking: Room Manager extends its powerful booking capabilities to include car and vehicle reservations, providing a unified platform for managing all your organizational resources. With our Car and Vehicle Management solution, you can easily schedule the use of company vehicles for business trips, employee transportation, or any other needs. In addition, our system ensures efficient allocation of your fleet, preventing double bookings and providing clear visibility of vehicle availability. By integrating car and vehicle booking into the Room Manager platform, we offer your organization a comprehensive resource management solution. Learn more about our Car and Vehicle Management feature here.

Car and vehicle booking solution app for Power PLatform and Microsoft 365

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.

Room Manager Visitor Registration Power Apps

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