Modern meeting rooms are under more pressure than ever. Teams are hybrid. Spaces are limited. And half the time, the room someone has “booked” is either empty… or mysteriously double-booked.
A meeting room booking system fixes that.
It gives your teams a simple way to find and reserve the right space in seconds, and gives management clear data on how your rooms are really being used. Paired with the right hardware and installation, it removes the friction from booking and frees your people to get on with their jobs.
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Products can be professionally installed
Experts on-hand ready to help if problems arise
Get staff trained up to ensure faster technology adoption
A meeting room booking system is a combination of software and hardware that manages how your rooms are reserved and used. Typically, it includes:
Done properly, a room booking system:
From an employee point of view, the system should feel almost invisible. The booking experience usually looks like this:
Result: your people stop hunting for rooms or arguing over who booked what. They can see availability instantly and get on with the meeting.
Behind the scenes, the system gives your facilities management and IT teams the controls and visibility they need:
That data lets you make evidence-based decisions about your meeting spaces – from reconfiguring room layouts to reducing real estate if areas are consistently underused.
There are two main types of room booking software we typically work with:
These build directly on tools you already use every day, such as:
These specialist platforms add extra capabilities on top of your existing calendar, such as:
We can:
You get independent advice and a recommendation that’s based on your environment and goals – not on which vendor shouts loudest.
Room booking hardware brings your software to life, with touchscreen panels outside each room showing live availability and enabling walk-up booking, LED status indicators that can be seen from down the corridor, and optional central signage that highlights which spaces are free across a floor or building. VideoCentric supplies and supports a carefully curated range of room scheduling devices from leading brands such as Yealink, Logitech and GoBright, so you get reliable, well-integrated hardware that feels simple and intuitive for staff and visitors to use.
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Choosing great software and hardware is only half the story. For a booking system to “just work”, it has to be installed, configured and tested properly. That’s where VideoCentric’s engineering team comes in. We can:
At the end of the project, you’re left with a fully working, battle-tested room booking system that your teams can rely on from day one. And if you want ongoing peace of mind, we can wrap the whole solution in maintenance, monitoring and support.
Your teams already uses tools like Outlook, Teams, Google Calendar and Zoom. A good room booking system shouldn’t force them to change that – it should enhance it. VideoCentric designs systems that:
Because we also design and install your video conferencing solution, we can make sure room booking, room control and VC all feel like one unified experience for your users – not three separate systems bolted together.
We live and breathe video communications. We don’t approach room booking as an isolated discipline – we approach it through the lens of complete online and offline collaboration.
From initial planning through to a final working system, and beyond, we’re with you every step of the way.
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