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Meeting Room Booking

Schedule the rooms, resources and services you need, quickly and easily. Better manage your meeting rooms, keeping your cool with information at the ready.

Break free from legacy debt. We engineer seamless digital experiences, modern cloud-native architectures, and AI-powered backends that accelerate performance across your front and back offices.

// About EasyMeetings

Single platform to book meeting rooms, services and equipments

EasyMeeting empowers your employees to book resources such as meeting rooms, equipment, cafeteria services etc. in one streamlined workflow right from their desk or mobile making it easier for your employees to meet.

EasyMeeting (Meeting Room Booking Software) helps you to maximize your meeting room space, reduce administration time and introduce smarter booking processes into your workplace. Take advantage of real-time room availability, approval workflows, and reporting to empower your organization to transform into a digital work place.

EasyMeetings
// Features

Conflict-Free Meeting Room Booking

  • Shows room availability at a glance and lets users make bookings quickly and easily.
  • Lets users view rooms across multiple locations, making it ideal for booking video conferences and complex multi-location meetings in a few simple steps.
  • Room booking supports both managed bookings, where users submit a booking request, and self-serve booking, where users can make their own booking

Meeting Resource Management

  • Set up catering items or equipment and assign them to meeting rooms or locations.
  • Ability to search and book meeting rooms based on available services and equipment.
  • Clearly view the status of catering and service orders along with the other information.
  • Different items can be booked over the day as they are required and available, providing maximum use of resources and time.

Integration

  • You'll save time because EasyMeeting works with your meeting appointment/invitation and gives you a unique overview of all the meeting rooms available.
  • Book meetings in the calendars that you already use and improve your existing calendar experience with EasyMeetings functionality.
  • When searching for a place to book, the plugins filter spaces by availability, location, capacity, and amenities.

Reports & Analytics

Fully integrated and synchronized digital meeting room signage helps users find unoccupied meeting rooms in seconds and prevent meeting interruptions and booking misunderstandings. Let visitors know they're in the right place by displaying it on wall-mounted room signs with at-a-glance room availability and real-time event information.

EasyMeetings reporting provides you with measurable data that shows how your workspace performs when it comes to meetings and meeting rooms. See your office and meeting rooms in full context with all available data about utilization so you can optimize available spaces across the entire organization.

Check-In / Check-Out

Check in to the meeting room to enhance meeting room utilization instantly. No more no-shows. When the meeting is about to start, you simply tap the Check-in button to confirm that the room belongs to you. If the meeting finishes early, end it with one tap and the room is released and free for others to use. If the user doesn't check-in, the room is released to allow other users to book it. This is to make sure that the room is properly utilized. Sometimes meetings take longer than expected. If you need extra time, you can instantly view any upcoming bookings or availability, and extend the meeting with as much time is available, all from the intuitive display.

Use our display device or choose any device you like

EasyMeetings gives you flexibility to choose any android or ipad device and our EasyMeetings display application provides all the above features. If you are looking for POE based device, we provide 7 inches or 10 inches devices which comes with LED indicator for free/busy room status, wifi, wall or glass amount and RFID card reader for easy booking or check-in/out.

Room Finder or Floor View

Give people at your workplace a complete floor view of your office and meeting room status at a glance. You'll increase operational efficiency, enable people to meet more effortlessly, and let your employees spend time on what's important instead of helping others with directions. With RoomFinder, you no longer have to worry about employees searching for meeting rooms.

// Anytime Anywhere

Manage or book meeting rooms anytime and from anywhere

Now quickly search the right room, book it and even extend your meetings using our iOS and Android mobile app.
Our Mobile App offers Check-in and reminders so that employees can easily confirm their reservations.

EasyMeetings
View available rooms, get reminders and schedule your meetings on the fly

EasyMeeting mobile app puts workplace tools into the hands of the user no matter where they are. Get ready to make check-in even easier and offer smarter ways to find spaces to book. Our mobile app offers Check-in, extend and reminders so that employees can easily confirm their reservations.

