Conference Room Scheduling System: the Ultimate Guide and Top Software Tools

As the cornerstone of office collaboration, effectively managing conference room schedules can make or break hybrid workforce productivity. Yet without robust coordination tools, disparate systems and manual double-booking drain critical time. Industry analysis spotlights the imperative—79% of employees also confirm that meetings are more productive when supported by strong technical infrastructure.

This definitive guide will unpack what optimal meeting room management entails, how online reservation systems differ from manual approaches, the array of software solutions available, and most importantly—how to select scheduling technology tailored to your workplace’s needs.

Beyond software selection, we offer actionable blueprint covering conference room scheduling best practices for superior stakeholder alignment. 

This guide comprises one installment in our overarching series on streamlining reservations across the modern workplace—from meeting rooms to classrooms and events:

• Meeting Room Management
• Corporate Events Calendar
• Classroom Scheduling Software
• Room Scheduling Software

Understanding Conference Room Management

In this section, we’ll cover the basics of conference room management, including what it is, why it’s important, the main tasks and challenges associated with it, as well as basic organization principles. With these critical building blocks in place, you can contextualize the solutions and software capabilities profiled later to resolve specific pain points.

What is conference room management?

Conference room management refers to the process of organizing, scheduling, and maintaining conference rooms within an organization. This includes ensuring that rooms are available when needed, equipped with the necessary resources, and maintained in a state ready for use.

Managing conference rooms effectively is essential for several reasons:

• Optimized use of space: Ensures that meeting spaces are used efficiently, avoiding conflicts and underutilization.
• Enhanced productivity: Reduces the time spent searching for available rooms, allowing teams to focus on their tasks.
• Professional image: Well-managed conference rooms contribute to a professional environment, which is crucial for hosting clients and stakeholders.
• Resource management: Ensures that all necessary equipment and resources are available and functioning, preventing delays and disruptions.

👉 What is a conference room scheduler? A conference room scheduler is a tool or software for managing and coordinating the use of conference rooms or meeting spaces. It features room booking, calendar integration, availability checking, and reporting. Its main aim is to optimize resource utilization and avoid double-booking and conflicts. We’ll take a look at such schedulers in later sections in more detail.

Main tasks and challenges in conference room management

Effective conference room management involves a range of tasks and can present several challenges:

1. Scheduling and booking:

• Task: Coordinating the use of conference rooms to avoid double bookings and ensure availability when needed.
• Challenge: Handling last-minute changes and cancellations without causing disruptions.

2. Resource allocation:

• Task: Ensuring that each conference room is equipped with the necessary resources such as projectors, whiteboards, seating arrangements, and video conferencing tools.
• Challenge: Keeping track of equipment availability and functionality, and managing the budget for these resources.

3. Maintenance and upkeep:

• Task: Regularly checking and maintaining conference room facilities to ensure they are in good working order.
• Challenge: Balancing maintenance schedules with room availability and usage demands.

4. Event resource management:

• Task: Managing the logistics of events, including the arrangement of chairs, tables, and technical equipment.
• Challenge: Coordinating these elements smoothly, especially for larger events that require extensive setup.

5. User coordination:

• Task: Communicating effectively with all users to inform them about room availability and any changes to their bookings.
• Challenge: Managing communication across different teams and departments to minimize misunderstandings.

Importance of event resource management

Getting conference room scheduling right is just the starting point—meetings live or die based on the surrounding support infrastructure. Event resource management involves orchestrating all the physical and technical elements that transform rooms into productive environments.

Robust resource management alleviates friction through:

• Proactive tech checks: Testing AV equipment, WiFi/LAN connectivity, conferencing tools pre-event rather than scrambling last minute.
• Participant-fit layouts: Configuring seating, lighting, conference room scheduling displays to match room capacity, meeting agendas and equipment being utilized.
• Ergonomic furnishings: Ensuring chairs, desks and fixtures keep participants engaged by being conducive to interactions, note-taking or breaks.
• Presentation media access: Providing seamless interfaces to stream, share and annotate content from personal and conference room devices.
• Thoughtful catering: Keeping groups nourished, hydrated and mentally recharged via meals, snacks and refreshments tailored to session durations and diets.

Getting the basics like staplers, whiteboards and running mics may seem trivial. Yet, when overlooked, preventable issues swallow valuable collaboration time, undermine focus, and strain relationships unnecessarily. Savvy conference room managers govern the ingredients that reduce friction while bringing solutions within easy reach.

 👉 For more on equipment scheduling, its importance, and the best solutions for business, please refer to our dedicated piece on the topic: Equipment Scheduling Software.

Basic principles of effective organization of conference room management

An optimized conference room management strategy aligns scheduling, resources and policies to maximize value enterprise-wide. By working cross-functionally, key principles emerge for converting your conference rooms into drivers of productivity. Here are some basic principles to ensure efficient management:

1. Centralized scheduling system: Use a centralized booking system to manage conference room reservations. This helps prevent double bookings and ensures everyone has visibility into room availability.
2. Clear policies and procedures: Establish clear policies for booking and using conference rooms. This includes guidelines on how to reserve a room, the maximum booking duration, and rules for maintaining room cleanliness.
3. Regular maintenance: Schedule regular maintenance checks for all conference rooms. This includes testing technical equipment, ensuring furniture is in good condition, and restocking necessary supplies.
4. Efficient resource management: Ensure that all required resources, such as AV equipment, whiteboards, and seating, are available and functional. Keep an inventory of these resources and track their usage.
5. User training: Provide training for employees on how to use the booking system and any technical equipment in the conference rooms. This reduces the likelihood of misuse and technical issues.
6. Feedback mechanism: Implement a feedback system where users can report issues or suggest improvements. This helps in quickly addressing problems and continuously improving the management process.

Features of managing conference rooms for large enterprises

Managing conference rooms for large enterprises comes with its own set of challenges and requires additional considerations:

1. Scalability: Large enterprises often have multiple conference rooms across various locations. The management system should be scalable to handle a large number of bookings and users.
2. Advanced booking systems: Utilize sophisticated booking systems with features like room utilization analytics, automated reminders, and integration with employee calendars to streamline the process.
3. Resource allocation across locations: Coordinate resource allocation across different office locations. This includes ensuring that each location has the necessary equipment and that resources can be moved or shared as needed.
4. Security and access control: Implement access control systems to ensure that only authorized personnel can book and use conference rooms. This helps in maintaining security and preventing unauthorized use.
5. Dedicated support teams: Large enterprises may benefit from having dedicated teams responsible for managing and maintaining conference rooms. This ensures quick response to any issues that arise.

