Ever found yourself circling the office, laptop in hand, hunting down a free meeting room? Did you know that 40% of employees, just like you, waste up to 30 minutes a day just trying to find a suitable meeting space?
This isn’t just frustrating—it’s a productivity killer. Whether it’s a high-stakes client meeting or a quick team sync, the last thing you want to spend time on is fighting conference room turf wars and playing calendar detective.
That’s where room booking software comes in. The right booking system eliminates scheduling conflicts, prevents no-shows, and keeps meetings running smoothly with real-time availability and smart reminders.
We’ve rounded up the best room booking tools (ClickUp leads the pack!) to help you streamline your space, save time, and reclaim control of your calendar.
Top 10 Room Booking Software for Offices
- What Should You Look for in a Room Booking Software?
- The Best Room Booking Software at a Glance
- The Best Room Booking Software
- 1. ClickUp (Best for seamless room booking and team coordination)
- 2. Skedda (Best for automating access control for specific meeting rooms)
- 3. Kadence (Best for hybrid teams)
- 4. OfficeRnD (Best for customizing meeting rooms)
- 5. inspace (Best for room usage and workplace analytics)
- 6. Roomzilla (Best for one-tap room bookings)
- 7. Robin (Best for enterprises with large office spaces and remote teams)
- 8. Teem by iOFFICE (Best for government agencies)
- 9. RoomRaccoon (Best for hotels and resorts)
- 10. Envoy (Best for optimizing conference room utilization and office space management)
Summarize this article for me pleaseWhat Should You Look for in a Room Booking Software?
The right room booking software should do more than just hold your spot. It should be able to think ahead, stay out of your way, and make sure every meeting starts on time (with the right people actually in the room).
Here’s what to look for in a conference room scheduling system to have productive meetings:
- Real-time room availability: Tools that give your team an instant view of which rooms are free, in use, or already booked. No more awkward ‘is anyone in here?’ interruptions, guesswork, and meeting conflicts
- Calendar and email integration: Software that syncs seamlessly with existing business tools and Google Workspace, Calendar, Microsoft Outlook, and email reminders. Your team won’t have to miss a booking or juggle five apps just to reserve one room
- Interactive floor plans: Features that show interactive room displays and visuals of office layout, where you can click on meeting spaces and book easily. Such meeting room booking software is especially necessary if you have larger offices and hybrid setups
- Smart booking rules: Tools that set up restrictions like max occupancy, booking duration limits, and priority access for specific teams. This keeps things fair and organized even during peak hours and avoids scheduling issues at work
- Touchless check-in and out: Software that offers QR codes or sensors to confirm who is using the space, reducing ghost bookings. This also helps track space usage for better planning
- Visitor management features: Features to book meeting rooms for client or vendor visits and link them with guest sign-ins
- Usage analytics and reports: Software that tracks which rooms are most used, how often bookings get canceled, and where you are losing space efficiency
Summarize this article for me pleaseThe Best Room Booking Software at a Glance
Here’s a look at the most impressive room booking software you can choose from:
| Tool | Best for | Key features | Pricing* |
| ClickUp | Seamless room booking and team coordination; Startups, SMBs, and enterprises | AI-powered calendar, task management, meeting templates, integrations with Google Calendar, Outlook, and Calendly, AI Notetaker, and office space management templates | Free Forever, Customizations for enterprises |
| Skedda | Automating access control for specific meeting rooms; SMBs and enterprises | Custom booking rules, visitor check-in notifications, Slack/email reminders, interactive maps, and online payments | Starts at $99/month |
| Kadence | Hybrid teams; Startups, SMBs, and enterprises | Real-time room availability, predictive intelligence, Slack/MS Teams alerts, Outlook/Google Calendar integration, and live room usage analytics | Starts at $4/month per active user |
| OfficeRnD | Customizing meeting rooms; SMBs and enterprises | Recurring meeting reservations, centralized room statuses, room utilization analytics, and admin booking capabilities | Starts at $99-$185/month |
| inspace | Room usage and workplace analytics; SMBs and enterprises | NFC-enabled check-ins, interactive maps, booking rules, digital signage, and actionable metrics | Starts at $3.99/user per month |
| Roomzilla | One-tap room bookings; SMBs | QR code reservations, auto-cancellations, approval rules, interactive maps, and real-time updates | Free, Starts at $12/resource |
| Robin | Enterprises with large office spaces and remote teams; Enterprises | Hot desking, priority booking, interactive office maps, AI-powered check-ins, and abandoned meeting protection | Custom pricing |
| Teem by iOFFICE | Government agencies; Government, enterprises | FedRAMP authorization, interactive office maps, AI workspace optimization, and visitor management integration | Custom pricing |
| RoomRaccoon | Hotels and resorts; SMBs and enterprises (hospitality) | Automated room availability updates, secure billing, customizable booking engine, and real-time reporting | Starts at $236/month |
| Envoy | Optimizing conference room utilization and office space management; SMBs and enterprises | Color-coded availability, digital schedule displays, Slack/Teams integration, and automated end-of-meeting reminders | Free, Starts at $131/month per location |
How we review software at ClickUp
Our editorial team follows a transparent, research-backed, and vendor-neutral process, so you can trust that our recommendations are based on real product value.
