Flowscape meeting room booking system

Meeting Room Booking System

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

The Frictionless Office

Flowscape's Room Booking System seamlessly handles the entire booking process. Whether you need to reserve a room for a meeting, send guest invitations, or locate your reserved room, Flowscape has you covered. Furthermore, the solution's scalability makes it a good fit for businesses of any size and is perfectly suited for hybrid workplaces.

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With our Meeting Room Booking Software and Conference Booking System, you will be able to

  • Get an overview of all meeting rooms in your office
  • Analyze Room Utilization
  • Book Meeting Rooms directly or in advance
  • Find your booked meeting room with wayfinding
  • Book a conference room 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

room booking system

Our Meeting Room Booking System

Clear Overview of the Meeting Rooms and Conference Rooms

As a part of the meeting room booking system, the FlowMap gives you a clear overview of all meeting rooms and conference rooms at your office while also allowing you to book one with just 2 clicks. The FlowMap displays all available meeting rooms with clear color indications, 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.


Book Meeting Rooms Directly or In Advance

With just a few clicks, meeting rooms can be booked directly or in advance with our meeting room booking system 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.

Meeting room booking through smartphone

Find the Meeting Room Within Seconds

Flowscapes Wayfinding functionality allows employees to find Meeting Rooms within seconds. Before a meeting, a reminder will appear on all the participant's desktops 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”.

App 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 also guides you through selecting the optimum room using our scoring system, which prioritizes them from the best to the least suited. Invite participants to your meeting, and they can find the meeting room's location in the smartphone app or web app with just one click.

Meeting room booking outlook

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 starting, the meeting room becomes available for others to book.

Philips meeting room booking panel

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 to 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.

Philips Room Display stand

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 afterward 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

Great Reporting & Analytics come with our meeting room booking software

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.

Space management software showing analytics data

Key functionalities of having a Room Booking System


Our 3D interactive maps will display all office resources and meeting spaces with clear color indications. 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 Mobile App, Web App, Outlook plug-in, Room Displays, or Kiosk Screens. A very easy and user-friendly way to schedule and book meetings.

Calendar Integration

Integrate Flowscapes Room Scheduling Software and Booking System into your existing calendar system. Flowscapes solution will automatically select the best meeting or conference rooms and rank them based on their suitability for your requirements.


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 directly to property managers, cleaning staff, or reception with the mobile app.


Require Check-in to validate bookings either via email, push notification or Room Display.

Hardware for a better Meeting Room Booking experience

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A comprehensive FAQ guide for efficient workspace design 

Optimizing Space Utilization

Let's find the perfect solution for you

Our solution experts will design an optimum Space Management Solution that not only matches your current digital workplace requirements but also anticipates the future needs of your business. We provide relevant space data to give you a better picture of your space allocation.

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