Examples of use in different industries

Effective conference room management is relevant across various industries, each having its specific needs and use cases:

1. Technology: Tech giants like Google and Microsoft use advanced room booking systems integrated with their internal calendars. They need well-equipped rooms for frequent video conferences, brainstorming sessions, and client meetings.
2. Financial services: Banks and investment firms require secure conference rooms for sensitive meetings. They often use booking systems that include robust security features and access controls.
3. Healthcare: Hospitals and healthcare providers utilize conference rooms for training sessions, departmental meetings, and patient consultations. Efficient management ensures these rooms are available and properly equipped.
4. Education: Universities and educational institutions manage numerous conference rooms for lectures, seminars, and group study sessions. A centralized booking system helps students and faculty reserve rooms easily.
5. Legal firms: Law firms need conference rooms for client meetings, depositions, and internal discussions. These rooms must be equipped with secure document storage and AV equipment for presentations.
6. Manufacturing: Manufacturing companies use conference rooms for safety training, production meetings, and vendor negotiations. Effective management ensures these rooms are used optimally and are ready for diverse meeting types.

As discussed, whether a 50-person firm or a 50,000-person enterprise, implementing conference room management fundamentals unlocks exponential benefits: streamlined scheduling, improved collaboration, analytics-driven insights, and positive client perceptions, just to name a few. While the principles apply across sectors and sizes, large enterprises require additional infrastructure, including advanced booking systems and dedicated support to implement, integrate, and handle maintenance issues. But by pairing foundational conference room management essentials with scalable capabilities, every organization can maximize spaces that foster productivity and collaboration.

Online Conference Room Scheduling

The digital transformation has extended to enterprise meeting room management with the rise of online conference room scheduling software. By centralizing venue scheduling onto intuitive web or mobile platforms, organizations gain real-time visibility and governance over spaces. This liberates employees from call transfers or emails begging admins to consult cluttered shared calendars, ultimately saving hours lost to meeting prep.

Online solutions introduce automation that aligns room use to headcounts, assets, and technologies needed for gatherings while preventing double bookings. Users simply select from available spaces or input specific requirements to identify best-fit options complete with wayfinding directions. Custom rulesets around eligibility and permissions further regulate access if sensitive meetings warrant it. Location-specific equipment inventories give peace of mind that critical audiovisual assets will be present and functional upon employee arrival. By pairing self-service convenience with administrative command in one platform, online booking provides the best of both worlds.

Now let’s sum up its importance in a few key points before exploring some of its top capabilities.

The importance of a meeting room scheduling management system

A robust meeting room scheduling management system offers numerous benefits that can greatly enhance organizational productivity and collaboration:

• Efficiency: Automates the booking process, reducing the time and effort needed to reserve meeting spaces.
• Transparency: Provides clear visibility of room availability, preventing double bookings and scheduling conflicts.
• Resource management: Ensures that all necessary resources, such as AV equipment and seating arrangements, are accounted for and ready.
• Accessibility: Allows users to book rooms from anywhere, at any time, through a user-friendly interface.
• Integration: Can integrate with existing calendar systems, ensuring that all meetings are synchronized and visible to all participants.
• Data insights: Offers analytics and reporting features to help manage room usage and optimize space allocation.

Key features of online bookings, differences from offline events

Online conference room scheduling systems come with a range of features that distinguish them from traditional offline booking methods:

1. Real-time availability:

• Online: Users can see real-time availability and book rooms instantly, avoiding the delays associated with manual bookings.
• Offline: Often involves checking availability through a receptionist or a physical booking ledger, which can be time-consuming and prone to errors.

2. Automated notifications:

• Online: Automated reminders and notifications are sent to participants, reducing the risk of missed meetings.
• Offline: Relies on manual reminders, which can be less reliable.

3. Remote access:

• Online: Users can book and manage reservations from any location, using any device with internet access.
• Offline: Requires physical presence or phone calls to make or adjust bookings.

4. Resource coordination:

• Online: Automatically ensures that necessary resources (e.g., projectors, whiteboards) are available and allocated.
• Offline: Resource coordination often requires separate arrangements, increasing the complexity.

5. Integration with digital tools:

• Online: Can integrate with digital calendars, collaboration tools, and email systems to streamline the scheduling process.
• Offline: Integration is minimal or non-existent, requiring manual updates and coordination.

Combined events (online and offline together)

The rise of hybrid work models has led to an increased need for combined events, where some participants join in person while others connect remotely. Effective conference room scheduling systems must accommodate these hybrid events seamlessly:

• Hybrid meeting capabilities: Ensure that conference rooms are equipped with the necessary technology to facilitate both in-person and remote participation, such as high-quality video conferencing equipment and reliable internet connectivity.
• Unified booking system: A unified booking system allows users to reserve physical space and virtual meeting links simultaneously, ensuring that all participants, regardless of location, have access to the meeting.
• Resource and technical support: Provide support for both physical and virtual meeting resources, ensuring that all technical requirements are met for a smooth hybrid meeting experience.
• Participant coordination: Manage and coordinate attendees from multiple locations, keeping everyone informed and aligned through integrated communication tools.

As you can see, online conference room scheduling is a crucial component of modern office management. Rather than juggling static schedules, staff access dynamic real-time availability to pinpoint ideal venues in seconds based on event attributes. Automations eliminate mundane upkeep tasks like catering orders, equipment checks, and deadline reminders to keep prep focused on strategic priorities. Support for hybrid meetings blends physical and virtual attendance while still coordinating essential on-site assets. As the workforce mobilizes beyond HQ, these systems empower decentralized teams to seamlessly convene and collaborate.