Here’s a detailed rundown of how we review software at ClickUp.
Summarize this article for me pleaseThe Best Room Booking Software
These are some of the most used room scheduling software that can elevate your reservation system.
1. ClickUp (Best for seamless room booking and team coordination)
Imagine this: you’re five minutes away from a critical client call, but the meeting room you thought you booked is already occupied—again. You checked the calendar, and it’s unclear. Your team is scattered across tools, no one knows who reserved what, and now you’re scrambling for a backup space.
Enter ClickUp, your everything app for work. It’s an AI-powered work hub and smart booking system that brings scheduling, collaboration, follow-ups, and more under one roof.
ClickUp Calendar
ClickUp’s AI Calendar acts as your command center for booking conference rooms. Instead of awkward hallway standoffs or double-booking drama, you get a clean, real-time view of which rooms are available, when, and for how long.
Need to block time for a brainstorming session or a weekly all-hands? Just pick your slot.
But it doesn’t stop at just booking. This Calendar is AI-powered. It can optimize your entire meeting flow. The calendar will auto-schedule based on availability and send out reminders so nobody misses the meeting—or walks into one uninvited.
ClickUp Brain
ClickUp’s AI reviews tasks, upcoming deadlines, and your team’s availability to recommend meeting times that make sense.
ClickUp Brain even auto-blocks focus time and reschedules when conflicts arise, helping you avoid overlaps and last-minute shuffle games.
ClickUp Tasks
Next, let’s talk about ClickUp Tasks—the operational backbone of your meeting room coordination.
You can turn every scheduled meeting into a task. Just tag the room, assign it to your team, set the duration, and you’re done.
This creates a shared source of truth—everyone knows who’s using what space, for how long, and why. No more guessing who “Meeting Room B” is reserved for. Even better, you can add subtasks and checklists so your meetings stay on track and productive.
ClickUp Integrations
And since ClickUp syncs effortlessly with Google Calendar, Outlook, Microsoft Teams, and other top scheduling tools, your entire booking ecosystem stays aligned.
You can turn emails into Tasks with the ClickUp Outlook integration. Alternatively, you can create new Tasks from your emails without leaving Outlook.
Updating Tasks on your calendar also becomes a breeze through the ClickUp Google Calendar integration. And if you need to alter or add an event on your Google Calendar, it’ll automatically reflect on ClickUp.
Similarly, the ClickUp Calendly integration lets you schedule a meeting on Calendly and have it show up on ClickUp.
Besides managing, scheduling, and coordinating, ClickUp shines when it comes to boosting productivity. It doesn’t just cancel the chaos that comes with meeting room booking; it makes meetings themselves entirely hassle-free.
ClickUp AI Notetaker
The ClickUp AI Notetaker is the team member you didn’t know you needed. It joins your meetings, listens in, transcribes key points from meeting minutes, and—most importantly—automatically generates action items that are turned into ClickUp Tasks as soon as the call ends.
That means every room booking results in documented outcomes and follow-through, not just vague notes and forgotten takeaways.
