Top 5 meeting room booking systems and their key features

‘ Meeting rooms are in demand as more folks return to the workplace’.  In this article, we will talk about the top five meeting room booking systems and their key features which businesses can use to make an informed choice about which software to invest in.

Meetings are typically an important part of our jobs, whether we work remotely or in-person. According to an article by Zippia, ‘the average worker spends at least three hours a week in meetings, with 30% of workers reporting that they spend over five hours per week in meetings’. In such a scenario, many companies may be looking for ways to improve and streamline the meeting booking process for their employees when they are present in the office. 

One such way is using a meeting room booking system, which offers an electronic interface for both small to midsize enterprises (SMEs) and their employees. These can be used not just to reserve meeting spaces in the office, they can also potentially help businesses track and monitor metrics like attendance and usage, as well as manage access permissions.

This article offers a curated list of the best five meeting room booking systems SMEs can use to track and manage their bookings. The tools listed below are arranged in alphabetical order. We have chosen these software based on the following factors, and the full methodology can be found at the bottom of the article:

1. Have an overall user rating of at least 4/5 stars
2. Have at least 20 user reviews between June 2020 and June 2022
3. Meet the market definition of meeting room booking systems

1. Robin Powered

• Value for money – 4.4/5
• Functionality – 4.5/5
• Ease of use – 4.8/5
• Customer support – 4.8/5

Robin Powered is a desk booking and meeting room scheduling tool for businesses. Users can use this tool to book meeting rooms and get a real-time view of the availability of office spaces on a tablet or mobile device. The system also includes capabilities such as automated scheduling, which can help businesses do away with the hassle of manual room bookings. Robin also uses an office and floor map which gets updated in real-time to assist teams in managing their meeting space and desk inventory. 

Moreover, statistics on resource use, meeting density, and space utilisation are also provided in a centralised workplace dashboard via this platform. In addition, Robin Powered also comes with a feature which can free up unused space by automatically removing cancelled bookings and events from the calendar. The platform also integrates with various 3rd party apps and comes with a 14-day free trial. More information on the paid versions may be found at robinpowered.com.

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2.

Skedda

• Value for money – 4.9/5
• Functionality – 4.6/5
• Ease of use – 4.8/5
• Customer support – 4.8/5

Skedda is software for managing the booking and scheduling of meeting rooms, workstations, conference rooms, and other bookable places. The tool comes with a booking calendar, which offers day-wise, month-wise, grid, and list views to streamline bookings. Skedda also provides a scheduling automation feature, which businesses can use to automate administrative processes such as self-service bookings.

Skedda also offers interactive maps that allow users to visualise floor plans and other bookable areas, as well as make direct bookings. Additionally, Skedda gives real-time insights on space utilisation to businesses which can also be used to forecast future usage. The software also allows third-party integrations and offers a free version. More information on their premium version may be found at skedda.com.

3.

Tribeloo

• Value for money – 4.4/5
• Functionality – 4.5/5
• Ease of use – 4.8/5
• Customer support – 4.8/5

Tribeloo is desk-booking software that helps companies manage office spaces, workstations, and meeting rooms. The tool comes with a floor map feature that allows team members to book specific desks and other office spaces. The tool allows users to get an overview of over and under-utilised spaces, floor heatmaps, and other important usage insights on a built-in dashboard. Users can book office meeting rooms and other spaces directly through their Outlook or Google calendars and any changes to bookings in their personal calendar will sync to Tribeloo in real-time​. 

Additionally, the tool also lets employees see the attendance status of their colleagues at a given time and day, along with the desk number or meeting room they are sitting​ in. Tribeloo connects with a few third-party apps and uses QR code-based reservations or email check-ins to help reduce no-shows. The platform comes with a 14-day free trial and more information on the paid version can be found at tribeloo.com.

4. UMA Vision

• Value for money – 4.8/5
• Functionality – 4.9/5
• Ease of use – 5/5
• Customer support – 4.9/5

UMA Vision offers workplace booking solutions to SMEs that they can use to monitor and manage their real estate assets electronically through the UMA VISION central hub. Businesses may use UMA Vision to assess the availability of meeting rooms in a building via the insights provided by the tool. The platform does this by collecting data on available and occupied office spaces and other assets, such as lockers and racks. Moreover, the tool offers booking analytics of historical and real-time data including no-shows and booking timings, and can generate custom reports.

Additionally, UMA Vision offers integration with other workplace/business calendars which can help small businesses schedule and manage their meeting rooms, as well as different building locations. The platform offers a 3D image of the workplace via digital floor maps on the website and their mobile app, which can be used to take virtual tours. The users can use the app to book meeting rooms via a chatbot, voice inputs, and a 3D digital map interface. UMA Vision provides a free 30-day trial, and more information on their paid version is available at askuma.ai.

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5. WorkInSync

• Value for money – 4.7/5
• Functionality – 4.7/5
• Ease of use – 4.8/5
• Customer support – 4.7/5

WorkInSync is office space booking software that offers optimisation of bookable spaces by making recommendations to users based on the meeting type and the number of people involved. The tool offers floor plans to ensure that users are able to locate and book desks or meeting rooms ideally conveniently. Additionally, the tool also provides automated scheduling, which can help in automating the booking process. 

Using their meeting room booking solution, users can check room availability in real-time, make bookings, and receive notifications regarding the room number, date, and time. Moreover, using the single dashboard view, organisations can get an overview of workplace analytics features like reserved slots, cancellations, attendee information, sanitisation procedures etc. The tool also offers the facility of reservation of rooms and schedule management using various third-party integrations. WorkInSync comes with a paid version, and more information on it can be found at workinsync.io.

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