Meeting Room Booking System

The Meeting Room Booking system that takes care of the room booking process from start to finish.

Make Room Booking Frictionless

Flowscapes state-of-the-art Room Booking System takes care of the booking process from start to finish. Whether you want to book a room for an informal meeting, a formal meeting, send invitations to guests, or find your way to your booked room, Flowscape has you covered. The solution's scalability makes it suitable for any business size.

Integrate Flowscapes Room Booking System to your existing calendar system such as Google calendar. Flowscapes solution and room scheduling software will automatically select the best room or meeting room and rank them based on their suitability for your requirements.

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With Flowscape Meeting Room Booking System, you will be able to

  • Get an overview of all meeting rooms in your office
  • Book Meeting Rooms directly or in advance
  • Find your booked meeting room with wayfinding
  • Book via your existing calendar and invite participants
  • Eliminate ghost bookings with check-in
  • Show status for drop-in rooms with sensors and Busy Lights
  • Add Room Displays for effective Room Management
  • Analyze Room Utilization

Ongoing meeting

Our Room Booking System

Clear Meeting Room Overview

The FlowMap gives you a clear overview of all meeting rooms at your office, while also giving you the ability to book one with just 2 clicks. The FlowMap displays all available meeting rooms with clear color indication, so you always know what’s available. By clicking on a meeting room on the map, you can see the schedule for the day and evaluate if you can use it depending on your time frame.

kiosk

Book Meeting Rooms Directly or In Advance

Meeting rooms can be booked directly or in advance with just a few clicks by using Flowscape's mobile app, web application, Outlook Plug-in or Room Displays. By using the Room booking wizard or filter functionality, you can search for the most suitable meeting room depending on equipment needed, number of seats required and location preference.

iOS wizard

Find the Meeting Room Within Seconds

Flowscapes Wayfinding functionality allow employees to find Meeting Rooms within seconds. Before a meeting, a reminder will appear on all the participant’s desktop and in their Flowscape mobile app with the location of the meeting room. The app and Flowscape’s Kiosk screen have a built-in Wayfinder that guides you to the meeting room. Booked Meeting rooms are always easily accessible through the Flowscape app under “booked resources”.

woman wayfinding

Integrate With Your Existing Calendar System

Book Meeting rooms in the same way as you have always done. Flowscape’s outlook plug-in not only helps you book a room, but it also guides you to select the optimum room using our scoring system, which prioritizes them from the best to the least suited. Invite participants to your meeting, and they will be able to find the location of the meeting room in the smartphone app or webapp with just one click.

rumsbokning outlook plugin

Eliminate Ghost Bookings with Check-in Functionality

As no-shows for a booked room creates unnecessary frustration, Flowscape’s Room Booking System can require attendees to check-in before the meeting starts, either from the app, by email or by using Room Displays. You can select when the reminder is sent out and when the check-in time ends. When the check-in grace period ends without the meeting starts, the meeting room becomes available for others to book.

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Show Availability of Your Drop-in Rooms

Flowscape’s Meeting room booking system also includes solutions for the non-bookable rooms, which are designated for ad hoc meetings. If you install a Flowscape sensor in the room, the status is indicated on the map, so you know which rooms are available without having to walk around searching. Install our Busy Lights outside these meeting rooms so availability can be shown at a distance.

outside phone booth

Add Room Displays for Effective Room Management

Make the meeting rooms schedule visible for everyone and create an effective work environment. If you prefer a physical meeting room display, Flowscape’s elegantly designed panels have a high-resolution touch screen and LED light which indicates the availability of the meeting room. Alternatively, Flowscape can install stand-alone busy lights outside the meeting rooms to visually indicate the room’s availability.

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Request Cleaning or Report Equipment Errors

If you notice that something in the room does not work properly, you can use the Flowscape mobile app to report the problem in Flowscape’s housekeeping system and the information will be sent to the nominated person. Colleagues that have booked the room afterwards will see a warning triangle that something is not working correctly, and they can decide whether to select another room. The warning triangle will appear to everyone on the Flowscape map. 

Conference room fault reporting

Reporting & Analytics

Flowscape’s Meeting room booking system produces valuable data on how meeting rooms are booked and utilized. It shows which rooms are the most popular and which services are in-demand. If you add our presence sensors, you will obtain detailed utilization data for each meeting room, and if you opt for our people counting sensors, you will be able to compare the number of attendees against the capacity of the respective rooms for each meeting.

room utilization - Flowmanager

Key functionalities

FlowMap

Our 3D interactive maps will display all office resources and meeting spaces with clear color indication. Flowscape is the acknowledged market leader in terms of quality, user friendliness, adaptability, and function.

Flexible Bookings

Meeting Rooms can be booked directly or in advance by using our Smartphone app, Webapp, Outlook plug-in, Room Displays or Kiosk Screens. A very easy and user friendly way to schedule meetings.

Calendar Integration

Integrate Flowscapes room scheduling software and booking system to your existing calendar system. Flowscapes solution will automatically select the best meeting spaces or room and rank them based on their suitability for your requirements.

Wayfinder

The built-in wayfinder in the mobile app and Kiosk Screen shows the most optimal route to all office resources. Personal bookings can be easily accessed through "My Bookings" in the Flowscape app.

Fault Reporting

Employees can send fault reports to property managers, cleaning staff or reception directly via the app.

Check-in

Require check-in to validate bookings either via e-mail, push notification or Room Display.

Hardware for Meeting Room Booking

Download our Room Booking Brochure

Download our room booking and room scheduling software brochure for more information about our software solution for better space planning for meeting space and room usage.

Meeting Room Booking brochure

Let's find the perfect solution for you

Our solution experts will design optimum Space Management Solution to not only match your digital workplace requirements today - but also anticipates the future needs of your business with relevant space data and get a better picture of your space allocation.

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