A meeting room booking application, in the search as opposed to the app store, is the office's own system for its own rooms: the thing a receptionist or an office manager runs, rather than the thing an organiser taps on a phone. Its job is the record: every room with its bookable hours, every booking with its organiser and its check-in, every recurring slot with its owner, and every release when nobody came. This page says what a meeting room booking application must keep for the office that owns the rooms, why the utilisation figure it reports has to be the one after no-shows, and where the free sheets on this site work that figure from the office's own bookings with no account.
The record the application keeps
Rooms, bookable hours, bookings, organisers, check-ins, recurring slots and releases, each dated and each against the room. An application that keeps those can answer the lease review's question from a year of bookings; one that keeps only the calendar cannot say how many of those bookings happened. The paid plan on this site keeps exactly that record under the office's own name.
Utilisation, the figure after no-shows
Booked hours over bookable hours is what the calendar says; less the hours nobody used is what the office got. The utilisation sheet on this site works both, 50% and 40% on the worked example, from rooms, hours, bookings, length and the no-show rate. An application that reports the first figure and not the second has reported the calendar.
Choosing an application for a small office
Ask for the record above on one screen per room, ask for utilisation after no-shows on the report, ask for the release rule to be the office's, and ask for the export. The guide this page supports covers what an online booking system must do for the office that owns the rooms. Huddlevo Pro keeps the record at one flat price; the sheets are free either way.
Questions people ask about meeting room booking application
What is a meeting room booking application?
The office's own system for its own rooms: the record of rooms, bookings, check-ins, recurring slots and releases, and the utilisation and demand figures worked from it. The free sheets on this site work those figures; the paid plan keeps the record.
What utilisation should a booking application report?
Both: booked hours over bookable hours, and the same less the hours lost to no-shows. The free utilisation sheet works them from five figures with no account.
Does Huddlevo need a display outside each room?
No. Check-ins can be recorded from the organiser's phone or by the receptionist; Huddlevo sells no hardware. The free sheets need no account at all.