👉 How do you arrange a conference room? Arranging a conference room starts with understanding the meeting’s purpose and knowing the number of attendees. This information helps you select a room that fits both the size and layout requirements to facilitate effective collaboration. Once you’ve chosen the right room, it’s crucial to ensure all necessary equipment, like projectors, is available and functioning properly. Next, arrange the seating in a way that promotes interaction and discussion among participants. To create a comfortable and productive environment, provide necessary stationery and refreshments. Pay close attention to the room’s lighting, ventilation, and temperature to ensure everyone is comfortable. Prior to the meeting, test all technology and equipment to prevent any technical issues. For more tips on meeting room management, please refer to our detailed guide on the topic: Meeting Room Management Guide

Conference Room Scheduling Solutions 

In this section, we’ll introduce software solutions for managing conference room scheduling, explore their types, and examine their most important features. Effective meeting room scheduling is essential for maximizing productivity and ensuring smooth operations within any organization. Here, we’ll explain how software can simplify and enhance this process.

What is conference room scheduling software?

Conference room scheduling software is a digital tool designed to streamline the process of booking, managing, and utilizing meeting spaces within an organization. This software automates scheduling tasks, provides real-time visibility into room availability, and ensures that all necessary resources are coordinated efficiently. By integrating with other organizational tools, it enhances overall productivity and reduces the administrative burden associated with manual scheduling.

Types of conference room scheduling software

There are various types of software available to meet the diverse needs of organizations:

• Applications: Standalone apps are designed to be installed on computers or mobile devices. They offer user-friendly interfaces and are typically easier to set up and use. These applications are often best suited for smaller organizations or individual departments that don’t require complex integrations with other systems.
• Systems: Comprehensive systems are designed to integrate seamlessly with an organization’s existing IT infrastructure. These solutions offer extensive customization options and can be tailored to meet specific organizational needs. They are ideal for larger enterprises that require advanced features and integration capabilities with other business systems.
• Online solutions: Cloud-based platforms provide flexibility and accessibility from any location with an internet connection. These solutions are perfect for organizations with remote or hybrid workforces, as they allow users to book and manage rooms from anywhere. They often require minimal IT support and can be easily scaled as the organization grows.

These are the differences that set these systems apart:

1. Installation and maintenance:
   • Applications require installation on individual devices and may need regular updates.
   • Systems often require significant IT resources for installation and maintenance.
   • Online solutions typically require no installation and are maintained by the service provider.
2. Customization and integration:
   • Applications usually offer limited customization options.
   • Systems provide extensive customization and integration capabilities.
   • Online solutions often offer a balance of customization options and pre-built integrations.
3. Accessibility:
   • Applications may be limited to specific devices or networks.
   • Systems can be accessed within the organization’s network or via VPN.
   • Online solutions can be accessed from anywhere with an internet connection.
4. Scalability:
   • Applications may have limitations in scaling for larger organizations.
   • Systems can be scaled but may require significant IT resources.
   • Online solutions are typically easily scalable with minimal IT intervention.
5. Cost structure:
   • Applications often have a one-time purchase cost or annual licensing fee.
   • Systems usually involve significant upfront costs and ongoing maintenance fees.
   • Online solutions typically use a subscription-based model with monthly or annual fees.

Interaction with displays

Modern conference room scheduling software often includes integration with conference room scheduling displays. These displays are typically mounted outside meeting rooms and provide crucial information at a glance:

• Status: Shows whether the room is currently occupied or available.
• Schedule: Displays upcoming meetings and the room’s availability for the day.
• Booking options: Some displays allow users to book rooms directly from the screen, providing additional convenience.

Benefits of using conference room scheduling software

As we’ve discussed throughout this article, implementing scheduling software offers numerous benefits that significantly enhance the efficiency and convenience of managing meeting spaces. 

One of the primary advantages is the automation of the booking process. This feature dramatically reduces the time and effort needed to reserve rooms, freeing up valuable administrative resources and allowing employees to focus on more critical tasks. 

By providing real-time visibility into room availability, the software also prevents double bookings and scheduling conflicts, ensuring that meetings start on time and without interruption.

Resource management is another significant advantage of using conference room scheduling software. The system ensures that all necessary resources, such as audio-visual equipment, are available and ready for use when needed. Additionally, it tracks resource usage and maintenance needs, helping to prevent technical issues and ensuring that equipment is always in top condition.

Improved communication is also a critical benefit provided by the software. By offering clear visibility into room availability, it reduces misunderstandings and miscommunications among employees. Automated notifications and reminders are sent to participants, keeping everyone informed about upcoming meetings and any changes to the schedule. This level of communication ensures that meetings are well-organized and that all participants are prepared and aware of their responsibilities.

Example use cases

Conference room scheduling software is particularly beneficial for large companies that need to manage multiple meeting spaces across various locations:

• Consulting firms: Large consulting firms, such as Deloitte or McKinsey, often have multiple client and internal meetings. Scheduling software can help manage the availability of various meeting rooms and ensure that all necessary presentation equipment and resources are in place.
• Media and entertainment companies: Organizations like NBC or Disney need to coordinate numerous meetings, production planning sessions, and creative brainstorming workshops. Scheduling software can ensure that these diverse meeting types are accommodated efficiently, with all required multimedia equipment ready for use.
• Government agencies: Federal, state, and local government agencies can use scheduling software to manage meeting rooms for public hearings, internal planning sessions, and collaborative projects, ensuring transparency and efficiency in room usage.
• Manufacturing companies: Companies like General Electric or Siemens can use scheduling software to coordinate rooms for safety training, production meetings, and vendor negotiations, ensuring that spaces are used optimally and all technical resources are available.
• Retail chains: Large retail chains like Walmart or Target can utilize scheduling software to manage rooms for regional planning meetings, training sessions, and vendor presentations. This helps ensure that all necessary materials and equipment are available and that meetings run smoothly.
• Non-profit organizations: Non-profits, such as the Red Cross or United Way, can benefit from scheduling software to organize meetings, volunteer training sessions, and fundraising events, ensuring that rooms and resources are allocated effectively.
• Energy and utilities companies: Companies like ExxonMobil or National Grid can use scheduling software to manage meeting rooms for project planning, safety briefings, and regulatory compliance meetings, ensuring efficient use of space and resources.

Meeting room scheduling solutions are essential for efficient and effective management of conference spaces, especially in large organizations. By leveraging applications, comprehensive systems, and online solutions, companies can automate the booking process, enhance communication, and ensure that all necessary resources are coordinated. Upcoming sections will showcase leading solutions like Skedda, Robin, OfficeSpace, and Condeco then contrast capabilities on integrations, data reporting and other differentiation drivers.

