What is a meeting room booking system?

A meeting room booking system is software designed to simplify the process of reserving spaces within an organization. By using such soltuions, users can check the availability of meeting rooms, conference halls, and other shared facilities, making it easy to book rooms and manage reservations. These systems often include features like equipment booking, calendar integration, and real-time updates. Implementing a meeting room booking system helps streamline operations, reduce scheduling conflicts, and improve resource management, ultimately enhancing overall workplace efficiency.

Such an example is the Joan room booking system.

How much does a meeting room booking system cost?

The cost of a meeting room booking system can vary significantly based on several factors such as the features offered, scale of implementation, and the provider.

For instance, Joan is a popular meeting room booking system that provides various pricing plans tailored to different needs:

• Basic plan: Covers essential features and costs approximately €4.99 per month per device paid annually.
• Pro plan: Includes advanced functionalities and is priced at €9.99 per month per device paid annually.
• Enterprise plan: Enterprise plan is priced €19.99 per device per month, paid annually.
• Customized plan: Joan offers customized solutions with pricing based on specific organizational requirements.

Joan also offers hardware solutions such as displays that show real-time availability outside meeting rooms, and you can see the e-paper devices here.

What is the purpose of a meeting room booking system?

The purpose of meeting room booking systems is to streamline the process of reserving spaces within an organization. They aim to:

1. Simplify Scheduling: Allow users to easily check the availability of rooms and make reservations without conflicts.
2. Enhance Efficiency: Improve resource management by ensuring that spaces are used optimally.
3. Improve Communication: Provide real-time updates and calendar integrations to keep everyone informed about room usage.
4. Reduce Administrative Burden: Automate the booking process, freeing up administrative staff from managing schedules manually.
5. Support Organizational Needs: Accommodate various requirements like equipment bookings, catering, and special setups.

Why do you need a meeting room booking system?

We all know that in this high-tech day and age business meetings are often hosted online. However, many employees miss the social interaction that comes with in-office work.

Distractions and a sense of isolation run rampant when employees work and attend meetings from home. It’s also easier to network, ask questions with immediate responses, and maintain accountability with a face-to-face connection.

But you’ll also know that in-office meetings can be a major hassle to organize and manage. Different groups and teams may need rooms at the same time and it can be difficult to keep track of who has booked a specific room and when. This easily results in double bookings or some rooms being underutilized.

A good meeting room booking and management system makes these troubles a thing of the past!

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Benefits of meeting room booking management software

Doesn’t a simpler, smoother option for meeting room management sound exciting? We know you’ll breathe a sigh of relief as you notice the reduction in conflict and stress once you get started with Joan.

Through the Joan device or the app, you can see immediately which rooms are available and which are not for simplified conference room bookings. Our meeting room booking system is super simple to install and use so that you can reap the benefits in no time!

Easy booking

Joan doesn’t require any special technical expertise if you’re worried about that!

It’s easy to install and easy to use, and the onboarding process is quick. The Joan Room Booking system is simple to set up (including room names and language settings) and is extremely user-friendly. It has a minimalist, slick, and clear design, and works purposefully. 

Previously complex conference room booking has never been so simple and intuitive. Just a few taps on the touch screen to choose your room and your time, type in your meeting title, and away you go!

Battery-powered

Joan’s scheduler is battery-powered, meaning you don’t need to invest in any additional infrastructure or wiring. Simply mount it with the self-adhesive Joan magnet on your meeting room door or wall, place the scheduler on it, and you’re all set! 

Joan can last up to a year without recharge with its ultra-low power architecture! 

ePaper

In addition to having low power consumption, Joan’s monochromatic ePaper display blends seamlessly with any workplace aesthetic. This maintains the ambiance of your office.

Better room utilization

Manually tracking meeting rooms can be a tedious task and it’s very easy to make errors. Someone forgets to make an update that they have canceled a meeting and a conference room is no longer in use…and precious time and space are wasted.

Joan allows for better utilization of all conference, interview, and training rooms since everyone is linked to the same meeting room booking system. Everyone can access updates on conference room availability and unavailability at any time so that your office can make full use of all available rooms.

