Meeting room booking system build for scale
Matrix Booking’s meeting room booking system makes it straightforward for people to find and book the right space, and gives facilities teams the control to configure, manage, and optimise your estate as needs change.
Matrix Booking meeting room booking system: at a glance
Give people convenient ways to book meeting rooms, using Outlook, their smartphone, our web portal, or interactive building signage.
Our meeting room booking system helps people with accessibility needs find and book the right workspaces.
Employees check in to confirm they need their room or workspace. This ensures that if they don’t need the room, it’s automatically released for others.
Add Microsoft Teams links to meeting bookings, to support hybrid meetings, and join easily using in-room video equipment.
Define who can book each room or workspace, apply approvals processes, and more, with Matrix Booking’s powerful rules engine.
Got larger rooms that can be divided into multiple smaller spaces? Set these up and manage them using Matrix Booking.
As part of your onboarding, we’ll train your teams to use our intuitive management portal. We also offer Admin as a Service.
Understand how people are using rooms and other resources, so you can continually adapt and optimise your buildings.
Finding the right room or workspace
When people are splitting time across sites, they may not know your buildings well. Matrix Booking’s room booking software helps organisers pinpoint the right room automatically, filtering by availability, attendee numbers, facilities, or disabled access, so finding the right space takes seconds.
With Matrix Bookings team priority solution groups can also have prioritised access to book meeting rooms before others.
Pick the right layout or add extras
Organising a meeting shouldn’t mean separate requests to three different teams. Matrix Booking lets people select their room layout, add catering, equipment, and other essentials, all within the same booking. Facilities and business support teams get everything they need in one notification, so the space is ready exactly as the organiser needs it.
Flexible ways to book
People book from wherever they are, on whatever device they’re using. Matrix Booking gives them every option: Outlook, web app, mobile app for iPhone and Android, or interactive meeting room signage, so booking fits naturally into how they already work..
Accessible meeting room booking system
As part of our commitment to making time spent in the office more productive, accessibility forms an integral part of our meeting room booking system.
For example, employees can opt to have the Matrix Booking app automatically list available resources, rather than displaying them on a floor plan, for ease of searching when using screen reader software. Those requiring rooms with disabled access can include this as one of their search criteria.
The Matrix Booking digital team is committed to making our online services accessible to all users in accordance with level AA of the Web Content Accessibility Guidelines (WCAG 2.2). Our interactive floor plan redraw service can redraw your building plans in line with these guidelines.
Maximise room availability with check-in
If someone books a room but then can’t make it to the office, you want that space to be made available to others.
Using Matrix Booking, you can ask people to check in, to confirm they still require that room. This is quick and easy, and can be done via the web, mobile app, a screen outside the room, or the reminder they’re sent at the start of their booking. If they don’t check in within a certain time, it’s assumed the space isn’t needed, so is freed up for others.
Check-in can also be linked to your building’s access control system, unlocking a number of further benefits
Check-in data also enriches your occupancy analytics, giving you a more accurate picture of how rooms are actually being used, not just how they were booked.
Interactive meeting room booking display
Make it simpler for people to find free rooms for ad hoc meetings, using an interactive meeting room display that shows current and upcoming bookings.
Selected models include extra features, such as built-in lights that give an additional indication of a space’s availability. These external room tablets also let people make and manage their own reservations for a room, check into their bookings, and end them early to free up the space for others.
Displays also reduce no-shows, when people check in on the screen outside the room, unneeded bookings are released automatically
Seamless hybrid meetings with Teams integration
To support hybrid meetings, Matrix Booking lets employees add a Microsoft Teams link to their room bookings. And if the room they’ve chosen has videoconferencing equipment, it can automatically display the joining link when the meeting starts.
Custom business rules
You may not want every employee to be able to book every room. Some may be for certain teams or individuals only. You might want to limit how far in advance employees can book selected rooms, or specify booking quotas for certain users.
Matrix Booking’s powerful business rules engine lets you set up your meeting rooms and other spaces precisely the way you need them.
It also enables you to set up authorisation flows for certain people or rooms, such as where a line manager or building manager must approve a room booking before it’s confirmed.
Operate combination rooms
Lots of organisations have flexible spaces that can be set up as one large room, or multiple smaller rooms. These combination spaces require intelligent management, to avoid double-booking, and to give your facilities management team time between bookings to move partitions, if necessary.
Matrix Booking’s room booking system enables you to set up these combination spaces, including any changeover times required when walls need moving. Allow your employees to select which of the rooms they need, and any spaces that become unavailable as a result are blocked out.
Your facilities management team is then notified, so they can ensure the rooms are always ready for people’s meetings or events.
Easy administration
Our meeting room booking management software is designed to empower facilities management and IT teams to operate self-sufficiently. We’ll provide training as part of your onboarding, as well as ongoing access to eLearning modules, and comprehensive UK-based support.
And to assist busy customers, we also offer Admin as a Service, where our responsive, UK-based team takes care of administering your Matrix Booking system for you.
Insights and workplace analytics to optimise your offices
Understanding how your meeting rooms are actually being used is the foundation of good estate management. Matrix Booking’s analytics show you occupancy levels across regions, buildings, floors, and days of the week, and let you layer in occupancy sensor data for an even more accurate picture.
What are room occupancy levels like across your estate? Are certain rooms consistently oversubscribed while others sit empty?
Use those insights to make confident decisions, repurposing underused space, reducing costs, and building the evidence base for your next estate review.
Explore how else Matrix Booking can help you
Employees can search for desks in any of your buildings or shared hubs, find colleagues, make bookings for their team, and more.
Let people book anything from parking spaces and Electronic Vehicle (EV) chargers to shared bikes or even custom resources.
Efficiently manage visitor sign in systems across your sites, ensuring a secure welcome and clear communication of health and safety procedures.
Powerful reports help you keep track of occupancy levels, usage trends, and more, so that you can continually optimise your estates.
See the Matrix Booking difference
Schedule your demo and explore why Matrix Booking is the UK’s leading workplace management platform.