Comparisons and Reviews of Various Conference Room Scheduling Apps 

In this section, we’ll take a look at some conference room scheduling software, including simple universal solutions like Outlook Calendar and Google Calendar, as well as specialized, extensive-capabilities software like Skedda and Robin. We’ll also showcase the Virto Calendar App for those working within the Microsoft ecosystem. 

Comparison criteria

To provide a thorough review of each tool, we will evaluate them based on the following criteria:

• Ease of use: How user-friendly is the software for scheduling and managing meetings?
• Key features: What are the main functionalities offered (e.g., real-time availability, resource management, integrations)?
• Scalability: How well does the software scale for different organizational sizes?
• Integration capabilities: How well does the software integrate with other tools and systems (e.g., email clients, collaboration platforms)?
• Cost: What is the pricing structure, and is it cost-effective for different types of organizations?
• Support and maintenance: What kind of customer support and maintenance services are provided?

👉What are some free conference room scheduling apps? There are several conference room scheduling software free options available. Google Calendar provides robust room management and booking capabilities. Doodle is a web based conference room scheduling tool that helps coordinate bookings efficiently. Calendly offers online scheduling for easy booking, Acuity Scheduling includes a free plan for managing conference room reservations, and Virto Calendar offers a 30-day free trial.

Reviews of best conference room scheduling software

Outlook calendar conference room scheduling 

Pic. 1. Example Outlook Calendar.

Outlook Calendar, a core component of Microsoft Outlook, is an integral tool within the Microsoft 365 suite, designed to streamline the scheduling and management of meetings and events. For businesses and individuals alike, Outlook Calendar offers a familiar, user-friendly interface that facilitates the coordination of schedules, ensuring seamless organization of daily activities.

When it comes to conference room scheduling, Outlook Calendar provides a basic set of features tailored to meet the needs of most collaborative work environments.

One of the standout features for Outlook conference room scheduling is the Room Finder tool. This tool allows users to easily locate and book available conference rooms across various locations. By integrating with Active Directory, Room Finder provides real-time availability of rooms, ensuring that users can quickly find and reserve a suitable space for their meetings.

In addition to booking conference rooms, Outlook Calendar allows users to reserve other resources, such as projectors, whiteboards, and catering services, ensuring that all necessary equipment and amenities are available for the meeting. This holistic approach to conference room resource scheduling management enhances the overall efficiency of meeting preparations.

Here’s a brief overview of Oulook Calendar against the stipulated criteria above:

• Ease of use: Highly user-friendly, especially for those already familiar with Microsoft Office products.
• Key features: Basic scheduling, meeting invitations, room availability, integration with Microsoft Teams and other Microsoft 365 applications.
• Scalability: Suitable for small to large organizations.
• Integration capabilities: Excellent integration within the Microsoft ecosystem.
• Cost: Included with Microsoft 365 subscriptions.
• Support and maintenance: Robust support through Microsoft’s extensive resources.

Google Calendar: conference room scheduling calendar 

Pic. 2. Google Calendar.

Google Calendar is a versatile and widely used scheduling tool that is part of the Google Workspace suite. It offers a clean, intuitive interface that simplifies the management of personal schedules, team meetings, and events. Designed to enhance productivity and collaboration, Google Calendar is accessible across various devices and integrates seamlessly with other Google services, making it an essential tool for both individuals and organizations.

When it comes to conference room scheduling, Google Calendar does have a range of features designed to streamline the booking process and ensure efficient use of meeting spaces. For instance, Google Calendar’s room booking capability allows users to browse and book available conference rooms directly from the calendar interface. The system can display real-time availability, ensuring that users can select an appropriate space without conflicts. Google Calendar allows users to book not only rooms but also other resources such as AV equipment, catering, and more. This comprehensive resource management ensures that all necessary amenities are reserved along with the room, enhancing meeting preparation and execution.

Google Calendar’s smart suggestions feature can recommend available rooms based on the size of the meeting and the attendees’ schedules. This AI-powered functionality helps users find suitable meeting spaces quickly and efficiently, reducing the time spent on coordination.

The following is a brief evaluation of Google Calendar based on the previously mentioned requirements:

• Ease of use: Intuitive and easy to use, especially for those familiar with Google Workspace.
• Key features: Basic scheduling, meeting invitations, room availability, integration with Google Meet and other Google Workspace tools.
• Scalability: Suitable for small to medium organizations.
• Integration capabilities: Excellent integration within the Google ecosystem.
• Cost: Included with Google Workspace subscriptions.
• Support and maintenance: Good support through Google’s help resources.

Skedda conference room scheduling software online 

Pic. 3. Skedda.

Skedda is a comprehensive workplace management software designed to streamline booking, scheduling, and office management processes. Skedda is built to cater to a wide range of use cases, from office scheduling and meeting room management to coworking spaces, universities, sports venues, labs, and parking facilities. Its versatility makes it an ideal solution for small and medium businesses, nonprofits, financial services, healthcare, government entities, and community organizations. The platform empowers users to seamlessly reserve desks, manage resources, and welcome visitors, all while providing detailed analytics to optimize space utilization and enhance the employee experience.

When it comes to managing conference rooms, Skedda stands out with its powerful and flexible scheduling capabilities. The platform eliminates the hassle of manually booking rooms and collaborative spaces, ensuring a smooth and efficient process for all users. Here are some key features that make Skedda an exceptional tool for conference room scheduling:

• Interactive floor plans: Skedda offers interactive floor plans that provide a visual representation of the workspace layout. This feature enhances engagement by allowing users to see the availability of conference rooms and book them directly from the map.
• Automations and custom rules: Skedda allows administrators to set up custom booking rules, permissions, and policies tailored to the organization’s specific needs. These automation rules can streamline the scheduling process and enforce usage quotas, ensuring fair access to conference rooms.
• Utilization insights: Skedda provides rich analytics that offer actionable insights into how and when conference rooms are used. These data-driven insights help organizations make informed decisions to maximize space efficiency and improve overall productivity.
• Visitor management: Skedda’s visitor management feature ensures a seamless experience for guests. From check-in to check-out, the platform provides a secure and efficient process for welcoming visitors and managing their access to conference rooms.