ClickUp Meeting Booking Form Template
Need an easy way for your team to request rooms or schedule meetings? Try the ClickUp Meeting Booking Form Template.
It lets teams book meeting rooms without any hassle and ensures every meeting request is clear and consistent, avoiding any overlaps in meeting schedules. Moreover, you can capture all the essential details, such as date, time, location, attendees, meeting agenda, and needed resources.
For those managing larger spaces—maybe a campus, a coworking floor, or an enterprise HQ—ClickUp Office Space Management Template levels up the game.
It lets you assign desks and conference areas, track room usage, manage maintenance requests, and even optimize layouts for peak productivity. You can visualize your space, plan efficiently, and run your office like a well-oiled machine.
In a world of overlapping calendars and crowded schedules, ClickUp is your full-stack meeting ops manager. It helps you run effective meetings and keep every space, task, and teammate in sync.
ClickUp best features
- Allow members to book rooms via ClickUp Forms, manage multiple spaces, and streamline billing or access
- Turn meeting room booking into an automated workflow with 50+ triggers
- Coordinate classroom and conference room reservations, sync with academic calendars, and automate notifications for staff and students
- Integrate room booking with project management, ensuring meetings, Tasks, and follow-ups are all tracked in one place
- Translate meeting notes into 10+ languages
- Store meeting notes with ClickUp AI Notetaker and meeting recordings with ClickUp Clips for quick referencing, preventing redundant meetings
- Access PowerPoint meeting agenda templates to organize and structure your discussions for shorter meetings
ClickUp limitations
- New users may find the extensive features a bit overwhelming at first
ClickUp pricing
free forever
Best for personal use
Free Free
Key Features:
60MB Storage
Unlimited Tasks
Unlimited Free Plan Members
unlimited
Best for small teams
$7 $10
Everything in Free Forever plus:
Unlimited Storage
Unlimited Folders and Spaces
Unlimited Integrations
business
Best for mid-sized teams
$12 $19
Everything in Unlimited, plus:
Google SSO
Unlimited Teams
Unlimited Message History
enterprise
Best for many large teams
Get a custom demo and see how ClickUp aligns with your goals.
Everything in Business, plus:
White Labeling
Conditional Logic in Forms
Subtasks in Multiple Lists
* Prices when billed annually
The world's most complete work AI, starting at $9 per month
ClickUp Brain is a no Brainer. One AI to manage your work, at a fraction of the cost.
ClickUp ratings and reviews
- G2: 4.7/5 (10,000+ reviews)
- Capterra: 4.6/5 (4,300+ reviews)
What are real-life users saying about ClickUp?
A ClickUp user says,
💡 Pro Tip: Use ClickUp Forms to collect your team’s feedback after every meeting. This will help you reduce the number of pointless meetings and keep meeting rooms available for urgent conferences
2. Skedda (Best for automating access control for specific meeting rooms)
From 2023 to 2024, the overall office occupancy has doubled, rising from 30% to 60%. This means more people, more meetings, and yes… more chances of space conflicts.
Skedda’s sleek and centralized platform lets you manage that with desk assignment, meeting room scheduling, and shared space organization. Its intuitive drag-and-drop interface, online payments, and social logins make it easy for office managers and coworking operators to handle reservations with minimal effort.
You can also establish access control for specific rooms, ensuring that the space for your high-priority meetings is always available.
Skedda best features
- Customize booking conditions, custom fields, and rules for specialized equipment and different meeting spaces
- Let visitors check in on a designated tablet and receive instant notification about their arrival
- Send check-in reminders through Slack and email, and auto-release any unused spaces to avoid ghost bookings
- Let remote teams easily locate their office neighborhood with detailed, interactive maps and floor plan visuals
Skedda limitations
- Sometimes lists appointments in the wrong time zones
- Lacks customization features
Skedda pricing
- Starter: $99/month
- Plus: $149/month
- Premier: $199/month
Skedda ratings and reviews
- G2: 4.8/5 stars (240+ reviews)
- Capterra: 4.8/5 stars (220+ reviews)
📮ClickUp Insight: According to our meeting effectiveness survey, 12% of respondents find meetings overcrowded, 17% say they run too long, and 10% believe they’re mostly unnecessary.
