Room booking system for managing rooms and resources and planning meetings

Meetings are much easier to organise with the vysoft RMS room booking system

The vysoft room booking system helps you to organise meetings and/or training courses. You can use the reservation system to plan and manage room occupancy, technical equipment, catering and also the seating. The visitor management system informs the organizer and reception about the participation status of the guests. Your guests and employees can also be informed and guided via the room signs and visitor information displays which are incorporated in the system.

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A modern room booking system, seamlessly integrated into your Microsoft 365 or MS Teams infrastructure

The advantages of using the vysoft room booking system

Simply connect the room booking system to your Intranet - the benefits are obvious:

Make better use of rooms and reduce your costs

Reduce the amount of work and avoid conflicts

Notify internal and external participants

Arrange media and hospitality

Book in advance or on site

The comprehensive range of functions of the room booking system at a glance:

Graphic occupancy overview
Clear overview of rooms and the use thereof - as a list or in a daily, weekly or monthly view
Configurable room booking
Clearly laid out booking form with integrated approval workflow
Department and position-specific authorisation concept
Intelligent room search
The booking form only shows rooms which are available and fulfil certain requirements (for example: barrier-free, minimum size, seating options, existing equipment)
Regular bookings
The status of the rooms is displayed in a structured manner on the respective dates
Coupling
Rooms can be booked individually or in a group
Catering
The catering bookings are also integrated in the room booking system, including a function for notifying the canteen or the caterer
Guest management
Invitations and visitor reception can be coordinated directly in the system
Billing functionality
Catering or the use of rooms with internal or external departments can be billed from within the system
Seating selection
Direct assignment with notification function for facility management, taking set-up times into consideration
Technical equipment
Simply book the media or IT that you require at the same time
Integrated document management
An agenda or menu plan can be stored in a central location for everyone
Workflow-based notifications
Using a task list or via email
Standardised invitations
The meeting participants receive an invitation in iCalendar data format (supported by MS Outlook, Lotus Notes and Thunderbolt/Lightning and others)
Task and workflow management
E-mail service
with MS Outlook integration
Integration of MS Office applications
Comprehensive range of evaluation options
e.g. for room use or technology requirements
Flexible hosting
The room booking system can be operated in the cloud or on the Intranet as a purchased or rental version
Single sign-on
Check-ins directly via your own corporate directory (Active Directory)

The room booking system supports important activities, such as:

Booking a room

Simple and efficient implementation of any kind of room booking. The calendar view includes a list view and a daily, weekly or monthly view

Searching for a room

First enter the required factors (e.g. capacity, barrier-free, seating options or equipment options), and only the rooms which fulfil the criteria and are available on the selected date will be listed

Creating a recurring appointment

Define recurring appointments with the required regularity. The availability of the room is clearly displayed

Managing locations and rooms

Configure an unlimited number of rooms in different locations, selected with the aid of a clear map view

Use of coupling rooms

Multiple rooms can be booked together as a “coupling room”. The status of the required rooms is always taken into consideration when booking

Sending invitations

Internal or external guests are invited by e-mail using a standardised iCalendar format, and the status of the participants can be traced at any time

Managing hospitality

Choose from several catering options, and arrange communication with the caterer or the canteen directly

Authorising assignments

Request and approve bookings using a defined approval procedure in the event of billable external rooms or catering

Organising media

Order the necessary media, IT equipment and seating

Plan video or web conferences

Send information about video or web conferences together with the invitation

Organising room signage

Guests and employees are guided from the foyer to the meeting room using modern touch displays. Occupancy is viewable immediately on site.

Digital room signage

Unlocking doors

In conjunction with our room displays, doors can be opened using an RFID card or QR tag

Checking in

Record the occupancy of the room by checking in for a meeting on site

Evaluating statistics

Obtain standardised or ad hoc evaluations of room occupancy, costs per department, bookings within a certain time period etc.

Product screenshots of room booking system

Reservation overview with configurable filtering criteria

Technology options, catering and seating can all be configured in one step of the room management

Technology options, catering and seating, all in one step

Any number of locations can be managed in vysoft RMS, you are given a clearly organised room allocation plan

Map view

More information on the subject of the room booking system and meeting organisation

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