Frequently asked questions

Got a question about Matrix Booking’s office booking suite, perhaps as part of your procurement journey? Chances are, you’ll find your answer here. (If you can’t, please contact us, and we’ll be delighted to help.)

If you’re a current customer with a query about using our booking software, please head over to our customer support portal.

FAQs

General: frequently asked questions

Can I get a free trial of Matrix Booking?

Yes you can! Please contact us with a few details about how you’re looking to use a workplace management system, and we’ll set you up a customised trial. 

Contact us now

How much does Matrix Booking cost?

Our pricing is based on the number of desks, rooms and other resources you’ll be managing. We also offer volume discounts. Please get in touch so that we can put together a tailored quote. 

Contact us now

How long does it take to get started with Matrix Booking?

Because Matrix Booking is a cloud-based software as a service (SaaS) product, it’s very quick to get started. Once we have the details we need from you, it’s typically a few weeks. 

Learn more about our onboarding process

Have you got a mobile app?

Yes we do! It works on iOS and Android, and is available on their respective app stores. 

Explore our mobile office booking app

What procurement frameworks are you on?

You can procure Matrix Booking’s software and services under several frameworks, including G-Cloud, NHS SBS, and YPO. You can also procure directly from us. The best way to get started is to contact us to explore your options. 

Contact us to discuss your buying options

Does Matrix Booking have an API?

Yes we do! Our in-house technical team will help you get started, and be on hand to support you on an ongoing basis. 

Learn more about the Matrix Booking API

Can Matrix Booking integrate with my access control system?

Integrating Matrix Booking with your building access control systems can have a variety of benefits. Learn more about this on our access control integration page.  

Learn more about integrating Matrix Booking with your access control system

How much commitment will it from take our in-house IT team to set up Matrix Booking software?

Matrix Booking can run entirely independently of your IT infrastructure, so can be deployed extremely quickly, using our data capture questionnaires. If you’re not putting in place any integrations, there’s typically no input needed from your IT team. 

Most customers choose to integrate Matrix Booking with one or more of their corporate systems, such as their single sign-on, directory synchronisation, Microsoft 365, or Microsoft Teams systems. If you’d like to put in place one or more of these integrations, we’ll send you a couple of short questionnaires for your IT team to fill in. By putting all the information we need in one place, the process is extremely efficient in terms of your IT team’s time. Once we have the details we need, our technical team will do the rest. 

Learn more about the Matrix Booking onboarding process

What is hybrid working?

Hybrid working is where your teams split their time between your offices and other locations, such as their homes.  

Organisations that adopt hybrid working usually need a booking system for their desks, meeting rooms, collaboration spaces, and other resources, so that their employees can be sure they’ll have the right space to work in when they come to the office. 

Explore more about how Matrix Booking supports hybrid working

What sectors do you supply?

We work with organisations large and small across central government, local government, government hubs, the NHS, and the private sector. This includes organisations that operate secure sites and buildings, shared buildings, multi-site, and even multi-region estates. 

Discover our customer success stories

Desk booking: frequently asked questions

What is a desk booking system?

A desk booking system is a must-have tool for any organisation with more employees than desks. It gives people the assurance that when they come to the office, they’ll have a suitable space to work. 

As well as letting your employees book desks for themselves, Matrix Booking’s desk booking system supports in-person collaboration, by enabling people to search for colleagues and book desks for their team. 

Learn more about Matrix Booking’s desk booking system 

Why have a desk booking system? 

Hybrid working is enabling organisations to save money by reducing the size of their offices, because they no longer require an assigned desk for every employee. However, when people do decide to come to the office, they need to know they’ll have a suitable space to work.  

Matrix Booking’s desk booking system gives your employees this peace of mind. It also offers a range of other benefits, including encouraging and supporting in-person collaboration by enabling people to search for colleagues and book desks for their team. 

Explore the Matrix Booking desk booking system 

What is hot desk booking software?

In an age of hybrid working, few organisations can justify every employee having their own desk. Instead, shared desks – or hot desks – are becoming the norm. Hot desks have a number of advantages, from enabling you to make better use of your office space, to giving teams the flexibility over where they work on a given day, to collaborate more effectively. 

For your employees to embrace hot-desk working, you need a booking system, which will give them the assurance that they’re guaranteed somewhere suitable to work when they come to the office.  

Learn more about the best hot desk booking software

Why is desk booking software important?

In an age of hybrid working, few organisations can justify every employee having their own desk. Instead, shared desks are becoming the norm. This has a number of advantages, from enabling you to make better use of your office space, to giving teams the flexibility over where they work on a given day, to collaborate better. 

For shared desks to work effectively, your employees need the assurance that when they make the journey to the office, they’re guaranteed a suitable place to work. And that’s where desk booking software from Matrix Booking comes in, giving your teams easy and convenient ways to book desks for themselves and their colleagues, from wherever they happen to be. 

Find out more about Matrix Booking’s desk booking system

Do you have a desk booking app?

Yes we do! Matrix Booking’s desk booking app works on iPhone and Android, and you can download it from your app store today. (And it does a whole lot more than desk booking.)