Below is a brief overview of Skedda’s main capabilities against our basic criteria:

• Ease of use: User-friendly with a clean interface.
• Key features: Advanced booking features, detailed analytics, customizable booking rules, online payments.
• Scalability: Ideal for both small and large organizations.
• Integration capabilities: Integrates with calendar tools, payment gateways, and other third-party apps.
• Cost: Offers a free tier with basic features; paid plans available.
• Support and maintenance: Responsive customer support with various support plans.

Robin cloud conference room scheduling 

Pic. 4. Robin.

From booking desks near your team to managing meeting rooms, uncovering valuable office insights, and simplifying visitor management, Robin provides a comprehensive solution. The platform’s ease of use is frequently praised by users from various industries, including professional services, creative agencies, healthcare, and telecommunications, among others. With a strong emphasis on security, reliable support, and streamlined adoption, Robin ensures that organizations can focus on what they do best while the platform takes care of the rest.

When it comes to conference room scheduling, Robin stands out with its intelligent and user-friendly features designed to streamline the booking process and enhance office collaboration. Here are some of the key capabilities:

• Simplified room booking: Robin provides an easy way for teams to reserve conference rooms, preview room availability, and grab spaces on-the-go. The platform offers smart meeting room suggestions based on capacity, resources, and technology, ensuring that users can book the right room with the right resources at the right time.
• Resource-based booking decisions: The system empowers teams to make better booking decisions by providing detailed information on available resources. Users can preview room options via the Robin dashboard or in-office tablets, facilitating informed choices that enhance meeting productivity.
• Seamless check-in and issue reporting: With Robin, checking into a meeting room is effortless. Users can confirm their meeting at the door or book an open space with a single tap. Additionally, any technical issues can be reported directly from the room display, ensuring that problems are promptly addressed.
• Workplace analytics: Robin offers strategic insights into conference room space utilization. Organizations can understand usage trends, repurpose underutilized rooms, and forecast future resource needs with accurate data. This analytics feature helps in optimizing office layouts and improving the overall meeting room setup.
• Automated features and AI-powered suggestions: The platform minimizes manual tasks with automated check-ins and smart room booking systems powered by AI. This automation reduces the guesswork involved in finding the right space, increasing productivity and decreasing confusion among teams.

And our main criteria:

• Ease of use: Intuitive and designed with a focus on office management.
• Key features: Room scheduling, desk booking, visitor management, analytics, integrations with Slack and Zoom.
• Scalability: Highly scalable for any size of organization.
• Integration capabilities: Integrates with numerous collaboration and productivity tools (Google Calendar, Microsoft Outlook, Slack, Microsoft Teams, Logitech, Crestron, etc.).
• Cost: Various pricing plans based on features and organization size.
• Support and maintenance: Excellent customer support and comprehensive online resources.

Condeco conference room scheduling app

Pic. 5. Condeco.

Condeco’s comprehensive suite of products simplifies the complexities of managing a dynamic workplace. By integrating seamlessly with popular tools like Microsoft Outlook and Teams, Condeco allows users to coordinate their schedules, book meeting spaces, and manage their workspace effortlessly. This integration, combined with robust security measures and industry-leading technology, makes Condeco a trusted solution for companies of all sizes and industries.

Condeco offers a range of advanced features designed to streamline the process of booking and managing conference rooms. Here’s an overview of its capabilities:

• Easy booking: Condeco simplifies the process of securing the meeting space you need. Users can find suitable spaces, check attendee availability, and make bookings quickly through various interfaces, including Outlook, mobile apps, and the Condeco web portal. This ensures that securing a meeting room is a straightforward and efficient process.
• Virtual meeting integration: Condeco supports hybrid and virtual meetings by allowing users to add Microsoft Teams or Zoom calls to their meeting space bookings. This integration ensures that whether meetings are in-person, virtual, or a combination of both, everyone can collaborate seamlessly. Calls can be initiated with a single click, enhancing productivity and connectivity.
• Dynamic space management: When meeting plans change, Condeco automatically adjusts bookings. The system checks for available rooms at the new time, moves the booking if necessary, and updates all associated services. This feature reduces the stress of rescheduling and ensures that all attendees and service vendors are kept informed.
• Administrative tools: Condeco provides a bird’s-eye view of all bookings, allowing administrators to oversee room status and additional services like catering. The platform supports quick booking, room swapping, and extending meetings, ensuring that space is always used efficiently and effectively.
• Customizable room settings: Each meeting space can be customized within Condeco to suit specific needs. Rooms can be set to self-serve, managed, or blind-managed, ensuring they are utilized appropriately and efficiently.
• Add-ons and hardware: To enhance the workspace experience, Condeco offers additional hardware such as meeting room screens and Wayfinder devices. These tools help users navigate the office and manage their meetings more effectively.

And our criteria:

• Ease of use: Comprehensive but may require a learning curve.
• Key features: Room and desk booking, visitor management, workspace utilization analytics, mobile app.
• Scalability: Suitable for medium to large organizations.
• Integration capabilities: Integrates with Microsoft Outlook, Teams, and other enterprise tools.
• Cost: Premium pricing with enterprise-level features.
• Support and maintenance: Strong customer support with dedicated account management.

OfficeSpace conference room software scheduling 

Pic. 6. OfficeSpace.

OfficeSpace offers a suite of tools that cater to every aspect of workplace management, from planning and booking spaces to connecting employees and gaining critical workplace insights.

The platform is built to meet the demands of today’s hybrid work environment, allowing organizations to seamlessly integrate their physical and virtual workspaces. 

With features like drag-and-drop space planning, real-time desk and room booking, and an interactive visual directory, OfficeSpace ensures that teams can collaborate effectively, regardless of where they are. 

The platform also comes fully integrated with popular tools like Microsoft, Google, Slack, and Zoom, making it easier for teams to manage their workspaces without juggling multiple applications. The platform also provides robust analytics and reporting capabilities, enabling organizations to make data-driven decisions about their workplace strategies.

