A room booking system is the record of the office's own rooms and who has them when, and for the office manager who owns three huddle rooms and a boardroom it is judged by two figures the calendar cannot produce: the demand against the rooms' capacity and the bookings nobody turned up for. An online room booking system is the same record reached from a browser; the best room booking software is the one that works those figures from the live record rather than showing a calendar with a logo. This page is about what the record must hold, and the free booking demand sheet on this site works the first figure from the office's own numbers with no account.
What the record holds
Rooms with their bookable hours, bookings with their organiser, length and check-in, recurring slots with their owner, and the requests that found no room. The last is the one a calendar never keeps, and it is the demand figure: 162 requests a week at an hour and a half against six rooms at nine hours a day is 90% of capacity and 5.4 rooms needed on the worked example, from the booking demand sheet on this site.
The check-in, and what it reveals
A booking with a check-in is a booking that happened; one without is a no-show, and the no-show sheet on this site works what an auto-release rule gives back: 18 no-shows a week at an hour and a half is 27 room hours lost and 24 recovered by a ten-minute release on the worked example. A room booking system that cannot record the check-in cannot work the figure.
Judging the best room booking software
Bring the sheets' figures to the demo: utilization before and after no-shows, demand against capacity, rooms needed at a target. Ask the vendor for the same from its demo data and the year's price for every room. This site publishes no ranking; Huddlevo Pro keeps the rooms, bookings, check-ins and agendas at one flat price, and the sheets stay free.
Questions people ask about room booking system
What must a room booking system record?
Rooms with hours, bookings with organiser, length and check-in, recurring slots, and the requests that found no room; the free booking demand sheet works the demand figure.
Is an online room booking system different?
Same record, reached from a browser; the figures it must work are the same.
How is the best room booking software judged?
By whether utilization, demand and no-shows come out of the record; this site publishes no ranking and the sheets are the specification.