The Ultimate Guide to Conference Room Scheduling Software (2025)

Are you tired of the chaos that comes with booking and managing conference rooms? The secret to a smoother, more efficient workflow lies in mastering your conference room scheduling. 

Whether you’re grappling with double bookings, underutilized spaces, or simply want to optimize your room usage, we’ve got you covered.

In this blog, we’ll explore the critical steps to identify your needs, highlight essential features to look for, and compare the benefits of software-only versus software + hardware solutions.

What is a conference room scheduling software

Conference room scheduling software is a digital tool that streamlines the process of booking and managing meeting spaces within an organization.

Think of it as your organization’s backstage manager, ensuring every meeting runs smoothly by effortlessly coordinating room reservations. No more double bookings or hunting for available rooms. It syncs with your calendar, giving you real-time updates and freeing you from the tedious back-and-forth of scheduling.

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How to choose a conference room scheduling software

1. Identify your conference room scheduling needs

Understanding the precise requirements of your conference room scheduling needs begins with a thorough assessment of your current pain points and goals. Start by evaluating the issues you’re facing, such as frequent double bookings, underutilized spaces, or inefficient room allocations.

It’s essential to involve stakeholders from various departments and gather feedback directly from employees who use these spaces daily. This feedback will shed light on recurring challenges and specific needs, giving you an idea of what to look for in a solution that will address these problems effectively.

2. Most important features to look for

Some features are non-negotiable must-haves, while others are nice-to-haves that can elevate your experience down the line. Even if you don’t need a particular feature right now, it could prove useful as your needs evolve.

These are essential features to look for:

• Real-time room availability and booking: Empowers employees to effortlessly book meeting rooms through their calendar, desktop, mobile app, or directly on in-room displays.
• Integration with your calendar: To make adoption a breeze, the software needs to play well with the tools you already use. Whether it’s Google Calendar, Microsoft Teams, or Slack, seamless integration ensures that adding or managing meetings doesn’t disrupt your workflow.
• Mobile app: Manage meetings and check room availability from your phone, offering flexibility and convenience wherever you are.
• Centralized management dashboard: A unified dashboard where you can oversee everything from bookings to room usage simplifies admin tasks and makes it easier to keep everything running smoothly.
• Scalability. The most innovative conference room scheduling systems consider the whole office, including desks, visitor management, and company assets. These platforms grow with your company, supporting your office needs, size, and various locations.

Here are some nice-to-have features you should also consider:

• Integration with productivity tools: Syncs with your favorite tools like Slack, Zoom, and Microsoft Teams, to create a harmonious and streamlined workflow that keeps your team connected and efficient.
• Works with any device in place: Reuse your existing tech, like tablets, and integrate the software without the need for additional hardware. It’s all about making your current setup work harder for you.
• Check-in and automatic room release: This feature prompts users to confirm their presence, automatically releasing the room if they don’t check in, preventing wasted resources and keeping your meeting areas efficiently utilized.
• Branding and customization: Tailor the system to reflect your company’s unique identity with personalized branding and customization options. From colors to logos, make the platform truly yours, creating a cohesive and branded experience that resonates with your team.
• Analytics: See what’s working and what’s not, and make informed decisions to improve efficiency. It’s like having a behind-the-scenes look at your meeting room dynamics, helping you make every inch count.

Joan Room not only ticks all the boxes but goes above and beyond. This tried and tested conference room scheduling solution comes highly recommended, ensuring you can trust it completely. Joan offers a full suite of workplace experience solutions, including desk and parking reservations and visitor management. As your needs grow, Joan will seamlessly scale with you, ensuring your workplace runs smoothly.

Check out Joan pricing plan by clicking the button below.

3. Consider implementation and customer support

When evaluating meeting room scheduling software, it’s crucial to consider implementation and customer support to ensure a smooth transition and ongoing success.

First, look at the onboarding and training processes. Effective software should come with comprehensive training resources and intuitive onboarding to get your team up and running quickly. Ongoing support is equally vital; robust customer support and regular system maintenance can prevent disruptions and keep everything operating smoothly.

Don’t overlook the cost considerations and contract terms either—understanding the full pricing structure, including any hidden fees, and the flexibility of contract terms will help you make an informed decision that aligns with your budget and long-term needs.

4. Software vs. Software + display solutions

Software-only solutions

Software-only solutions allow businesses to use existing hardware like tablets or computers, cutting initial costs and offering more customization. It’s a great start for better conference room management, upgrading from old-school pen-and-paper reservations or no system at all, providing a seamless way to manage and reserve conference rooms efficiently.

Pros:

• Affordability: Lower initial costs since there is no need to purchase additional hardware.
• Flexibility: Ability to use existing devices and customize hardware choices based on specific needs.

Cons:

• Limited problem resolution: May not resolve issues such as meeting interruptions or clearly indicating room availability, which will require a hardware solution.
• Dependence on existing infrastructure: Requires compatibility with current devices, which might not always be optimal.

Software + display solutions

An all-in-one package that includes proprietary hardware specifically designed to work seamlessly with the scheduling software. This is your best way to perfectly manage conference rooms, from scheduling to the meeting experience, ensuring no interruptions and no confusion.

Pros:

• Reliable issue resolution: Guaranteed to solve your conference room management issues by providing more visibility and clarity.
• Ease of use: A display in front of the door offers a clear indication of room availability, effectively eliminating interruptions. Numerous customer stories exemplify these benefits.
• Enhanced user experience: Streamlined interactions and intuitive design make it simple for employees to manage bookings effectively.

Cons:

• Higher initial costs: Upfront investment is higher due to the need to purchase proprietary hardware.

If you’re looking for a software solution with an award-winning, sleek, and easy-to-use display look no further than Joan.

What are the benefits of conference room scheduling software

The benefits of conference room scheduling software are multifaceted, transforming how organizations manage their meeting spaces:

• Clear room availability: Provides a consolidated view of room schedules, making it easy to book, cancel, or modify meetings.
• Seamless integrations: Connects with tools like Google Calendar, Microsoft Teams, and Slack, ensuring smooth adoption and integration into existing workflows.
• Automatic room release: Maximizes efficiency by freeing up spaces when not in use.
• Mobile App access: Offers on-the-go access for convenient management from your phone.
• Analytics: Provides valuable insights into space usage, helping organizations optimize resources and make informed decisions.

Master conference room management with Joan

We hope this guide has given you a clearer idea of what to look for in a meeting room scheduler and will help you choose the best fit for your needs. 

If you’re ready for a reliable solution with beautiful hardware and room to grow, get in touch with our friendly sales team. Let’s chat about how Joan can help transform your workspace!