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Meeting Room Booking System

Meeting Room Booking System Overview :

Meeting rooms play an important role in the office environment. In the post COVID workplace, where a large number of employees will work from home, Meeting Rooms will serve as the main collaborative spaces for the employees. Thus, Meeting Room Management will be an important KRA for CRES/ FM Managers going ahead.

What is a Meeting Room Booking System?

Meeting room booking systems consist of software for conference room scheduling and also hardware interfaces, or digital signage. The software allows company employees or guests to book meetings online or through an app.

Some of the typical problems that CRES/ FM Managers face are:

Can the employees book Meeting Rooms easily?

Can I monitor and report ghost-bookings?

Are themeeting rooms being utilised to their capacity?

Can I set occupancy thresholdsto avoid overcrowding?

Can I deployMeeting Room sanitisation plans based on the utilisation?

Can I automate HVAC & Lighting systems based on the occupancy?

Flamenco Tech’s DB Spazio Meeting Room Management Solution is purpose-built to answer these problems.

DB Spazio Meeting Room Management is an intuitive and easy-to-use solution for the employees as well as the CRES/ FM Staff.

The solution can be used by employees across three feature-rich interfaces viz. Mobile App, Web & Touchscreens.

The employees can visualise the availability of Meeting Rooms through an interactive floor map, and book a room that best suits their requirement & schedule.

They are free to change/ modify their booking at any time.

The solution is very well integrated with Microsoft Office 365 so that an employee can invite his/ her colleagues to collaborate for the meeting.

Employees can search for a room by capacity and amenities (e.g. VC rooms, AV rooms, Phone Booths etc.)

They can also search for a room simply from a drop-down list of available rooms for their desired time slot

The solution introduces a unique, QR-Code based check-in system that employees have to use to validate their meetings. If not scanned within a configurable time limit, the booking is invalidated and the room is released for someone else to book immediately. This ensures that there will no longer be the issue of ‘Ghost-Bookings’ i.e. booking without utilisation, which is one of the biggest pain-points for Enterprises to manage their Meeting Rooms.

When combined with Flamenco Tech’s state-of-the-art Occusenz Occupancy Sensors & People Count Sensors, you can track the Occupancy Status as well as the utilisation of the Meeting Rooms.

Thus, you can avoid scenarios where meeting rooms are occupied without being booked.

                                                 Fig 1.1 : OccusenZ People count Sensor

Utilisation sensors can give you deep insights about understanding if your Meeting Rooms are used efficiently as per their capacity or not.

E.g. it can send alerts if a 12-Seater Meeting Room is being used only by 2 people.

Flamenco Tech’s advanced Occusenz sensors ( Fig 1.1 )  can also throw up LED & Audio alerts if the occupancy threshold of any meeting room is breached. This feature is especially important in the post-COVID world where social distancing will be here to stay for the foreseeable future.

Digital Blanket is a powerful workplace solution platform that can leverage the utilisation data of your meeting rooms to create sanitisation alerts. You can sanitise the meeting rooms based on the booking data or based on the utilisation data. Thus, it empowers you to create and deploy very practical sanitisation plans.

Digital Blanket’s AUTOmate Building OS can integrate with your existing BMS system to energise and optimise the HVAC & Lighting systems for your meeting rooms based on the booking schedules. Thus organisations can proactively manage the Energy consumption of Meeting Rooms, while at the same time creating a ‘Wow-factor’ with such automation.

Flamenco Tech’s DB Spazio Meeting Room Management solution is differentiated from other solutions in the market today because of its unique approach towards keeping Employee Experience at the centre while empowering organisations to manage their Meeting Room Inventory effectively.

Key Benefits of

Meeting Room Booking Systems

Are :

Optimise and save upto 30% office space by reducing your real estate and operational cost

Forecast and plan future expansion with data on allocation, occupancy, and utilization trends

Reduce search time enhancing user experience, satisfaction and productivity

High accuracy, flexibility, and modularity with options of implementing one or more modules

Integration with other building systems for enhanced space control, employee comfort & convenience

Provide safe seating with easy execution & management

Reach out to us for a quick demo of the solution and how can help you deploy this solution for your organisation.

connect@flamencotech.com   |   www.flamencotech.com   |   731, 7th cross, 3rd Block, Koramangala Bengaluru, IN 560034.

[meetingroombooking]

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