When it comes to conference room scheduling, OfficeSpace offers a range of powerful features that make finding, booking, and managing meeting spaces simple and efficient:

• Interactive real-time floor plans: Employees can search for and book conference rooms using interactive, real-time floor plans available on any device. Whether at their desk or on the go, employees can view the availability of rooms and book them instantly.
• Advanced search options: The platform allows users to search for meeting spaces based on specific criteria such as room features (e.g., TV, phone) or location. This advanced search functionality ensures that employees can find the right room to meet their needs quickly.
• Real-time availability: OfficeSpace updates room availability in real time, so users can see when rooms are free the moment they become available. This reduces the likelihood of double bookings and ensures efficient use of meeting spaces.
• Room displays: Interactive room displays enable employees to book available rooms and check into impromptu meetings on the spot. This feature is particularly useful for last-minute meeting needs.
• Outlook add-in: Coordinating meetings across multiple rooms and locations is simplified with the Outlook add-in. It helps find the right rooms for all attendees, regardless of whether they are working from the office, another building, or home. The add-in also attaches office maps to calendar invites, helping everyone locate their meeting room quickly.
• Room booking dashboard: Managers can use the Room Booking Dashboard to spot trends in room usage through real-time dashboards. This insight helps optimize room setups to better support employees’ needs.
• Auto-release functionality: To maximize room availability, the auto-release feature frees up rooms automatically if a meeting owner fails to check in. This ensures that no room is left unused due to no-shows.
• Compatibility with room display hardware: The platform supports a wide range of room display hardware, including iPads, Android tablets, and Crestron screens, providing flexibility in how organizations choose to display room availability and booking information.

And our main criteria:

• Ease of use: User-friendly with a focus on space management.
• Key features: Room and desk booking, space management, move management, reporting.
• Scalability: Suitable for medium to large organizations.
• Integration capabilities: Integrates with various collaboration tools and facility management systems.
• Cost: Pricing varies based on features and organization size.
• Support and maintenance: Excellent support with personalized assistance.

Joan conference room scheduling program 

Pic. 7. Joan.

With a suite of products and solutions, Joan offers a seamless way to manage meeting rooms, desks, assets, visitors, and digital signage—all through an integrated platform that enhances productivity and collaboration.

Joan’s devices, such as Joan 6 RE, Joan 6 Pro, and Joan 13, feature sleek e-paper displays that are both aesthetically pleasing and functional. These devices can be mounted on any surface, including glass and wood, without the need for drilling or cables, making them a versatile choice for any office setting. With a battery life of up to three months on a single charge, Joan ensures uninterrupted service, reducing the maintenance burden on office staff.

Joan excels in conference room scheduling, offering a robust solution that eliminates the common issues of double bookings and meeting interruptions. Here’s how Joan enhances conference room management:

• Calendar integration: Joan seamlessly syncs with popular calendar tools such as Google Workspace, Office 365, Outlook, and iCal. This integration ensures that room availability is always up-to-date and visible to all users, preventing scheduling conflicts and enabling smooth coordination.
• Real-time room availability: The e-paper displays on Joan devices show real-time room availability, making it easy for employees to see which rooms are free or booked at a glance. This feature is particularly useful in busy office environments where room availability can change rapidly.
• Multiple booking options:
  • Via calendar: Employees can book rooms directly through their existing calendar applications by adding the room resource. Joan takes care of syncing and updating the room status across all devices.
  • On the spot: For impromptu meetings, rooms can be booked directly on the touchscreen of the Joan device. Users can check the schedule, select the meeting duration, and confirm the booking instantly.
  • Mobile app: Joan also offers a mobile app that allows for room booking on the go. This is especially convenient for Outlook users or in multi-tenant environments where calendar sharing might be limited.

• Customizable and intuitive: Joan’s system is highly customizable, allowing organizations to tailor the interface and functionality to their specific needs. The intuitive design ensures that even those who are not tech-savvy can use the system with ease.
• Advanced analytics: Joan provides advanced analytics that offer deep insights into meeting room usage, attendance, and scheduling patterns. These analytics help organizations optimize their workspace, making data-driven decisions to enhance efficiency and productivity.

Plus, key criteria:

• Ease of use: Simple and straightforward interface.
• Key features: Room booking, display solutions, analytics, integrations with major calendar systems.
• Scalability: Best suited for small to medium-sized organizations.
• Integration capabilities: Integrates with Google Calendar, Microsoft Outlook, and others.
• Cost: Competitive pricing with various plans.
• Support and maintenance: Good customer support with an emphasis on ease of use.

Virto Calendar App SharePoint conference room scheduling tool 

Pic. 8. Example Virto Calendar.

The Virto Calendar App is a robust tool designed to streamline the management of multiple calendars within Microsoft 365 and SharePoint Online environments. The app allows users to aggregate and overlay various calendars, including Exchange Online and Google calendars, into a single, centralized view. It is particularly useful for teams and organizations that need to synchronize their schedules, manage events, and ensure everyone is on the same page.

The app also supports color-coding for different events and sources, making it easier to distinguish between various types of activities. Users can switch between daily, weekly, monthly, and even Gantt chart views to get the perspective they need.

The Virto Calendar App is also deeply integrated with Microsoft Teams, allowing users to add the calendar as a separate tab within a Teams channel. This integration ensures real-time updates and seamless communication among team members. Additionally, the app supports the creation of events and Teams meetings directly within the calendar interface, enhancing productivity and collaboration.

When it comes to conference room scheduling, the Virto Calendar App offers several features that make it a good option:

• Centralized view of meeting rooms: The app allows users to overlay calendars of different meeting rooms within the organization. This centralized view helps in quickly assessing room availability and scheduling meetings without conflicts.
• Color-coded event categories: Each meeting room can be assigned a specific color, making it easy to identify which rooms are booked and which are available at a glance. This visual distinction simplifies the process of finding and reserving a room.
• Integration with Outlook and SharePoint: Users can combine their Outlook calendars, including shared meeting rooms, with SharePoint calendars. This integration ensures that all room bookings are visible in one place, preventing double bookings and scheduling conflicts.
• Real-time updates and notifications: Any changes in the booking status of a room are updated in real-time, ensuring that everyone has the most current information. The app can also send notifications to users about upcoming meetings or changes in room availability.
• Booking from Microsoft Teams: With the Virto Calendar integrated into Microsoft Teams, users can book conference rooms directly from their Teams interface. This feature is particularly useful for teams that rely heavily on Teams for communication and collaboration.
• Recurring events and busy status filters: The app supports recurring events, which is essential for regular meetings that need a consistent room booking. Additionally, users can filter rooms based on their busy status, helping them find available slots more efficiently.
• Mini calendar for quick view: The mini calendar feature provides a compact view of all events, including room bookings. This feature is handy for quickly checking room availability without navigating through the full calendar.
• Support for external calendars: The app can integrate with external iCal feeds, allowing users to include bookings from external systems or public calendars. This feature ensures that all scheduling information is consolidated in one place.
• Equipment booking system: The system allows for the booking of various types of equipment, from office technology to specialized machinery. This unified approach ensures that all equipment bookings are handled efficiently.

