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MEETING ROOM BOOKING

Meeting room
booking software

A free room nobody can find, two meetings booked for the same time, a guest arriving while reception has no record of them. AppMeetingReservation keeps availability, booking and reception in one place, for every room at every location.

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Meeting rooms are among the most contested spaces in any workplace. Here is what changes when booking no longer depends on scattered calendars, spreadsheets and phone calls.

Real-time availability, without double bookings

Every room has its own capacity, equipment and rules. People immediately see what is available, while scheduled downtime—maintenance, setup or closures—is removed from the calendar before anyone can book it.

  • Calendar by room and by location
  • Capacity and equipment listed for every space
  • Scheduled downtime management
  • One source of truth instead of one calendar per department

Book in a few steps, including recurring meetings

A guided wizard asks only for what matters: space, date, attendees and invitation method. Locations, spaces, visitor types and notification rules are configured once during setup.

  • A guided booking wizard in just a few steps
  • Recurring bookings (Release 2)
  • Internal attendees with RSVP (Release 2)
  • Approval workflows for restricted spaces (Release 3)

Guests receive everything they need to arrive

Confirmation triggers an invitation email, an ICS calendar file and a personal QR code. Choose one of three invitation methods in a click: a public link for open events, named invitations for delegations, or full registration when more visitor details are required.

  • Invitation email with an ICS file
  • Personal QR code for check-in
  • Three invitation methods for different types of guest
  • Your sender, domain and brand colors

Everyone who needs to know is informed

Set notification rules once and they run automatically. Catering receives the refreshment request, facilities receives the setup request, and the internal host receives the booking confirmation. No email chains to forward by hand.

  • Configurable recipients and notification rules
  • Notifications for the meeting host
  • Confirmed bookings sent to AppReception
  • QR code check-in with attendance tracking

The data to decide how many rooms you really need

Utilization rates, no-shows and rankings of the most requested spaces show whether a room should be expanded, divided or retired. KPI dashboards and usage rankings are part of Release 2.

  • Utilization rates by room and location
  • No-show tracking
  • Rankings and trends for the most requested spaces
  • KPI dashboards (Release 2)

Business calendars: available today and coming next

Today, invitations include an ICS file, so they reach a guest’s calendar regardless of the software they use. Direct Google Calendar and Microsoft Outlook synchronization, together with a tablet page for the room entrance, is planned for Release 3. We state that clearly because knowing what is available and what is coming is part of an informed decision.

  • ICS files compatible with any calendar
  • Google Calendar and Outlook sync (Release 3)
  • Tablet page for each room (Release 3)
  • Mobile QR scanning (Release 3)
FAQ

Meeting room booking questions

Availability is shared and applies to everyone. Once a room is occupied, it cannot be booked in that time slot, and scheduled downtime is removed from the calendar in advance. Conflicts arise when there are multiple calendars; here, there is one.

Recurring bookings and internal attendees with RSVP are part of Release 2, as stated in the product roadmap. Release 1 provides complete single bookings with invitations, notifications and reception integration.

Invitations include an ICS file that any calendar—including Google Calendar, Outlook and Apple Calendar—can import. Dedicated two-way synchronization with Google Calendar and Outlook is planned for Release 3.

Each user sees and manages only what falls within their scope: a location, a single room or a group of resources. Permissions are configured by group and revoked immediately.

It depends on the complexity of the organization. A few weeks are generally enough to configure locations, spaces and visit types, with the DigiBite team supporting the entire setup.
KEEP EXPLORING

If you manage rooms, you probably manage these too

Workplace space management Bring showrooms, labs and training rooms into the same system. Multi-site management Local autonomy, an aggregated management view and support for different time zones. Visitor management From invitation to badge: what happens before and after a booking.

Ready to transform the way you manage your spaces?

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AppMeetingReservation is part of the DigiBite ecosystem.