Meeting room booking system: features

Matrix Booking’s meeting room booking system helps your people quickly and conveniently find and book the right spaces for their meetings or events, while enabling your facilities teams to set up, manage and refine your estates in response to changing needs. 

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. 
 

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Our meeting room booking system helps people with accessibility needs find and book the right workspaces. 


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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. 

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Add Microsoft Teams links to meeting bookings, to support hybrid meetings, and join easily using in-room video equipment. 

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Define who can book each room or workspace, apply approvals processes, and more, with Matrix Booking’s powerful rules engine. 

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Got larger rooms that can be divided into multiple smaller spaces? Set these up and manage them using Matrix Booking. 

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As part of your onboarding, we’ll train your teams to use our intuitive management portal. We also offer Admin as a Service

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Understand how people are using meeting rooms and other resources, so you can continually adapt and optimise your buildings. 

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Finding the right meeting room or workspace

Having the right venue for a meeting or event can be a key factor in determining its success. In an age of hybrid working, employees may not be familiar with your buildings, so it’s essential they have tools to help them find the most suitable space quickly. 

Matrix Booking helps organisers pinpoint the right room, with the software automatically showing suitable options, based on factors such as availability, the number of attendees, facilities, or disabled access. 

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

Streamline the process of organising meetings and events, by enabling people to request different room layouts and meeting essentials, all in one place. 

Add photographs showing the different furniture layout options for each room, and let people select which they need. Organisers can also add catering, equipment, and other meeting essentials, all within Matrix Booking.  

This ensures your facilities and business support teams can have the space ready, just the way the organiser needs it. 

Flexible ways to book

With many organisations adopting flexible working people now work from a variety of locations, using multiple devices. Whatever your working patterns, use Matrix Booking to configure how your employees can book meeting rooms. This could be via Outlook, our web app, mobile app for iPhone and Android, or interactive meeting room signage

Accessible meeting room booking

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 Matrix Booking 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 floor plan redraw service can redraw your building plans in line with these guidelines. 

a meeting room showing available meeting rooms that can be booked
A meeting room showing a meeting in progress

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, to unlock a number of further benefits

As well as helping maximise meeting room availability, check-ins provide data that paints a more detailed picture of resource usage in Matrix Booking’s analytics.

Interactive meeting room signage

Make it simpler for people to find free rooms for ad hoc meetings, using interactive signage that displays 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. 

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. 

Find out more about Teams integration.

Set up 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 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 to administer

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 analytics to optimise your offices

Offices are ecosystems that need to evolve in response to your teams’ needs. Matrix Booking provides powerful insights that show you how people are using your meeting rooms and other resources.

What are room occupancy levels like across regions, buildings, floors, and days of the week? Are certain rooms much more popular than others? 

Insights from Matrix Booking help you make tactical and strategic optimisations that can cut costs, make your teams happier, and reduce your environmental impact.  

Experience our meeting room booking system in action

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. 


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Let people book anything from parking spaces and EV chargers to shared bikes or even custom resources. Matrix Booking gives you the flexibility to set up and manage any kind of shared resource. 

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Efficiently manage visitor sign in systems across your sites, ensuring a secure welcome and clear communication of health and safety procedures.

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Powerful reports help you keep track of occupancy levels, usage trends, and more, so that you can continually optimise your estates. 

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