Plus, our key criteria

• Ease of use: Highly user-friendly for Microsoft ecosystem users.
• Key features: Room and resource booking, calendar overlays, color-coded events, integration with SharePoint and Microsoft Teams.
• Scalability: Suitable for small to large organizations.
• Integration capabilities: Excellent integration within the Microsoft ecosystem.
• Cost: Pricing based on features and user count.
• Support and maintenance: Strong support through VirtoSoftware’s resources.

Software	Ease of use	Key features	Scalability	Integration capabilities	Cost	Support and maintenance
Outlook Calendar	Highly user-friendly, especially for Microsoft Office users	Basic scheduling, meeting invitations, room availability, integration with Microsoft Teams and other Office 365 applications	Suitable for small to large organizations	Excellent integration within the Microsoft ecosystem	Included with Office 365 subscriptions	Robust support through Microsoft’s extensive resources
Google Calendar	Intuitive and easy to use, especially for Google Workspace users	Basic scheduling, meeting invitations, room availability, integration with Google Meet and other Google Workspace tools	Suitable for small to large organizations	Excellent integration within the Google ecosystem	Included with Google Workspace subscriptions	Good support through Google’s help resources
Skedda	User-friendly with a clean interface	Advanced booking features, detailed analytics, customizable booking rules, online payments	Ideal for small to large organizations	Integrates with calendar tools, payment gateways, and other third-party apps	Free tier with basic features; paid plans available	Responsive customer support with various support plans
Robin	Intuitive and designed with a focus on office management	Room scheduling, desk booking, visitor management, analytics, integrations with Slack and Zoom	Highly scalable for any size of organization	Integrates with numerous collaboration and productivity tools	Various pricing plans based on features and organization size	Excellent customer support and comprehensive online resources
Condeco	Comprehensive but may require a learning curve	Room and desk booking, visitor management, workspace utilization analytics, mobile app	Suitable for medium to large organizations	Integrates with Microsoft Outlook, Teams, and other enterprise tools	Premium pricing with enterprise-level features	Strong customer support with dedicated account management
OfficeSpace	User-friendly with a focus on space management	Room and desk booking, space management, move management, reporting	Suitable for medium to large organizations	Integrates with various collaboration tools and facility management systems	Pricing varies based on features and organization size	Excellent support with personalized assistance
Joan	Simple and straightforward interface	Room booking, display solutions, analytics, integrations with major calendar systems	Best suited for small to medium-sized organizations	Integrates with Google Calendar, Microsoft Outlook, and others	Competitive pricing with various plans	Good customer support with an emphasis on ease of use
Virto Calendar App	Highly user-friendly for Microsoft ecosystem users	Room and resource booking, calendar overlays, color-coded events, integration with SharePoint and Microsoft Teams	Suitable for small to large organizations	Excellent integration within the Microsoft ecosystem	Pricing based on features and user count	Strong support through VirtoSoftware’s resources

Recommendations based on assessments

• Outlook Calendar: Best suited for organizations already within the Microsoft ecosystem. Ideal for businesses of all sizes that need seamless integration with other Microsoft 365 tools and a familiar interface.
• Google Calendar: Perfect for organizations using Google Workspace. It’s a great choice for businesses of any size looking for an intuitive and easily accessible scheduling tool.
• Skedda: A versatile option for organizations needing advanced booking features and detailed analytics. Suitable for both small and large organizations, particularly those that require customizable booking rules and support for online payments.
• Robin: Ideal for companies of any size looking for comprehensive office management solutions, including room and desk booking, visitor management, and integration with various collaboration tools.
• Condeco: Best for medium to large organizations that require extensive workspace management features, including visitor management and workspace utilization analytics. Suitable for enterprises needing robust integration with Microsoft tools.
• OfficeSpace: Suitable for medium to large companies that need detailed space management capabilities, including move management and reporting. It’s a great choice for organizations looking to optimize their office space usage.
• Joan: Best for small to medium-sized businesses seeking a straightforward and cost-effective room booking solution. Ideal for organizations that need simple integration with major calendar systems.
• Virto Calendar App: Excellent for organizations within the Microsoft ecosystem. It’s particularly well-suited for businesses of all sizes that need robust integration with SharePoint and Microsoft Teams, along with advanced room and resource booking features.

By assessing your specific needs and the unique features of each tool, you can choose the most appropriate conference room scheduling software for your organization. Each of these solutions offers distinct advantages that cater to different operational requirements and scales, ensuring that you can find a perfect fit for your scheduling and resource management needs.

👉 What is EMS room scheduling? EMS software is yet another reservation platform and scheduling software that can help manage conference room bookings and shared space utilization. Features include real-time availability, integrated calendar tools, customizable setups, reporting, and automated notifications. We’ve reviewed EMS software in our previous article in the series, so you may refer to it for a more comprehensive overview: Classroom Scheduling Software Guide.

Create a Meeting Room Calendar in Outlook Calendar

Outlook Calendar is the most popular tool for organizations and corporations when it comes to scheduling and managing meetings. Given its widespread use, users often have questions about how to properly manage conference room bookings using Outlook. Below, we will walk you through the process of creating a conference room calendar in Outlook and provide some useful tips and tricks to streamline your booking process.

Why use Outlook Calendar for conference room bookings?

Outlook Calendar is a robust and user-friendly tool that integrates seamlessly with other Microsoft Office applications. It offers a centralized platform where users can schedule meetings, book conference rooms, and manage their daily agendas efficiently. The familiarity and reliability of Outlook make it the go-to solution for meeting room management in many organizations.

