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Meeting room booking system
What is a meeting room booking system?
A meeting room booking system is software that lets people find an available meeting room, reserve it for a set time and see who has booked which room. It replaces spreadsheets, paper schedules and guesswork with one shared, up-to-date view of every room in the office.
What a good system does
Beyond reserving a slot, a good system helps people pick the right room for the meeting: the right size, the right equipment and the right location. It shows availability where people already work, prevents double bookings and frees rooms when meetings are cancelled or nobody turns up.
Booking system or meeting management
A booking system answers the question "is the room free?". Meeting management also answers "will everything be ready?": catering, room setup and expected guests, attached to the same booking. Read more in what is meeting management.
How AskCody handles meeting room booking
AskCody is built natively for Microsoft 365 and Exchange, so people book rooms in Outlook and the bookings live in Exchange rather than in a separate database. Rooms can be filtered by capacity, equipment and services, and room displays outside each room show the schedule and release rooms that are not confirmed. See meeting room booking.
Frequently asked questions
What is the difference between a meeting room booking system and Outlook room lists?
Outlook room lists show which rooms are free. A meeting room booking system adds the context that helps people choose the right room and keeps the schedule honest when plans change.
Does a meeting room booking system need room displays?
No, but displays outside each room make the schedule visible on the spot, allow walk-up bookings and let rooms be released when nobody confirms the meeting.
Related terms