Any facility.
Complete intelligence.
How it works
Meeting room booking and management, simplified
Find and book the right room
Whether you're at your desk or walking the hallway, finding an available room takes seconds. Book from your calendar, the mobile app, or the room panel itself.
See your rooms, eliminate wasted space
Facility managers get complete visibility into room utilization, ghost meetings, and usage patterns. Make data-driven decisions about your meeting room portfolio.
Meeting Room
Connected to your entire facility ecosystem
Meeting room booking doesn't work in isolation. It connects to building systems and other capabilities, turning a simple reservation into facility-wide coordination.
Key Benefits
What smart meeting room booking delivers
A well-implemented meeting room solution does more than prevent double bookings. It reclaims wasted space from ghost meetings, creates better meeting experiences, and gives you the data to optimize your room portfolio.
Reclaim space from ghost meetings
Stop losing 30-40% of room capacity to no-shows. Automatic release reclaims rooms when meetings don't start, giving your teams back the space they need.
Book with confidence, meet without friction
No more double bookings, no more room hunting, no more meetings without the right equipment. Find rooms that match your needs and walk into a space that's ready for you.
Right-size your room portfolio with data
Understand exactly how your meeting rooms are used. Identify which rooms are overbooked, which are underutilized, and make confident decisions about expansion or consolidation.
Rooms that save energy when empty
When rooms are booked, HVAC and lighting prepare for occupants. When meetings end or don't happen, energy isn't wasted. Sustainability built into every booking and cancellation.
Everything you need for meeting room booking
The scheduling essentials every meeting room solution needs, plus building intelligence that only a connected platform can offer. Built for adoption, designed for scale.
Room Display Panels (RMD)
See room status at a glance with traffic signal colors. Green means available, red means occupied. Book instantly.
No-Show Auto-Release
Rooms booked but not claimed are automatically released after the grace period. No wasted space, no manual work.
Calendar Integration
Room bookings sync with your calendars automatically. Reserve rooms from invites, attendees notified instantly.
Mobile Booking
Book rooms from anywhere on any device. Find available spaces while walking the halls, or pre-book from home.
HVAC and Lighting Automation
Your room prepares automatically. HVAC pre-conditions before meetings start. Lights and shades adjust for presentations.
In-Meeting Food Ordering
Every meeting room has its own QR code for cafeteria orders. Accessible to everyone in the room, including visitors.
Value by Role
Data-driven space optimization
From meeting organizers finding the right room to facility teams eliminating ghost meetings, smart scheduling serves every role in workspace management.
Automate Efficiency
For Facility Managers
Eliminate manual no-show follow-ups, double booking resolutions, and utilization guesswork. Your meeting rooms manage themselves.
Seamless Scheduling
For Admin & Executive Assistants
Book rooms that match your meeting needs, with the right capacity and equipment, knowing they'll be available and ready.
Space Optimization
For Real Estate & Portfolio
Know how rooms are used vs. booked. Justify additions, plan consolidations, quantify unused space cost.
Integrations
Connects to the systems you already use
Your existing systems stay in place. Apptimus connects to them, adding coordination and intelligence without replacing what works.
FAQ
Frequently asked questions
What is meeting room booking software?
Meeting room booking software allows employees to find and reserve conference rooms, check availability in real-time, and prevent double bookings. Modern meeting room booking software like Apptimus goes further, coordinating with building systems for climate and lighting, tracking utilization to eliminate ghost meetings, and providing analytics to optimize your room portfolio.
Does meeting room booking software integrate with calendar tools?
Our meeting room booking software supports integrations with enterprise calendar and productivity tools. Room bookings sync to calendar invites, and rooms can be booked directly from calendar applications. Specific integrations are confirmed during implementation based on your environment.
How long does it take to implement meeting room booking software?
Most organizations go live with meeting room booking in 2-4 weeks. We recommend starting with a single floor or building, validating the workflow and room panel installations, then scaling across your facility. Our implementation team handles configuration, integration setup, and user training.
Is meeting room booking software secure for enterprise use?
Our meeting room booking software is ISO 27001:2022 and SOC 2 compliant, trusted by Fortune 500 IT teams. All booking data is encrypted in transit and at rest, with role-based access controls and comprehensive audit logging.
How does meeting room booking software prevent ghost meetings?
Ghost meetings occur when rooms are booked but never used. Our meeting room booking software addresses this through automatic no-show detection: if no one checks in within the configurable grace period, the room is automatically released and made available for others. This typically reclaims 30-40% of previously wasted room capacity.
What's the difference between meeting room booking software and traditional calendars?
Traditional calendar systems manage meeting invites but lack room-specific intelligence. Meeting room booking software adds real-time availability displays, no-show auto-release, capacity matching, equipment filtering, utilization analytics, and, with Apptimus, building system coordination for HVAC and lighting. It's the difference between scheduling a meeting and managing your meeting room portfolio.