In another ClickUp survey, 70% of the respondents confessed that they would happily send a substitute or a proxy to the meetings if they could.
ClickUp’s integrated AI Notetaker can be your perfect meeting proxy! Let AI capture every key point, decision, and action item while you focus on higher-value work. With automatic meeting summaries and task creation assisted by ClickUp Brain, you’ll never miss critical information, even when you can’t attend a meeting.
💫 Real Results: Teams using ClickUp’s meeting management features report a whopping 50% reduction in unnecessary conversations and meetings!
3. Kadence (Best for hybrid teams)
64% of employees state that their company currently operates on a hybrid model. If you are one of them, Kadence is an ideal meeting room scheduling software for you.
This meeting room booking system offers a modern room booking system tailored for hybrid teams, providing real-time visibility into available meeting rooms across multiple locations.
You can filter rooms by location, capacity, or amenities and book directly from your mobile device or desktop. The system’s room displays and quick-book functionality ensure that conference room scheduling is both transparent and hassle-free.
Kadence best features
- Access predictive intelligence on workplace occupancy
- Stay updated on when your team is coming to the office and when they have cancelled at the last minute through Slack and MS Teams alerts
- Customize your meeting room setup with the required amenities
- Reserve meeting rooms directly from your Outlook and Google calendar
- Help office managers minimize booking conflicts with check-in reminders, auto-release of unused rooms, and live room usage analytics
Kadence limitations
- Often glitches when you try to change room bookings
- The insights section isn’t very detailed
Kadence pricing
- Standard: $4/month per active user
- Enterprise: Custom pricing
Kadence ratings and reviews
- G2: 4.6/5 stars (100+ reviews)
- Capterra: 4.6/5 stars (20+ reviews)
What are real-life users saying about Kadence?
A G2 review reads:
4. OfficeRnD (Best for customizing meeting rooms)
Every team needs different amenities while running online meetings, whether it’s whiteboards for brainstorming, video conferencing gear for client calls, or extra chairs for hybrid huddles.
With OfficeRnD, you can customize meeting rooms to match your team’s needs, from adding amenities to setting smart booking rules that keep scheduling simple and stress-free. And when things get busy, office managers or admins can jump in to book spaces on behalf of others, making sure everyone gets the right room at the right time.
The platform is especially suited for coworking spaces and corporate environments that require flexible, scalable solutions.
OfficeRnD best features
- Reserve rooms easily for recurring meetings
- Add important meeting details and resources directly within each reservation
- Highlight space availability with centralized room statuses
- Track bookings and check-ins, room utilization rates, average booking duration, and no-show percentage
OfficeRnD limitations
- It can get quite expensive for budding startups with a limited budget
- Users report that navigating the software is quite tricky
OfficeRnD pricing
- For Co-working and Flex spaces:
- Start: Starting from $185/month
- Grow: Starting from $289/month
- Scale: Custom pricing
- For Modern Workplaces:
- Start: Starting from $99/month
- Professional: Starting from $399/month
- Enterprise: Custom pricing
OfficeRnD ratings and reviews
- G2: 4.6/5 stars (150+ reviews)
- Capterra: 4.5/5 stars (30+ reviews)
What are real-life users saying about OfficeRnD?
A G2 review reads:
🧠 Fun Fact: Mark Zuckerberg, the founder of Facebook, swears by the productivity-boosting power of an icy conference room, keeping the thermostat at a brisk 59°F (15°C). Looks like the only thing heated in that room is the discussion!
5. inspace (Best for room usage and workplace analytics)
To optimize your workspace, you need real-time data on how your meeting rooms and desks are being used. The platform’s NFC-enabled check-in system ensures that only attended bookings hold the space, automatically releasing unused rooms for others.
Besides handling your room bookings, it shows you exactly how the space is being used and what you need to change to accommodate your team.
