Cloud-based vs On-prem Meeting Room Booking Systems

Should you choose a cloud-based or on-prem meeting room booking system? Find the answers in this article where we look at a few different meeting room booking systems and discuss their key differences. 

Should You Choose a Cloud-based Meeting Room Booking System or On-prem?

When choosing the right meeting room booking solution, it is important to take your IT strategy into consideration. For some people, this might be an obvious choice, but there are many organizations still considering or currently transitioning from on-prem to cloud based. Usually, most meeting room booking systems can be used for both cloud and on-prem but are primarily built for one type. There are many different solutions on the market, and we have listed some of the cloud based and on-premises meeting room booking systems here.

Key Difference Between Cloud based and On-prem Solutions

There are a few key differences between cloud and on-prem environments. Lately, we have seen many companies making the move from on-prem to the cloud because it creates a more scalable IT structure. There are also companies needing an on-prem solution to have complete ownership of all their software. Here, we have gathered a few differentiators between cloud based and on-prem.

Deployment

• On-premises: In on-prem environments, all the organization’s IT resources are deployed in-house at the company premise. The organization is then responsible for maintaining the digital infrastructure.
• Cloud based: In a cloud environment, resources are placed at the premise of a third-party service provider but are still fully accessible to the organization.
  
  

Control

• On-premises: For organizations with on-prem software, they are fully in control of all data and software. This is both for better and for worse because the organization is also responsible for maintaining all server hardware.
• Cloud based: There have recurrently been questions about the control of data in a cloud environment. Therefore, documentation such as a Data Processing Agreement (DPA) is crucial to consider when choosing a provider. Although there has been given more control to organizations following the Schrems 2 ruling, which among other things gives customers the option of data deletion from their third-party providers.

Costs

• On-premises: Organizations are responsible for all costs associated with the server hardware, power consumption, and storage.
• Cloud based: Organizations with a cloud solution pay for the resources they use. They do not spend money on maintenance and upkeep costs, and the price is easily changeable and fluctuating depending on consumption.

Are Your Organization Transitioning from On-prem to Cloud Based?

If you are transitioning from on-prem to a cloud software solution as part of your IT digital strategy, this might be important to consider when choosing a meeting room booking solution. You might have parts of your platform running on-premises now, while you transition parts of your IT infrastructure to the cloud. You must consider how long your transition will take, and if you are to move into the cloud consider this when choosing software providers.

Are you looking for a cloud-based meeting room booking system? Then you might find some guidance in this article where we look at a few different meeting room booking systems, which are all completely or partially cloud-based. 

Different Meeting Room Booking Systems for Cloud and On-Prem

When choosing the right meeting room solution, it is important to take your specific needs into consideration. There are a couple of different solutions that might fit your needs, we have listed some of the cloud based meeting room booking systems here. 

AskCody - 100% cloud based in Microsoft 365

AskCody is a Microsoft integrated workplace platform and the preferred cloud based meeting room booking system for organizations, which want to leverage their IT digital infrastructure in Microsoft 365. AskCody is built natively to Exchange and Azure Ad, which means that it is native to Outlook and uses Microsoft Exchange as the backbone to handle meeting and visitor management tasks. AskCody is 100% cloud based but can be used by cloud and on-prem. Unlike other cloud meeting room booking solutions, AskCody provides organizations with the option to add catering and services to meetings.

AskCody does not cover the integration into Google's calendaring system.

Condeco – primarily cloud based meeting room booking system

Condeco is one of the largest meeting room booking systems and with good reason. Their platform deals with almost all the problems you would want your meeting management system to handle. Condeco has been going through a process of moving to the cloud and currently, they are primarily cloud-based, but still leverage part of their solution on-prem.

Rendezvous – Primarily on-prem meeting room booking solution

Rendezvous is a meeting scheduling solution providing an all-around platform for meeting-related tasks. Rendezvous is a primarily on-prem based solution, which is deployed at the organizational premise.

Robin - 100% cloud-based for G-Suite and Microsoft

Robin is a completely cloud based meeting room booking system, which manages meeting room scheduling and desk management to enable businesses to make better use of their office resources. Robin offers a smart interactive floorplan solution making it easy for users to get an overview of their workplace.

Robin does not at the time of writing cover visitor management and the possibility to order catering. 

Teem by IOffice - 100% cloud based meeting room booking system

Teem by IOffice is a completely cloud based meeting room booking system, which makes it possible for organizations to get the most out of their meeting spaces. It is a user-friendly solution that makes it easy to book across workspaces. Teem is integrated into the most popular calendars like Outlook, Office 365, and Google. 

Teem does not at the time of writing cover the option of ordering catering for meetings and other services: such as cleaning, room arrangement, etc.