Understanding Digital Room Booking Systems with CatonLloyd, Manchester

In this article, CatonLloyd explains what a digital room booking system is, how it works and the key benefits these easy-to-use systems offer to businesses and organisations.

What is a digital room booking system?

A digital room booking system is a software tool that allows businesses and organisations to efficiently manage and reserve meeting rooms, additional resources they may need, such as catering or specialised equipment, and to specify how a room should be set up.

From meeting rooms to large-scale events, digital room booking systems make it easier for team members to keep up-to-date, collaborate and connect, whether face-to-face or remotely. CatonLloyd has managed the bespoke design, installation and commission of digital meeting room booking systems, as well as meeting room audio visual systems, for businesses, organisations and events in Manchester and internationally since 2007.

How do digital room booking systems work?

Digital room booking systems streamline the process of reserving corporate meeting spaces, conference rooms, event spaces or other facilities, operating through a web-based interface or mobile app which allows users to view available rooms in real-time, check schedules and book the spaces they need.

Meeting room database setup

The first step when setting up a digital room booking system is populating it with information about each meeting room or space, for example size and capacity, location and specific resources, and any accessibility or usage restrictions.

User access and permissions

Corporate businesses and organisations are able to set up user accounts and define permissions to ensure only authorised users have priority booking or access to restricted rooms. Many digital room booking systems integrate with a business’ existing corporate login methods for secure, streamlined access.

Booking interface

A booking interface on a digital room booking system is the front-end that allows users to book rooms, check availability and modify reservations.

• Search and Filter Options: Users can search for rooms based on location, size, and available equipment, finding the space that best suits them.
• Real-Time Availability: Real-time room availability helps users quickly see which rooms are free, avoiding double bookings.
• Calendar View: Users can see schedules by day, week, or month, making it easy to plan ahead.

Booking process

When booking a room through the digital room booking system, users can specify how long they want the room for, make a single reservation or set up recurring bookings. Some digital room booking systems enable users to request additional resources, including audio visual equipment or catering. Once a booking is confirmed, automatic notifications are sent to the user, facilities and IT staff to ensure the room is prepared in advance.

Calendar systems

Most digital room booking systems are integrated with popular calendar software, including Google Calendar, Outlook or iCal, which allows bookings to appear directly in users’ personal calendars with notifications and reminders, ensuring seamless usability.

Advanced security & access control

Advanced security and access control measures are available for restricted rooms, ensuring only authorised users can enter. These digital room booking systems often require secure access methods, such as badge scanning or PIN entry, allowing entry exclusively to those with a confirmed booking.

What are the benefits of Digital Room Booking Systems?

Digital room booking systems serve a wide range of businesses and organisations with excellent features, including:

Increased efficiency: Digital room booking systems speed up the room booking process, reducing administrative work and ensuring resources are used effectively.

Clear communication: Providing real-time updates to team members on room availability and bookings, while automated notifications inform users about confirmed reservations or changes.

Improved usage of meeting rooms: By analysing when rooms are most frequently booked, how often they are used and how they are used, businesses and organisations can make decisions on how to manage these spaces to ensure they are being used to their full potential.

Enhanced user experience: Users can easily navigate the digital room booking system's availability, make reservations and manage bookings quickly and easily, improving productivity and user experience.

Prevention of double bookings: By automating the booking process, these systems ensure that rooms are reserved only once for a given time, preventing double bookings.

How to use Digital Room Booking Systems

• Corporate Offices: Managing meeting rooms, presentation spaces and shared workspaces.
• Co-working and Collaboration Spaces: Organising shared spaces for different users.
• Educational Organisations: Facilitating the booking of classrooms, labs and study spaces.
• Event Venues: Managing multiple event rooms and resources.
• Healthcare Facilities: Reserving exam rooms, conference rooms and shared equipment spaces.

Professional digital room booking system installation by CatonLloyd Audio Visual

Since 2007, CatonLloyd has managed professional meeting room and audio visual installation, including bespoke design, installation and commission, of digital room booking systems for businesses, organisations and events.

Our expert team installs user-friendly, efficient and sleek digital room booking systems that enhance workplace productivity and aid communication between your team, suppliers, partners and clients, ensuring your organisation operates smoothly and maximises the use of your facilities.

Whether part of a wider meeting room audio visual installation project or a stand-alone installation, our experienced team provides tailored advice and recommendations to meet your operational needs and budget. CatonLloyd handles the supply, installation and thorough testing of your complete digital booking system, before training your team on how to confidently use the system.