Explore our mobile office booking app

How can desk booking help save us money?

Great question! In an era of hybrid working, organisations don’t need one desk per employee any more. This presents opportunities to save money by reducing the size of your estates. But this must be done intelligently, which is where desk booking software is vital. 

Firstly, to be able to operate with more employees than desks, you need to avoid a free-for-all when it comes to people finding space to work. Matrix Booking’s desk booking system gives everyone a way to ensure they’ll have a suitable space to work, before they come to the office. 

Secondly, the decision to close part or all of a building is a big one, and mustn’t simply be done based on a gut feel. Matrix Booking’s desk booking system includes powerful reports that show how your desks, buildings, and other resources are being used. These insights can help inform your decisions over where you may be able to rationalise your estates. 

These benefits, coupled with many other features of Matrix Booking’s desk booking system, combine to help you unlock the savings that hybrid working promises. 

Discover more about Matrix Booking’s desk booking tool

How does desk booking contribute to employee wellbeing?

Many employees find that hybrid working – where they work from a variety of locations, including their homes and your offices – has a positive impact on their wellbeing. Desk booking software is a key enabler of hybrid working. 

This is because when you adopt hybrid working, you no longer need one desk per employee. A desk booking system gives your people a choice over where and how they work, coupled with priceless peace of mind that if they do come to the office, they’ll have somewhere they can be productive. 

Matrix Booking’s desk booking software supports hybrid workers’ wellbeing in other ways as well. People may no longer have an assigned desk that they can tailor to their needs, but some employees will still have specific requirements, such as disabled access, or a sit/stand desk. Others will feel happiest and most productive in certain parts of your offices, perhaps because of noise or light levels. Our desk booking software lets your employees find and reserve the right desk for their needs, across any of your offices. 

Moreover, one of the main reasons people come to the office today is for the fulfilment they get from meeting and collaborating with colleagues. Matrix Booking’s desk booking software lets people find where colleagues are booked, and book desks for their team.  

And by making it so easy to find and book suitable desks, you give people more time to spend on the parts of the role they find the most fulfilling. 

Learn more about Matrix Booking’s desk booking system

How does desk booking improve our hybrid working model? 

Hybrid working – where employees split their time between your offices and other locations – gives you the opportunity to reduce the number of desks in your buildings, because you no longer need a desk for every employee. 

However, to give people the assurance that they’ll have somewhere suitable to work when they come to the office – or to avoid a free-for-all – you need a desk booking system. 

Moreover, in organisations that have embraced hybrid working, the main reason people come to offices is to meet and collaborate with colleagues. Matrix Booking’s desk booking software supports these in-person interactions by enabling your employees to find where colleagues will be working, and book desks for their teams. 

Learn more about Matrix Booking’s desk booking software

How much does desk booking software cost? 

Matrix Booking’s pricing is based on the number of desks, rooms and other resources you’ll be managing. We also offer volume discounts. Please get in touch so that we can put together a tailored quote. 

Contact us now

What support do you offer for administrators of your desk booking software? 

We’ve designed our booking software in close collaboration with facilities and workplace management teams, to make the system incredibly easy for them to administer independently. 

You’ll get administrator training as part of your onboarding, and ongoing technical support whenever your admins have questions. 

And for organisations whose facilities management teams need additional administration assistance, we offer Admin as a Service, where we administer your system on your behalf. 

Learn more about administering Matrix Booking’s desk booking software 

How much support do we get with onboarding and integrating desk booking into our systems?

We provide support every step along the way if you need it. In reality, because we’ve spent so much time refining our onboarding process to be as straightforward as possible, most customers can complete their tasks independently. 

We’ll ask your facilities or workplace management team to fill in a couple of questionnaires about your buildings, resources, and the way you want your booking system to behave.  

Our desk booking software can integrate with various of your enterprise IT systems, such as Microsoft 365, Teams, and your single sign-on service. We’ll send your IT team a questionnaire to fill in, which will provide us with all the details we need to set up the necessary integrations. Our technical team will then take care of the rest. 

Learn more about onboarding with Matrix Booking

Will our admins and employees need training on how to use Matrix Booking? 

The Matrix Booking apps your employees will use have been designed to be so intuitive that anyone familiar with popular productivity software, such as Microsoft Outlook, can use them without the need for training. (Customers often tell us this is one of the reasons they choose Matrix Booking.) 

The administration portal has also been designed to be simple to use by your facilities or workplace management teams. To give them the confidence to manage the system independently, we provide specific training for them, on your actual system, as part of your onboarding.  

You also get access to our extensive customer support and online training courses for your administrators, which is ideal for when new team members join, or your existing admins need a refresher. 

Learn more about the support you get with Matrix Booking

Do you offer booking for other resources?

Great question, and yes, we do!  

Modern workplaces include so much more than desks and meeting rooms. With Matrix Booking, if you can imagine it, you can book and manage it. 

Learn more about booking any office resource

Do you offer desk occupancy sensors?