How to create a conference room calendar in Outlook?: Step-by-step guide to creating a conference room calendar in Outlook on the web

1. Open Outlook: First, navigate to Outlook on the web. Ensure you are signed in with your corporate account that has the necessary permissions to manage resource calendars.
2. Access calendar view: In the left sidebar, click on the calendar icon to switch to the Calendar view.
3. Create a new calendar:

• On the left pane, under “My calendars,” click on the “Add calendar” button.

Pic. 9. Navigating to the calendar view in the left-hand panel and selecting “Add calendar”.

• In the “Add calendar” pane, select “Add from directory.”

4. Select room list

• Find room list: In the “From directory” field, type the name of the room list or the specific conference room you want to add. Your organization’s directory will display matching results.

Pic. 10. Adding your desired room list or an individual conference room from directory.

• Add rooms to calendar: Click on the room list or the individual conference room name that you want to add to your calendar. Click on the “Add” button to include the selected room or room list in your calendar.

5. View room availability: The selected conference rooms will now appear under “Other calendars” or a similar section in your calendar view. Click on the room name to view its availability. This will display the room’s calendar alongside your personal calendar.

Pic. 11. Your new room list in calendar view.

6. Book a conference room

• Create a new event: Click on the “New event” button located at the top of the calendar view.
• Add details: In the event creation pane, fill in the meeting details such as title, attendees, date, and time.
• Add room: In the “Search for a room or location” field, type the name of the conference room you wish to book. Select the room from the search results.

Pic. 12. Adding a room to your new event.

• Save event: Once all details are filled in, click “Save” to schedule the meeting. The conference room will be booked for the specified time, and the event will appear on both your calendar and the room’s calendar.

Useful tips and tricks

1. Set permissions carefully

Ensure that only authorized personnel can book conference rooms to avoid double bookings and conflicts. You can manage permissions by right-clicking on the room calendar, selecting “Properties,” and configuring the permissions under the “Permissions” tab.

2. Use room lists

If your organization has multiple conference rooms, use room lists to group rooms by location or type. This makes it easier to find and book the right room.

3. Check availability before booking

Always check the room’s availability before booking to ensure that it is free at your desired time. Use the Scheduling Assistant in Outlook to find a time when both the room and required attendees are available.

4. Use meeting reminders

Set reminders for your meetings to ensure that you and your attendees are notified ahead of time. This helps in starting meetings on time and making the most of your booked room.

5. Sync with mobile devices

Sync your Outlook calendar with your mobile device to manage bookings on the go. This ensures that you can view and make changes to your meeting room bookings anytime, anywhere.

By adhering to these guidelines and applying these suggestions, you can adeptly handle your conference room reservations through Outlook Calendar, ensuring smooth and efficient scheduling.

Creating a Meeting Room Calendar Using Virto Calendar App

While Outlook Calendar is a popular choice, the Virto Calendar App offers enhanced functionality and seamless integration with Microsoft 365 (M365), Microsoft Teams, and SharePoint (both Online and On Premise). This section will introduce the Virto Calendar App, highlight its advantages over the standard Outlook Calendar, and provide a step-by-step guide to booking a conference room.

Advantages of Virto Calendar App over standard Outlook Calendar

• Unified calendar view: View multiple calendars from different sources (M365, Microsoft Teams, SharePoint) in a single interface, reducing the need to switch between platforms.
• Advanced filtering and sorting: Filter and sort calendar entries by various criteria such as resource type, location, or booking status, making it easier to find available meeting rooms.
• Color-coded entries: Use color-coding to differentiate between different types of bookings (e.g., meetings, equipment reservations), enhancing visual clarity.
• Real-time updates: Get real-time updates across all integrated platforms, ensuring that booking information is always current.
• Customizable views: Customize calendar views to suit your needs, whether it’s a daily, weekly, or monthly overview.

Step-by-step guide to booking a conference room with Virto Calendar

To book a conference room using Virto Calendar, follow these step-by-step instructions:

1. Access calendar settings

• Open Virto Calendar: Navigate to the Virto Calendar application on your device.
• Edit calendar: Look for the settings option, typically indicated by an “Edit Calendar” icon. Click on this icon to access the calendar settings.

Pic. 13. Navigating to calendar settings.

2. Configure meeting room information

• Navigate to Exchange settings: Scroll down in the settings menu until you find the “Exchange settings” section.

Pic. 14. Navigating to Exchange settings.

• Input email addresses: Locate the field where you can type email addresses. Enter the email address or addresses used by your company for booking meeting rooms. You can input multiple addresses if needed.

Pic. 15. Inputting emails.

3. Save changes

• Display all calendars: Check the box for “Display all” to ensure all meeting rooms are shown.
• Save and open: Click on “Save and open” to apply the changes and integrate the meeting rooms into your calendar.

4. Verify integration

• Review calendar: Return to the main calendar view. Verify that the meeting rooms linked to the provided email addresses now appear in your calendar.

Pic. 16. Reviewing your calendar.

Additional notes:

• You can also add other users’ calendars following the same method. If a user has shared multiple calendars, all of them can be added.

By following these steps, you are able to integrate meeting room schedules into your Virto Calendar, allowing for a streamlined and unified booking experience. If you need more detailed information or encounter issues, please refer to VirtoSoftware’s support documentation, contact us for assistance, or schedule a demo to review all functionality in more detail as well as ask all your burning questions. 

Conclusion

In this comprehensive guide, we explored critical foundations around conference room management—from recognized benefits to common scheduling obstacles. Central tenants helping to govern spaces, align availability to demand, and enhance user experiences were highlighted as well. 

When assessing conference reservations platforms, prioritize configurable rules to mirror workflows, usage analytics for data-driven decisions, and support for mobile access enhancing employee convenience. Integrations with existing calendar systems also minimize disruptions.

For those interested in discovering firsthand how dedicated scheduling technology can unlock productivity, sign up for a personalized Virto Calendar demo. The walkthrough showcases ease of use for admins and employees alike. Users can also pilot the software via a 30-day free trial.

For more information, readers are welcome to peruse the following resources:

• Meeting Room Management
• Meeting Room Booking System Software
• Corporate Events Calendar
• Corporate Events Planning
• Classroom Scheduling Software
• Equipment Scheduling Software
• Room Scheduling Software
• Streamline Corporate Events Planning with Virto Calendar App
• Meeting Rooms & Resource Booking Process with VirtoSoftware