You arrive for your 10 a.m. meeting. The ‘Horizon’ room is reserved… but empty. No one answers the phone. You wander the halls searching for an available space. Your participants are waiting. The meeting starts 20 minutes late.
Does this scenario sound familiar? You’re not alone. Nearly 40 percent of booked rooms go unused, wasting thousands of hours and rental costs every year on underutilized spaces.
This is where booking systems come in. More than just scheduling tools, they transform how you manage your spaces.
This guide breaks down the entire ecosystem: the software that orchestrates everything, the physical devices that bring the system to life, and, most importantly, how to combine them intelligently. Whether you manage five rooms or 500, you’ll find the keys to never wasting time searching for a place to meet.
A room booking system saves time by helping you quickly find an available space using color-coded indicators:
With a booking system, you can find the right room for your needs in terms of capacity and equipment. For example, if you need an 8-seat room with video conferencing, the system will immediately show which rooms meet these criteria.
A common problem: five minutes into your meeting, a colleague urgently needs the room. A booking system helps prevent these disruptions.
Nothing is more frustrating than a reserved room sitting empty. A booking system solves this: if a user doesn’t confirm their presence within a set time, the room is automatically released and becomes available to others. No more lost slots or ghost meetings, making space management more efficient and productive.
You can report problems directly from the booking tool. For example, if the video conference system isn’t working, notifying it through the system alerts the relevant teams, speeding up the repair process.
A booking system can also provide insights into room utilization by capacity, equipment, and more.
The software is the heart of the system. It centralizes all information, synchronizes calendars, and allows meetings to be scheduled efficiently and securely.
Modern solutions go beyond managing calendars. They often include advanced features:
While the software centralizes and manages, the booking tablet makes the system tangible for employees. Installed at each room’s entrance, it shows real-time availability and allows immediate on-site booking.
Display technology
Tablets can use LCD/TFT or E-Ink. LCD screens offer vivid colors and responsive touch, ideal for dynamic content. E-Ink uses minimal energy and stays readable in sunlight, perfect for constant display. Resolution should be clear from a distance, ideally around 800×600 pixels for 7–10 inch screens.
Connectivity and network integration
A good tablet should support Ethernet, Wi-Fi, and PoE (Power over Ethernet) for flexible installation. PoE powers the tablet and connects it to the network with a single cable. Compatibility with REST API, CalDAV, or Exchange is a plus for syncing with Microsoft 365 or Google Workspace.
Sensors and smart features
Some tablets detect room occupancy to reduce ghost bookings. Others measure temperature, brightness, or air quality to adjust lighting or ventilation automatically.
User interface and ergonomics
The interface should be intuitive and touch-friendly, with clear buttons to book, extend, or cancel meetings. Fast response is essential to prevent frustration. The design should be easy to read at a distance, using color codes: green for free, red for occupied, orange for upcoming bookings.
Security and centralized management
Tablets should support remote updates and secure protocols like HTTPS, TLS, or LDAP/Active Directory. A centralized admin console helps manage all screens, apply updates, and track usage statistics.
Energy efficiency and reliability
E-Ink screens can operate for weeks without power, while LCDs need automatic brightness and sleep management. Devices should withstand heavy use, temperature changes, and dust.
Choosing a tablet is like choosing a car: it depends on use, budget, and existing ecosystem. Here’s an overview of reliable options. Tested and approved.
| Solution | Positioning & key models | Main advantages | Drawbacks/risks | Recommended use case |
| Evoko (Liso / Naso, Kleeo, Workplace) | Dedicated panels with polished interface. Wall-mounted touch or E-Ink. Cloud-native. | Very intuitive interface • Visible LED status • PoE, elegant design • Cloud-native | Hardware + license costs • Less flexible for highly customized needs | Companies seeking professional panels, plug & play hallway installations |
| Joan / Visionect (E-Ink) | E-Ink panels 6–13 inch (long battery or PoE) | Ultra-low power, months of autonomy • Discreet, aesthetic • Easy installation • O365/Google integration | E-Ink: no color or animations • Some advanced features paid | Large deployments (SMEs, campuses, hotels) where reliability and energy efficiency matter |
| Extron (TouchLink + Room Agent, TLS panels) | Professional AV panels (7″/10″) + Room Agent software | Native O365/Google integration • Robust, AV-ready panels • Stand-alone possible | AV-focused, network deployment complex | Organizations with existing Extron or AV infrastructure |
| SharingCloud / Witco (RoomPad +, Instant Suite) | French suite: 10″ touch RoomPad + flex office/dynamic display modules | Complete platform (booking, wayfinding, sensors, mobile app) • GDPR compliant • QR/NFC check-in • Full reporting | Hardware + license cost • Might feel heavy for simple panel needs | French/EU companies seeking a full smart office solution |
| Yealink (RoomPanel / Plus / E2) | Android panels 8–10″, LEDs, NFC/RFID, sensors, Teams/Zoom ready | Quality hardware, visible LEDs • PoE, flexible mounting • Brightness/proximity sensors, NFC check-in • Teams/Zoom integration | RoomPanel classic/Plus end-of-sale 2024 • Relies heavily on Teams/Zoom • Modest screen size | Companies on Teams/Zoom seeking modern room panels; consider new E2 models |
Quick recommendations by profile
Recommended configurations by company size
Best practices for integration
System maintenance and evolution
Costs vary depending on the solution and number of rooms. Main factors include:
– Software licenses: subscription per user or room, typically €2–15 per user/month
– Hardware: initial tablet cost
– Installation and maintenance: setup and ongoing support
For a 100-employee SME, expect an annual budget of €3,000–15,000 depending on features. Large companies may benefit from volume discounts. Always request a personalized quote.
Usually all employees, with administrators setting permissions for different roles.
Advanced systems allow users to extend reservations from the room tablet if no subsequent booking exists. Otherwise, the system blocks extensions.
Booking systems support hybrid work: employees reserve rooms before arriving, ensuring space for meetings. Some systems also manage hot desking. Occupancy data helps anticipate office traffic and allocate resources efficiently.
Reputable providers prioritize GDPR compliance. Data is typically hosted in certified European data centers, with access limited to essential information. Check for encryption, security audits, and clear privacy policies. Internal server deployment is possible for strict requirements.
Yes. ROI is measured through productivity gains from faster room searches, higher occupancy rates, fewer no-shows, and potential reductions in office space. Data identifies underutilized spaces for repurposing. Many companies see a positive ROI in under a year.
Meeting room booking systems are no longer a convenience; they are strategic tools for managing workspaces. Combining powerful software with suitable hardware creates an ecosystem that improves daily experiences and provides valuable data to optimize real estate investments.
There is no one-size-fits-all solution, but a methodical approach helps identify the optimal setup for your needs.
For more information, contact Motilde for a demo or personalized quote.