The Smart Guide to Choosing a Conference Room Booking App

Managing meeting rooms can be deceptively complex. What seems like a simple task often spirals into double bookings and scheduling chaos. The old first-come, first-served approach and paper schedules are prone to frustration and inefficiency.

The solution? Embrace a conference room booking app.

With it, double bookings become a distant memory and finding the right room is as easy as checking your phone. With real-time updates and seamless integration with your existing tools, these apps are here to simplify your life and boost your productivity.

Whether you’re a small team or an enterprise, the right conference room booking app will not only optimize room utilization but also enhance your overall workplace experience.

In this guide, we’ll walk you through how to choose the perfect meeting room booking app to fit your needs.

What is a conference room booking app?

A conference room booking app is a specialized digital tool that simplifies the scheduling and management of meeting spaces within an organization.

These apps do more than just prevent double bookings—they transform room management into a pleasant experience. With real-time updates and easy access, they ensure every room is used to its fullest potential. The result? Your team stays focused on what truly matters, free from the hassles of scheduling conflicts.

How much does a conference room booking app cost?

Pricing for meeting room apps varies; much like choosing a phone plan, you pay for what you need. Typically, the cost starts around €4.99 per room, but if you’re eyeing more advanced features or enterprise-level capabilities, prices can climb to €19.99 per room or more.

Key features of a good conference room booking app

When selecting a conference room app, these are the key features to prioritize:

  • User-friendly interface: The app should be easy to use, with a clear booking process that lets employees quickly check availability, select a room, and confirm reservations. An intuitive design minimizes errors and speeds up the learning curve.
  • Integration capabilities: The app must sync with popular calendar platforms like Slack, Google Calendar, and Microsoft Outlook.
  • Real-time functionality: Instant updates on room status and availability keep information current and prevent scheduling conflicts. This feature ensures bookings are always accurate and up-to-date.
    Mobile-specific features: Push notifications keep users updated on their upcoming bookings.

Joan is a standout choice that truly checks all the boxes, and then some! It’s getting rave reviews on G2 for its user-friendly design and comprehensive features. But don’t just take our word for it. Here’s what Brendan had to say in his G2 review:

“It’s very easy to use and integrated seamlessly into our existing procedures. We didn’t need to change anything about the way we operate so implementation was very quick […] Joan is now being used every day by our team.”

Brendan, Director of Operations

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How to choose a conference room booking app

1. Start with the basics

When selecting a meeting room booking application, ensure it meets all the essential features discussed earlier. The app should offer a user-friendly interface, mobile access, and real-time functionality. Additionally, it should provide insights and analytics to help you make smarter decisions.

2. Check the provider’s reputation

    Partner with a brand you can trust. Dive into customer reviews, case studies, and testimonials to see how the app has performed in the real world. Positive stories and proven success speak volumes. Also, don’t overlook customer support. Knowing help is available when you need it is crucial. Choose a provider with a strong track record and responsive service for a smoother, more successful experience with your conference room booking app.

    3. Calculate the total cost of ownership

      Evaluate the subscription model and pricing structure to determine whether it fits within your budget. Consider any additional costs, such as setup fees, training, or ongoing maintenance. 

      To make a smart choice, compare the costs of various solutions and consider what you’ll get in return. Evaluating potential return on investment (ROI) helps you see beyond the price tag and understand the real value each app offers. This way, you can confidently choose the one that delivers the best value for your investment.

      4. Assess scalability and integrations

        The meeting room app should be versatile enough to handle potential expansions and changes in your workspace. Even if you don’t need features like desk booking or visitor management right now, it’s smart to consider an app that can accommodate these needs in the future. This way, you won’t have to scramble for a new solution if your requirements evolve.

        Joan Workplace is a prime example of a scalable solution that truly has your workplace covered. It’s designed to grow with you and takes a holistic approach to creating a fantastic work environment.

        • Joan Room: Effortlessly syncs with your existing calendar system, making booking and managing meeting rooms is a breeze, making room scheduling simple and intuitive for everyone on your team.
        • Joan Desk: No more hassle or confusion—just a straightforward way to secure the desk, ensuring that whether you’re in the office every day or just occasionally, there’s always a spot waiting for you. 
        • Joan Parking & Assets Management: Reserve your parking spot and any essential office resources before you even step out the door.
        • Joan Visitor Management: Create a seamless, professional welcome for your guests with user-friendly digital check-in interfaces, making a stellar first impression with ease.
        JOAN SOLUTIONS

        Benefits of using a conference room booking app

        If you’re reading this, you’re likely already sold on the value of a room booking app. But if you need to bring others on board, here’s your playbook. Use these key points to make a compelling case to stakeholders and show them why this tool is not just nice to have—it’s essential.

        Maximize room utilization

        Traditional room scheduling methods often result in inefficiencies like unused spaces. A modern booking app tackles these problems head-on by offering real-time insights into room availability and usage. With this clarity, every meeting room can be utilized to its fullest, and empty spaces can be quickly identified and put to better use.

        For example, with an app, you skip the hassle of hunting for an open conference room. Just open the app, check real-time availability, and book the space you need. 

        Reduce scheduling conflicts

        A reliable conference room scheduling app solves scheduling conflicts and interruptions by offering a centralized platform for managing room reservations. With real-time updates, it keeps all booking information accurate and current, cutting down on double bookings.

        The app also tackles unattended reservations by automatically freeing up rooms that aren’t checked into, making them available for others. This proactive management reduces conflicts and guarantees that meeting spaces are ready when you need them. 

        Enhance operational efficiency

        Operational efficiency gets a major boost with a conference room booking app. These tools effortlessly sync with your existing calendar systems, so everything stays current and accurate without manual data entry.

        Plus, advanced analytics dive deep into room usage, giving you insights that drive smarter space management and planning. With everything running smoothly and information at your fingertips, your organization can make better decisions and streamline operations.

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        Choose a top-notch meeting room booking app

        Choosing the right conference room booking app can transform your workspace from chaotic to streamlined. It’s not just about avoiding double bookings—though that’s a huge win. It’s about optimizing every inch of your meeting space and making your team’s life easier.

        So, don’t settle for the old ways. Upgrade your meeting room management, boost productivity, and watch your workplace thrive. 

        Ready to make the switch? Contact Joan today and see the difference it makes.

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