You can instantly view available conference rooms, check schedules, and reserve spaces from any device, including interactive room panels. Moreover, it offers customizable messaging, real-time updates, and effortless coordination for smooth and enjoyable client and team meetings.
inspace best features
- Set booking rules, manage user roles, and ensure only the right people can reserve specific spaces
- Offer digital signage to visitors to book meeting rooms
- Access interactive maps of your floor plan on the platform’s intuitive interface and let employees book desks, meeting rooms, parking spaces, and more
- Benefit from granular access controls and actionable metrics
inspace limitations
- User experience isn’t very smooth
- Sometimes you will have to refresh a page a couple of times to reserve rooms
inspace pricing
- Starter: $3.99/user per month
- Pro: $7.99/user per month
- Enterprise: Custom pricing
inspace ratings and reviews
- G2: No reviews available
- Capterra: Not enough reviews
👀 Did You Know? 49% of all workplace spaces are extremely underused, averaging less than one hour per day.
6. Roomzilla (Best for one-tap room bookings)
Nobody wants to go through multiple approval steps just to book a meeting room. It becomes even more frustrating when it’s an urgent conference.
Roomzilla lets you reserve rooms by just scanning a QR code. Its auto-cancellation and approval queue features help reduce no-shows and streamline the reservation process. The platform is highly adaptable, supporting hot-desking, desk hoteling, and traditional conference room booking, making it a versatile solution for modern, flexible workplaces.
Roomzilla best features
- Access digital check-ins and auto cancellations to optimize working spaces
- Book rooms and coworking spaces quickly with QR codes
- Set approval rules for specific rooms or resources, ensuring that only high-priority spaces undergo administrative review
- Maximize efficiency with interactive maps and real-time booking updates
Roomzilla limitations
- The reporting feature isn’t detailed enough
- Doesn’t have a mobile app
Roomzilla pricing
- Free
- Standard: $12/resource
- Business: $20/room and $12/desk per equipment
Roomzilla ratings and reviews
- G2: 4.3/5 stars (180+ reviews)
- Capterra: Not enough reviews
7. Robin (Best for enterprises with large office spaces and remote teams)
For large enterprises, managing conference rooms across sprawling office spaces and multiple locations can be a logistical nightmare, especially if you have a hybrid work model. Robin is a meeting room booking software designed to accommodate the meeting room needs of such enterprises.
With hot desking, priority booking, and a centralized overview of rooms, you can quickly locate the perfect space and resolve scheduling conflicts for your remote and in-office teams. You can even book parking spots and optimize room display and office layout with AI.
Robin best features
- Reserve rooms through Microsoft Outlook and MS Teams
- Access automatic room suggestions and interactive office maps
- Ensure optimal utilization of meeting rooms with AI for automated check-ins, abandoned meeting protection, and intelligent space suggestions
- Offer employees and visitors interactive kiosks with maps to guide them around your office locations
Robin limitations
- Editing the floor plan is a little complex and often needs support from the service provider
- The booking system through Outlook doesn’t work properly
Robin pricing
- Custom pricing
Robin ratings and reviews
- G2: 4.5/5 stars (200+ reviews)
- Capterra: 4.7/5 stars (70+ reviews)
What are real-life users saying about Robin?
A G2 review says:
8. Teem by iOFFICE (Best for government agencies)
Teem by iOffice is a FedRAMP-authorized meeting room booking system, ideal for government agencies and companies handling highly sensitive data.
It combines desk and room reservations with workplace analytics and wayfinding. It also offers Eptura AI to help you optimize your workspace and improve operational efficiency.
Besides reserving meeting rooms, you can use it to schedule office space maintenance, place service requests, and track meeting schedules and equipment budgets.
This meeting room booking software is helpful for enterprises and educational institutions looking for a unified platform to manage all aspects of workplace reservations and visitor flow.
Teem by iOFFICE best features
- Access interactive office maps to book and locate meeting rooms
- Use AI to book workspaces according to your preferences and let employees select desks near colleagues
- View data on your workspace utilization, reservation, and lease data in the analytics dashboard
- Integrate with visitor management and digital signage solutions to enhance your conference room scheduling experience
Teem by iOFFICE limitations
- Users report poor customer service
- The tool has a steep learning curve
Teem by iOFFICE pricing
- Custom pricing
Teem by iOFFICE ratings and reviews
- G2: No reviews available
- Capterra: 4.4/5 stars (40+ reviews)
🧠 Fun Fact: Amazon’s famous “two-pizza rule” says no meeting should be so big that two pizzas can’t feed the whole group. Quite a nifty idea to keep those overextended, frustrating meetings at bay, huh?