Yes! You can add occupancy sensors to your desks. This has several benefits, including helping people quickly find a desk in a free seating area, via a live floor plan, and enriching your historical booking data with deeper insights into how desks are being used. 

We also have some exciting new sensor-related capabilities coming soon (watch this space!). 

Find out more about using sensors with Matrix Booking

What reporting does the Matrix Booking desk booking system offer?  

Our desk booking software includes powerful reports to show you how people are using your buildings and resources. Head over to our analytics page to learn more. 

Explore workplace analytics and reporting in Matrix Booking

Do you offer a service to help us with floor plans?  

We sure do. Using a floor plan is an intuitive way for people to find desks, meeting rooms and other resources. But many organisations don’t have floor plans suitable for this purpose – they often only have architectural drawings, which contain too much detail, or aren’t accessible by people with visual impairments. 

We can redraw and optimise your existing floor plans, to make them simpler, clearer, and more accessible, all of which can help your employees find the right space to work more quickly. 

Learn about Matrix Booking’s floor plan redraw service

Are there any restrictions on the number of sites or users?  

No, there is no restriction on the number of sites or users you can set up in Matrix Booking, and these factors have no bearing on the price you pay.  

Our pricing is based on the number of resources you need to manage – and we can offer volume discounts. Contact us today and we can put together a tailored quote to meet your needs. 

Contact us now

Meeting room booking: frequently asked questions

What is a meeting room booking system?

Meeting rooms are scarce resources, and a meeting room booking system ensures your employees can find and reserve the right space for their meeting, across any of your offices. 

Matrix Booking’s meeting room booking software helps people discover the variety of meeting rooms and collaboration spaces you have available, and search based on specific criteria. 

Discover more about Matrix Booking’s meeting room booking software  

How do you manage meeting room bookings?

Employees can make and manage their own meeting room and collaboration space bookings via the Matrix Booking web app, mobile app, or Microsoft Outlook. 

You can also set the system up so that people can reserve and manage meeting room bookings on behalf of others, the way your management team’s PA may wish to do. 

Explore meeting room booking in Matrix Booking

How do I request a meeting room?

Your employees can book a meeting room in Matrix Booking via our web app, mobile app, or Microsoft Outlook. You can also set the system up so that people can request a meeting room on behalf of others, the way your management team’s PA may wish to do. 

Learn more about booking meeting rooms with Matrix Booking

Do you offer booking for other resources?

Great question, and yes, we do!  

Modern workplaces include so much more than desks and meeting rooms. With Matrix Booking, if you can imagine it, you can book and manage it. 

Learn more about booking any office resource

Does Matrix Booking integrate with Outlook?

Yes it does! It also integrates with Microsoft 365, and Microsoft Teams. 

Learn more about integrating Matrix Booking with your Microsoft productivity tools

Do you offer digital room signage?

Yes! Adding digital signage to your meeting rooms and collaboration spaces makes it simpler for people to find a space for an ad hoc meeting, make a booking, and more. 

We can integrate with your existing building signage, or you can opt for the simplicity of having your signage and room booking system from the same provider, by using our Hardware as a Service option. 

Learn more about Hardware as a Service from Matrix Booking

Visitor management: frequently asked questions

What is a visitor management system?

 

A visitor management system is a piece of software or process used to:

  • make sure only approved people can access your site, building, or office
  • allow your visitors to check in and check out
  • maintain a log of your visitors
  • give declarations to your visitors to sign (for example, health and safety)
  • send hosts notifications to let them know that their visitor has arrived

A visitor management system records visitor information, such as their name, contact information, the reason for their visit, and the times of their arrival and departure. This is done by your visitor manually logging their visit into an Excel spreadsheet, a visitor guestbook, or a digital platform, such as a visitor sign-in kiosk.

Typical visitor management systems contain visitor check-in software that allows visitors to check-in, check-out, and sign declarations. When guests arrive, the system can also send hosts notifications to inform them that their guest has arrived.

Many locations use visitor management systems, including offices, hospitals, government buildings, and manufacturing sites. They’re put in to increase security, meet data protection requirements, simplify visitor check-in procedures, and improve overall facility management.

Find out more about our hardware solutions for visitor management

How do visitor management systems work?

Matrix Booking’s visitor management system provides digital visitor lists to replace paper sign-in books. This has numerous benefits for people visiting your sites, your front desk team, and those responsible for health and safety in your organisation. 

Discover visitor management in Matrix Booking

Why is visitor management important?

First impressions matter. Most people will have experienced the frustration of queuing up to sign in using a single, paper visitor book, then being handed sheets of security information to read, then having to wait for the front desk team to phone the host. The whole experience can become even more complicated when you have several organisations in the same building with a shared reception. 

Paper visitor books also carry risks when it comes to health and safety, because they’re the only record of who’s in the building at a given time. 

Matrix Booking’s visitor management system addresses these challenges (and more). It offers simpler and faster ways for visitors to digitally check in and sign declarations, as well as automated notifications for their hosts, support for multi-organisational sites, and digital visitor lists for your health and safety team to access from anywhere. 

Learn more about visitor management in Matrix Booking

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