The most important room booking system requirements
The following functions are specified time and time again within the context of room management software
The rooms must be able to be categorised depending on the usage area of the room, e.g. meeting room, video conference room etc.
The room booking system must allow rooms to be linked, so that two rooms can be used/managed as one large room, for example
Occupancy plans must be available online
The room attributes must be easy to expand
Equipment features for rooms must be created in the system or be able to be configured for the respective rooms
The room management system must have a document management function, so that usage instructions for special rooms can be stored in PDF format, for example
The system must provide a graphical overview of the rooms and their occupancy, on the basis of a selectable period of time
A workflow should be triggered in connection with the reservation of rooms to allow approval/scheduling for special rooms/resources, for example
The room reservation system should support e-mail notification to facility management or the canteen, for example
When a room is reserved, predefined parameters must be taken into consideration such as the number of participants or the video conference equipment
Set-up times should be predefined or predefined in connection with rooms or seating arrangements, and taken into consideration in the occupancy
Public holidays must be visible in the system
The room management must make reservation from the Outlook appointment calendar possible
Recurring bookings must be possible
The system must be connected to the corporate directory service (Active Directory) to allow automatic registration (single sign-on) or to automatically take over personal information (e.g. name, department)
Information monitors must be supported
The room booking software be barrier-free for the end user
The system must have comprehensive evaluation functionality
It must be possible to integrate the room management software in the Intranet
