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
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.
We aim to conform to level AA of the W3C’s WCAG version 2.1 wherever possible, and our 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, 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.
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.
Experience our meeting room booking system in action
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