29 Best Room Scheduling Software for Meeting Rooms in Your Office

Any modern office needs to have a system for booking meeting rooms, which is why so many companies have developed room scheduling software. With numerous options out there, it might seem daunting trying to figure out the best room scheduling software for you.

1. 1. What is a Room Scheduling System?
2. 2. Overview of the 29 Best Room Scheduling Software
3. 3. Selection Criteria for Picking a Room Scheduling Software
4. 4. Best Room Scheduling Software 2023
   1. 4.1 Skedda
   2. 4.2 Office RnD
   3. 4.3 Robin
   4. 4.4 Teem
   5. 4.5 iOffice
   6. 4.6 AskCody
   7. 4.7 YAROOMS
   8. 4.8 Joan
   9. 4.9 Tribeloo
   10. 4.10 MYBOS
   11. 4.11 Nexudus
   12. 4.12 Planon Universe
   13. 4.13 The WorxHub
   14. 4.14 TOPdesk
   15. 4.15 Clearooms
   16. 4.16 IBM TRIRIGA
   17. 4.17 OnBoard
   18. 4.18 CAFM Explorer
   19. 4.19 CalendarWiz
   20. 4.20 FMS:Workplace
   21. 4.21 ProSpace
   22. 4.22 OfficeSpace
   23. 4.23 Domitos
   24. 4.24 EMS
   25. 4.25 UMA Vision
   26. 2.26 P.O.C Systems
   27. 2.27 Roomzilla
   28. 2.28 FAMA
   29. 2.29 Appspace
5. 5. FAQs

1. What is a Room Scheduling System?

A room scheduling system allows offices to keep track of meeting room availability. Rather than staff wasting time trying to secure rooms early, a piece of software can update in real time whether a space is free, as well as detailing what equipment is available, such as a projector or a conference phone.

These systems can be integrated into wider integrated workplace management solutions or more general software suites.

Whether you’re looking for a free meeting room booking system or a more sophisticated solution to integrate with your existing smart office features, there are a lot of contenders to consider.

2. Overview of the 29 Best Room Scheduling Software

3. Selection Criteria for Picking a Room Scheduling Software

• User-Friendliness

The system should be easy to use, with a user-friendly interface that enables employees to book and manage rooms quickly and efficiently.

• Real-time Occupancy Tracking

The system should have real-time occupancy tracking, allowing you to see which rooms are occupied and when they are available.

• Flexible Scheduling

The system should offer flexible scheduling options, including the ability to reserve rooms in advance, as well as recurring and one-time bookings.

• Integration with Other Tools

The system should integrate with other tools you use, such as calendars, email, and project management software.

• Advanced Reporting and Analytics

The system should offer advanced reporting and analytics, enabling you to track usage and occupancy trends and make informed decisions about space utilization.

4. Best Room Scheduling Software 

4.1 Skedda : Room Scheduling Software for Unrivalled Usability

Skedda is a venue management system that works not just for meeting rooms, but professional studios, academic labs and community facilities as well. Users can customize booking conditions – for example, how far in advance people can reserve a space – and create visual maps with real-time availability. If you’re looking for meeting room scheduling software free, Skedda’s core module doesn’t cost a penny, though you’ll need to upgrade to Pro or Premium to take advantage of the insights dashboard.

4.2 Office RnD: Room Scheduling Software with real-time occupancy tracking and reporting

Designed specifically for flexible workspaces, Office RnD provides a coworking space booking system that includes visualization of bookable workspaces and graphs that summarize such statistics as the average duration of a booking. Coworking space providers can track revenue and automate billing and payments, improving operational efficiency. 

4.3 Robin: Room Scheduling Software  with optimized resource scheduling

Following an increasing move to hybrid working, businesses are making decisions about how much office space they actually need. Robin was built to allow staff to book desks and equipment, matching them with the most suitable spaces for their needs. Managers, meanwhile, can use the software to analyze office demand and track employee bookings. 

4.4 Teem: Cloud-based Room Scheduling Software

The basic Teem platform is limited to meeting room scheduling software, but companies can upgrade their plan to include features like app-supported hot desking and integrations with Google or Microsoft calendars. Teem can also implement a visitor management system into their offering to allow businesses to automate and track check-ins for when clients visit.

4.5 iOffice: Most Comprehensive Room Scheduling Software

From the same software house as Teem, iOffice’s solution places greater emphasis on being an integrated experience management system. That means it offers cloud-based room reservations alongside a whole host of other capabilities, including facility management, inventory tracking and data dashboards that track occupancy and utilization – both via web and app integrations. 