9. RoomRaccoon (Best for hotels and resorts)
Overlapping reservations, manual updates, and constant booking requests can overwhelm even the most organized hotel staff. RoomRaccoon is an all-in-one hotel management software that excels in automating front desk administration and back-office operations for hospitality environments.
Its property management system (PMS) includes a robust booking engine, channel manager, and real-time reporting, allowing hotels and guesthouses to streamline room reservations and maximize revenue.
It’s a smart solution that helps hoteliers save time, reduce errors, and deliver a seamless experience from check-in to check-out.
RoomRaccoon best features
- Update room availability across all booking platforms automatically
- Accept payments directly through the platform with secure, automated billing
- Send automated emails and messages for confirmations, reminders, and upsells
- Manage guest rooms, meeting rooms, and event spaces through its customizable booking engine and 300+ integrations
- Track occupancy rates, revenue, and booking trends with built-in analytics for data-driven space management
RoomRaccoon limitations
- It is more expensive than the alternatives
- It lacks integration with third-party services
RoomRaccoon pricing
- Entry: $236/month
- Starter: $300/month
- Premium: $441/month
- Enterprise: $620/month
RoomRaccoon ratings and reviews
- G2: Not enough reviews
- Capterra: 4.2/5 stars (60+ reviews)
What are real-life users saying about RoomRaccoon?
A G2 review says:
10. Envoy (Best for optimizing conference room utilization and office space management)
Envoy’s a conference room scheduling software for intuitive, efficient room booking and space management. With color-coded availability indicators and digital schedule displays outside each meeting room, you can easily find and reserve the right space for your needs.
The meeting room booking system even sends real-time alerts to book smaller spaces and release rooms via Slack.
Privacy controls and automated end-of-meeting reminders make this meeting room booking system a strong choice for organizations focused on minimizing wasted space.
Envoy best features
- Confirm room booking by tapping check-in at the room, or in Slack or Teams directly
- Identify your most popular rooms and amenities to optimize office space
- Auto-release rooms to free up space for urgent meetings
- Find and book the nearest available room from the Envoy mobile app with location-based functionality
Envoy limitations
- Users report that the tool has loading speed issues
- The price can add up if you have a big team
Envoy pricing
- Visitors:
- Basic: Free forever
- Standard: $131/month per location
- Premium: $395/month per location
- Enterprise: Custom pricing
- Virtual Front Desk: $199/month per location
- Workplace:
- Standard: $3/month per active user
- Premium: $5/month per active user
- Premium Plus: $7/month per active user
- Connect: Custom pricing
Envoy ratings and reviews
- G2: 4.8/5 stars (400+ reviews)
- Capterra: 4.8/5 stars (420+ reviews)
What are real-life users saying about Envoy?
A G2 review says:
📖 Also Read: Discovery Meeting: What It Is and How to Conduct One
Summarize this article for me pleaseTurn Every Meeting Into a Smooth, Stress-Free Experience with ClickUp
A reliable meeting room booking software is just as important as it helps your team spend less time coordinating and more time collaborating.
While the tools mentioned above offer powerful scheduling features, the best room scheduling platforms go beyond just booking. They help you optimize space usage, keep everyone in sync, and streamline meetings with AI-powered solutions.
Whether you’re managing meeting rooms, hot desks, or collaborative zones, ClickUp is the solution that fits all your needs. From an AI-powered Calendar that makes meetings intelligent, integrated, and outcome-driven to easy integrations with scheduling tools, you get everything you need to let your teams run timely and effective meetings.
Whether you’re an office manager trying to stop the daily chaos, a university admin coordinating lecture halls, or a corporate team just trying to run meetings that actually stick, ClickUp ensures your room booking process is as smooth as the meeting itself.
Sign up with ClickUp today and see for yourself!
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