Reservation systems are a solution for managing and reserving meeting rooms and desks. They enable the visualization of the occupancy of each room, facilitating the planning of meetings and conferences.
A reservation system is an effective helper for any company that has more than one meeting room. The system consists of a service server (MS Exchange, Lotus Notes, GroupWise, Microsoft Office 365, Google Calendar) and information displays in front of the door of each room. The display shows information on the occupancy of the room, the time, the subject of the meeting and the identity of the organizer.
The system works automatically and can be operated not only from the office, but also on the go. Users get a simple tool for reserving a room before the meeting and they do not need to know any complex programmes for that. All they have to do is enter a meeting request in MS Outlook, MS Office 365 or Google calendar, add meeting participants from the list and select a suitable room. After sending, the meeting is saved in the organizer’s and participants’ calendars and in the reservation system. It then displays the current information on the information displays. The user can immediately see the status of the room and its occupancy.
In addition to reserving a room, you can also reserve desks, parking spaces or refreshments for meeting participants. Overview kiosks with a floor plan are useful for the common areas of a company, where the user can easily see an overview of available rooms and tables, or reserve a place directly. Thanks to the mobile application, navigation to the given location is also available.
Administrators and managers in the system can obtain clear statistics on the use of spaces and user behaviour. It is therefore easy to filter which rooms are frequently or less frequently used, by whom and at what time. The administrator can optimize the room types and their equipment to meet the users’ requirements.