4.6 AskCody: Best AI-powered Room Scheduling Software

Does Microsoft have a room scheduling tool? Yes, but you might be better served using AskCody, a solution built specifically for Microsoft Outlook and designed to integrate with Microsoft Exchange to streamline meeting room bookings. In addition to desk scheduling and visitor management, AskCody also provides data visualization using Microsoft’s Power BI.

4.7 YAROOMS: Environment Conscious Room Scheduling Software

The workplace suite from YAROOMS includes health and safety features to accommodate physical distancing, health screening and phased returns to work. The interface neatly tracks occupancy versus capacity, so you can see just how much space you really need depending on whether the company is encouraging greater remote working, hybrid working or in-office working. A digital office assistant can be integrated into the system to allow for hassle-free check-in using QR codes.

4.8 Joan: Room Scheduling Software For Hybrid Teams

With clients from Siemens to Samsung, Joan aims to offer a sleek scheduling experience for both meeting rooms and desks. The company combines its software with specially developed tablet devices for a seamless, professional-looking meeting room booking system. Office 365, Google Workspace and Slack, among others, can all be integrated into the platform.

4.9 Tribeloo: Room Scheduling Software For Collaborative Teams 

Keeping it simple with a clear offering, Tribeloo is a desk-booking solution that aims to ease the transition into hybrid working. Scheduling can take place via add-ons to programs like Google Calendar or Microsoft Outlook, and different teams can arrange to be in the office at the same time and in the same space for optimized collaboration. The program allows you to upload your own office plan and then set-up specific ‘neighborhoods’ for different departments.

4.10 MYBOS: Room Scheduling Software For Work Order Creation

Predominantly aimed at multi-occupancy buildings and hotels, MYBOS is a scalable, cloud-based facilities management solution. The platform incorporates scheduling features, like booking meeting rooms and presentation equipment, alongside maintenance tracking and invoicing functions. These can then be integrated with SMS alerts and public display screens.

4.11 Nexudus: White-Label Room Scheduling Software

Coworking space management system Nexudus complements room scheduling software with digital floor plans, visitor management, and automated invoicing and payments. Owners of coworking spaces can integrate the platform with payment services like Stripe, accounting software like Xero, and customer support tools like Zendesk. In fact, Nexudus offers plenty of tech support for new users, alongside seminars and training for how to make the most of the solution.

4.12 Planon Universe: Room Scheduling Software With State of the Art Integration Technology

Planon Universe is a building management software built for building owners and users. The open-plan architecture of the platform means you can customize it with all sorts of smart office tech, including tracking energy usage for a more sustainable workplace. Its office and room scheduling solution can be as simple as booking a meeting space or as sophisticated as utilizing the internet of things to monitor room occupancy.

4.13 The WorxHub: Room Scheduling Software for healthcare and senior living organizations

Targeted at healthcare and senior living organizations, The WorxHub is the facilities maintenance part of Brightly’s overarching operational suite, which incorporates compliance-related reporting with organization features. The room scheduling solution has a very bare-bones interface, but is worth considering as part of the complete WorxHub software.

4.14 TOPdesk: Room Scheduling Software for Service Management 

Enterprise service management platform TOPdesk has a simple but clear room booking system that includes all necessary information in one screen. The data is fed into a dashboard where managers can track scheduling alongside reports on service desk tickets and asset usage.

4.15 Clearooms: Room Scheduling Software for complete workspace management 

Another piece of the best room booking software for hybrid working environments, Clearooms is a room and desk booking program that can be easily scaled down or up. The company’s pricing model is based on the number of desks and rooms available in the scheduling system, so as your company experiments with the optimum layout, you’re never paying for more than you need. Clearooms integrates with Google and Microsoft, and includes custom reporting features.

4.16 IBM TRIRIGA: Room Scheduling Software for Real Estate and Facilities Management

Tech giant IBM has its own spin on the best room scheduling software. TRIRIGA aims to help reduce expenditure on office space through AI-enabled space planning. On the front end, employees can book desks and meeting rooms; on the back end, managers can analyze occupancy while keeping track of maintenance costs.

4.17 OnBoard: Room Scheduling Software for Hotels

Part of the AgilQuest workplace management suite, the OnBoard room scheduling app allows employees to book desk and conference rooms via a smartphone. This is the best room scheduling software is built around three key use cases: enabling hybrid working, easy integration with popular programs, and optimization of office space.