Streamline meeting organization

Joan can promise no more time-consuming booking arrangements and no more human error or forgetfulness. Your busy front desk or office manager will thank you for eliminating a task that can now be easily handled by other employees. 

Joan is extremely user-friendly, streamlining meeting room management and bookings in record time!

No more double bookings

We’re sure many of you have experienced that knock on the door when you’re in a meeting and it’s a colleague wondering when you’ll be done with the room or saying that they’re actually booked the room for this time. So, what do you do here? Your crucial workflow has been interrupted and one group has to make a different plan. 

With Joan, this scenario will never happen again! 

All company members are connected to the same database so you’ll have no more overlaps in bookings. Employees can see when spaces have been booked and what other rooms are available.

Did you know there is a certain conference room etiquette you should follow? Well, we complied all that you need to know about it.

Make space reservation simple with Joan

Simple, efficient, and organized should be the name of the game when it comes to conference room reservation systems. 

Joan is the perfect hybrid of software solutions and hardware interfaces to enable these important aspects of space reservation.

Check conference room availability

Joan is easily accessible to all. Employees can spontaneously decide over coffee in the office kitchen that they need to have a proper sit-down discussion about the topic at hand. They can whip out their phones and view conference room availability for a formal or informal meeting clearly. Or, they can check meeting room availability on the calendar directly on the Joan scheduler device at the meeting room. 

Either method enables them to book a room within minutes and invite any other colleagues virtually.

Connect your calendar

Joan is a meeting room booking software that automatically syncs to any other apps your company uses. 

But more importantly, it connects to each employee’s personal calendar choice. These include Suite, Office, Exchange, iCalendar, 25Live, and EMS.

No additional apps or software are necessary – Joan is a Room Booking system that does it all!

Share meeting details

Share and update any meeting details when connected to the Joan app platform. Joan encourages transparency and prevents opportunism due to its information-sharing properties.

Make other colleagues aware immediately of any extensions, cancellations, and meeting closures at the tap of a screen. You can make these changes quickly and easily on your mobile device from the Joan app.

Other details such as meeting length, name of the booked conference room, and the title and context of the meeting are displayed for all to see on the app. 

Oversee bookings from your mobile

Being able to manage operations from your mobile device is vital nowadays. It’s convenient as you can do it from anywhere since you almost always have your phone on you!  

We have leveraged this by making the Joan room management software available on iOS and Android mobile phones. 

Book a meeting room and track information about your booking from anywhere you find yourself. This can be anywhere – in the office, at home, or when you’re out and about.

Optimize your workspace

Do you want to improve the quality of your meetings, the productivity of your employees, and ensure the overall efficiency of your company? Joan has got you covered!

You can use Joan as an analytical tool to achieve all of these objectives. Joan keeps a record of peak meeting hours, how many meetings were held, the popularity of particular rooms, and the most active users.

This allows employers and office facilitators to make insightful and data-driven decisions about workspace optimization. No more trial and error!

What is the best meeting room booking system?

Determining the best meeting room booking system can be quite subjective, as it largely depends on the specific needs and preferences of your organization. Various factors such as ease of use, feature set, integration capabilities, support, and pricing all play a crucial role in making the right choice.

Would you like to explore the article and discover which room booking system could be the perfect fit for your needs? Click here.

Continue reading about:

• Meeting Room Management
• Smart Office Equipment: The Ultimate Guide for 2025
• How to Book Conference Room in Outlook (2025 Guide)

Level up your workspace with Joan meeting room system

Joan combines simple, easy-to-use hardware with convenient user-friendly software as well as a mobile app to make meeting rooms management easy! 

Our streamlined booking system will change the way your office functions. No more double bookings, meeting disruptions, or underutilized meeting rooms. You will always be able to see when rooms are available and when they’re not. This makes room management far easier and more accurate. 

It’s also super convenient for your employees as they can book rooms as and when they need to right from their mobile phones. 

So, if you’re ready to level up your office space with a meeting room scheduler system, check out Joan today. 

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