Meeting room management software



Our meeting room management software is the ideal tool for managing shared spaces in companies. By digitalising the entire process, the aim is to maximise the profitability of all the company's shared resources, reducing time and management burdens, increasing operational efficiency levels exponentially.

Our meeting room management software is the ideal tool for managing shared spaces in companies. By digitalising the entire process, the aim is to maximise the profitability of all the company's shared resources, reducing time and management burdens, increasing operational efficiency levels exponentially.

Why does your company need meeting room management software?

We take a proactive role in the digitalisation of our clients; processes. As such, our value proposition for a process that, under a conventional model would be time-consuming and costly, can now significantly increase your company's efficiency by avoiding scenarios, such as:

Software de gestão de salas de reunião – Reuniões interrompidas

Interrupted meetings

Whether by overlapping or incorrectly created schedules, traditional shared space management models may induce countless interrupted meetings.

Software de gestão de salas de reunião – Marcações

Bookings in constant subjectivity

A technology solution for scheduling meeting rooms eliminates uncertainty about eventual bookings, meaning you won't need to try and predict about the availability of any resource.

Software de gestão de salas de reunião – Subaproveitamento

Under-utilisation or over-utilisation of resources

Any investment where it is not possible to measure its return may render the success of the processes unviable. Under- or over-utilisation of resources can compromise the operation.

Software de gestão de salas de reunião – Agendamentos sobrepostos

Overlapping schedules

One of the worst scenarios when using a traditional system is the risk of overlapping schedules. In practice, two sessions conflict over the same resource, where neither party was aware of the other scheduling.

Software de gestão de salas de reunião – Reservas lentas e ineficazes

Slow and inefficient bookings

Conventional appointment processes can take energy away from stakeholders because the procedure is often too bureaucratic and time-consuming.

Software de gestão de salas de reunião – Cancelamentos

Cancellations

Cancellations may happen regularly, however, a booking that does not materialise may imply constraints for the normal functioning of the operation.

Software de gestão de salas de reunião – Insegurança da informação

Information insecurity

The absence of a digitally backed strategy puts private information at risk of undue access. On the other hand, using a meeting room scheduling system ensures that information reaches all stakeholders and is kept secure.

How our meeting room
management software
can boost your business

Software de gestão de salas de reunião – Criação de reservas

Creating bookings in a simplified manner

Focused on simplicity, but effectiveness of bookings and user browsing experience, our room management platform allows full visualisation and scheduling of spaces simply in one platform.

Increases the efficiency of shared resources

Whatever the size of your company's structure, there is always room for optimising resources, which will lead to greater infrastructure efficiency. Our solution provides an analytical view of how spaces are being used, either in real time or based on past occupation history, so that, with a statistical basis, better and more informed business decisions can be made.

Software de gestão de salas de reunião – Recursos partilhados
Software de gestão de salas de reunião – Tempo real

Real time updates

For maximum profitability of shared spaces, it is necessary for the user to have real time information on resources at their disposal, so that, at any time, it is possible to access the real occupation of each space and thus schedule the most appropriate meeting room.

Increased energy efficiency

A solution consisting of a management tool like ours is a serious contribution to the path of energy sustainability of the company. Not only is it possible to reduce the amount of paper required, with the digitalisation of the entire process, but also a more responsible and conscious occupation of rooms is possible.

Software de gestão de salas de reunião – Eficiência energética da empresa
Software de gestão de salas de reunião – Insights sobre utilização

Usage Insights

Previous uses assume future levels and patterns of utilisation. Analysis on space utilisation is key to ensure that all space is used profitably. Our platform enables future planning based on past track records.

Significant reduction of administrative burden

According to conventional methods, which are still little or not digitalised, meeting room management still requires strong human intervention through sending emails, making calls or recording on paper. Our solution provides the effectiveness of room management by digitising the entire process.

Software de gestão de salas de reunião – Carga administrativa
Software de gestão de salas de reunião – Plataforma personalizável

Customisable platform

We know that each company has its own characteristics and operational needs, so this software can be customised according to your requirements. Whether from a technical point of view or in accordance with the corporate image, we align this solution with existing systems.

Increased team productivity

In practical terms, a solution in this area allows teams to focus more on the issues to be worked on during the meeting rather than on bureaucratic and often time-consuming procedures that may detract from the smooth running of the meeting.

Software de gestão de salas de reunião – Aumento da produtividade
Software de gestão de salas de reunião – Redução de custos

Cost and waste reduction

Meetings are a crucial process for companies to function well. However, it is estimated that the demand for meeting space and inefficiency of meetings result in considerable costs to companies every year.

Communication across the entire structure

Our software for scheduling meeting rooms presents itself as a centralised solution, where communication across the company is privileged in a single channel. Which means having all employees informed and with a global vision of the resources at their disposal.

Software de gestão de salas de reunião – Comunicação transversal

What are the main functionalities of the software?

Software de gestão de salas de reunião – Cancelamentos

Easy scheduling through application

As the technological basis of our meeting room management solution, our platform can be accessed through any device with Internet access. In each room there is also the possibility of hosting a tablet with access to the scheduling application, where current and future bookings can be consulted.

Software de gestão de salas de reunião – Insegurança da informação

Real time availability query

Both in the application and in each mobile device, it is possible to consult the availability of any common space, in real time, through a digital calendar, which contains some information: the time of each room, the meeting organiser, what time is scheduled to end and finally, the meeting subject, which can be configured to be visible or not.

alt.meeting.advantages.8

Reports on resource use

Infrastructure management implies in-depth knowledge about the use of all resources, in order to validate how the space is being used, obtaining concrete information about the use of the resources. This software solution allows you to access the use and occupation records and extract reports for later analysis.

alt.meeting.advantages.8

General check of schedules

On a longer time spectrum, it is also possible to consult the bookings already made and which room alternatives are available to create future bookings in the most appropriate spaces for the work session to be held.

alt.meeting.advantages.8

Multilingual support

The operation of this software in more languages, in addition to your company's native one, ensures the accessibility of all your audiences.

How the room
management process
works with our software

Software de gestão de salas de reunião – Verificar disponibilidade

Check availability

Review in real time the common spaces that are available for booking.

Choosing the space available

According to the needs of the agenda, choose the most appropriate space based on capacity, resources or other available parameters.

Software de gestão de salas de reunião – Escolher o espaço disponível
Software de gestão de salas de reunião – Confirmar reserva

Confirm the booking

Check that your booking meets the conditions you need for the meeting, such as: date, time and other relevant information and confirm the booking of the space.

Communicate to stakeholders

After booking, a confirmation will be sent by email to the author of the booking with the related information.

Software de gestão de salas de reunião – Comunicar aos intervenientes

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