  • Search for the best space by filtering for availability, amenities, capacity, and location.
  • See agenda for the day and details about upcoming meetings
  • Automatically or manually check into meetings on arrival.
  • While in the meeting, take meeting notes, record attendance, and assign tasks and send the minutes of the meeting to all attendees without loosing a single point discussed

Improve visibility with the EasyMeetings mobile application and make sure your employees are getting the most out of your existing workspace facilities. Make your employees know about a variety of spaces, technologies and other amenities available in your offices.

EasyMeetings
// Edge Infrastructure
Ambient Wall-Mounted Touch Displays

Eradicate physical meeting disruptions down to zero. Deploy responsive interactive tablet signage outside room entry frames to lock down continuous visibility paths for team groups.

  • Auto-Release for No-Shows: Require users to tap check-in markers within 10 minutes of start time. If forgotten, the platform auto-releases blocks immediately.
  • High-Visibility LED Tubes: Drive physical status updates across long halls via wrapped side-rail green, amber, or red structural status lights.
  • Contactless NFC/Badge Reader: Support employee security card check-ins or quick mobile phone QR badge taps directly at the glass edge mount frame.
// About EasyMeetings

Get in-depth visibility of your meeting rooms and other resources usage

With EasyMeetings reporting and analytics solution, administrators can get real-time data that can
closely monitor exactly how your meeting rooms are used right across the organization.

View Utilization

EasyMeetings reporting provides you with measurable data that shows how your workspace performs when it comes to meetings and meeting rooms. See your office and meeting rooms in full context with all available data about utilization so you can optimize available spaces across the entire organization.

EasyMeetings

FAQs

Find answers to the most common questions about Meeting Room Booking (EasyMeetings)

Meeting Room Booking Software is a workplace management solution that allows employees to reserve meeting rooms, avoid scheduling conflicts, manage room availability, and optimize office space utilization through a centralized booking platform.

Employees can search available meeting rooms, view amenities and capacity, book rooms instantly, receive confirmations, and manage reservations through a web portal, mobile app, or Microsoft Outlook integration.

Organizations use meeting room booking software to eliminate double bookings, improve meeting room utilization, simplify scheduling, and provide employees with a seamless booking experience.

Yes. EasyMeetings can integrate with Microsoft Outlook, Microsoft Teams calendars and google workplace suite allowing employees to book meeting rooms directly from their existing scheduling tools.

Yes. Users can schedule one-time or recurring meetings and manage changes from a single interface.

Yes. The software supports booking from desktops, tablets, and Android and IOS mobile devices, enabling reservations from anywhere.

Yes. Room availability is updated instantly to prevent duplicate bookings and scheduling conflicts.

Yes. EasyMeetings allows users to check in and check out to make sure that not only the meeting rooms are booked but they are occupied on time. This results in proper usage of the work space. Users can check in to the meeting room using OTP, their login credentials or using their access control card.

It’s an android application for Tablets mounted outside every meeting room. Once integrated with your meeting room calendar, it will display the current meeting room status, all upcoming meeting for the day, a calendar application to display meeting room availability across the dates, option to check in, check out and reserve the meeting room.

With Tablet application you can
  1. View current status of the meeting room
  2. Check all meetings scheduled in the meeting room
  3. Mark the room as occupied when you are using the meeting room
  4. Book ad hoc meetings while walking into the meeting room so that all meetings are tracked.
  5. Extend the booking time if needed.

Yes. A video or presentation can be played on tablet when room is idle or available. You simply need to upload the desired video / presentation via our web portal.

Yes. While booking the meeting room you can order the food. The refreshment order directly goes to pantry.

Yes. Visitors can be pre-registered during meeting creation, allowing reception teams to prepare visitor badges and streamline check-in.

Yes. Administrators can monitor:
  • Room utilization
  • Peak booking hours
  • Frequently used rooms
  • Department-wise usage
  • No-show meetings
  • Booking trends

Yes. Both deployment options are available depending on your organization's security and compliance requirements.