4.18 CAFM Explorer: Room Scheduling Software for end-to-end facilities management

CAFM Explorer is the facility management solution of Idox software. Modules include room scheduling, as well as a customer service help desk, preventative maintenance alerts, an asset database, health and safety risk assessments and compliance forms, document management and a data dashboard to analyze it all.

4.19 CalendarWiz: Calender Based Room Scheduling Software

Essentially the most enhanced calendar out there, CalendarWiz has as its foundation a simple Sunday to Saturday interface. Beyond functioning as a diary, however, it also allows you to simultaneously book rooms, organize workflows, arrange staff schedules, create event boards and embed those event boards into web pages.

4.20 FMS:Workplace : Best Integrated Room Scheduling Software 

Standing for facility management systems, FMS:Workplace is an integrated workplace management solution (IWMS). This is the best room booking software that helps managers make utilization of meeting rooms and desks more efficient through real-time data that is translated via dashboards into presentation-worthy visualizations. FMS:Workplace also enables companies to keep track of sustainability, maintenance and assets.

4.21 ProSpace: Best Room Scheduling Software to promote better work experiences.

ProSpace targets two principal issues: employee productivity and real estate costs. The space scheduling platform harnesses data gathered through its desk and meeting room booking system to provide analytics on how the office is being used. To complement this, the company offers thermal imaging tech to track staff whereabouts and monitor temperature in the office for greater energy efficiency.

4.22 OfficeSpace : Intuitive Room Scheduling Software

Focused on helping companies deliver hybrid working strategies, OfficeSpace’s room booking function is designed to allow team members to book meeting rooms and coordinate with colleagues who are in the office, working from home or even in another country. The system’s real-time interactive floor plans make it easier to see what spaces are available at the click of a mouse.

4.23 Domitos: Room Scheduling Software for maintenance & facility management

Facility management software Domitos combines room booking with space management, fixed asset inventory and incident monitoring for an all-in-one package aimed principally at hotels and dormitories, though it can also be used to oversee tenancies in multi-occupancy buildings.

4.24 EMS: Best Room Scheduling Software For Schools and Colleges 

A pureplay meeting, event, and room scheduling system, EMS is designed to work in office and education environments. The system, which can be accessed via a user-friendly web or app interface, works equally well with workspace management and classroom scheduling, with an analytical tool as part of the package to help visualize room usage.

4.25 UMA Vision

Built to complement the UMA workplace booking platform, UMA Vision ingests data on room bookings, technology usage and the split between remote working and in-office working to help formulate reports on occupancy, which in turns can reduce operating costs and energy inefficiency.

4.26 P.O.C Systems: Room Scheduling Software with a real-time feed

P.O.C Systems has placed its focus on offering a colorful graphical platform that employs vibrant floor plans with a real-time feed to create a user-friendly, visually pleasing desk-allocation solution. The cloud-based solution allows managers to create seating plan simulations, in order to better plan changes to the office floorspace.

4.27 Roomzilla: Room Scheduling Software With Microsoft Integration

Smart workplace management tool Roomzilla promises to get offices off the ground in no more than five minutes. In addition to floor maps and integrations with all the most common calendar software, Roomzilla also allows users to create private meetings that are hidden from other employees. The software can be integrated with web pages, smart phones and room displays.

4.28 FAMA: Best Room Scheduling Software For SMEs,

In addition to room scheduling, facilities management suite Spain-headquartered FAMA also provides features like incident and inspection management, digital visitor check-in, asset control and work order oversight. It is principally designed for SMEs, startups and smaller agencies.

4.29 Appspace: Best Room Scheduling Software to enhance workplace productivity

Designing tools to enhance workplace productivity and communication, Appspace’s offerings include an easy-to-use space reservation system, complemented by an intranet solution, digital signage and a visitor management system.

5. FAQs

• Why should an organization invest in room scheduling software?

Room scheduling software propels productivity by giving staff real-time awareness about what meeting rooms and breakout spaces are available, meaning no lost time desperately seeking an area to conduct a team discussion. It also allows managers to analyze occupancy patterns, enabling them to reduce costs and enhance the hybrid working experience.

• Does Microsoft have a room scheduling tool?

Microsoft does have a basic room scheduling tool as part of Outlook, but it lacks the sophistication of other software on the market. Many companies have specifically designed their offerings to integrate with Microsoft’s systems for a seamless implementation.

• Does Google have a room booking system?

As with Microsoft, Google does have its own very basic room scheduling tool, which is built into its Calendar. However, if you want something with greater customization and analytics dashboards, you’ll need to opt for a specialist room scheduling software.