Facility Booking System and Office Reservation System
Organizations often struggle with inefficient facility booking processes, relying on outdated, manual systems that lead to scheduling conflicts, wasted time, and inefficiencies. This results in frustration for employees and administrators alike and can decrease overall productivity.
The Facility Booking System/Meeting Room Booking System is an advanced facility reservation software designed to efficiently manage corporate office facilities and rentable spaces. It provides complete control over the reservation and usage of shared office resources such as meeting rooms, conference halls, office spaces, and training rooms, alongside rentable facilities like sports facilities, auditoriums, high-cost equipment, and other specialized spaces. The system integrates booking, approval workflows, and billing operations across organizations, boosting operational efficiency and ensuring streamlined management.
It simplifies the process of scheduling meetings, booking meeting rooms, inviting internal and external visitors, arranging pre- and post-meeting room cleaning, ordering refreshments, booking car parking spaces, and more — all through a single interface.
Additionally, the system allows users to book specific facilities, manage attendees, arrange for extra resources (e.g., refreshments, AV equipment, parking), and track usage — all via an intuitive, easy-to-use interface. With customizable approval workflows, requests are routed for necessary approvals, ensuring smooth coordination and compliance across your organization.
Key Benefits
Streamlined Reservation Processes
Our system streamlines the reservation process through an intuitive online booking platform, enabling users to easily request, confirm, and manage facility reservations in real-time.
Real-time Availability
Our system provides real-time visibility into facility availability, preventing scheduling conflicts, and allowing users to book available spaces with confidence.
Efficient Facility Scheduling
Our system empowers organizations to effectively manage their facilities by providing insights into reservation patterns, booking trends, and occupancy rates, enabling proactive coordination and optimization of resources and space availability.
Enhanced User Experience
Our system enhances the user experience by offering a user-friendly interface, customizable booking options, and automated notifications, improving satisfaction and productivity for users.
Efficient Resource Allocation
Our system facilitates efficient resource allocation by integrating with service providers, such as catering companies and equipment suppliers, automating service requests, and ensuring seamless coordination of resources for booked events.
Key Features
Facilities directory
Visual booking viewing the floor plans – using a graphical interface
Re-allocation, cancellation, block/extend a booking
Billing of reservations & cancellations
Billing with payment gateway integration
Scheduling of refreshment orders to catering
Switch On/Off HVAC and lighting automatically with BAS/BMS integration before scheduled start time and auto-cut-off after meeting time
Reserve car parking spaces
Display user availability calendars from MS Exchange
Utilization analysis
Print QR codes posters and stick outside bookable facilities for users to scan and instantly book the facility
Booking requests, approval workflows
Confirmation, rejection, suggestion of alternate facilities
Email/SMS/WhatsApp notifications on requests, approvals, and cancellation
Managing of inventories for booked facilities
Inviting internal & external attendees for meetings
Pre-register meeting attendees with visitor management
Automated scheduling of cleaning activities and alerts to housekeeping teams before and after meetings to ensure rooms are cleaned and maintained, ensuring an always-ready environment
Bi-directional MS Exchange/MS Outlook/Active Directory integration
Eliminates contact with high-touch surfaces by allowing hosts and attendees to operate lighting and air-conditioning systems through the mobile app, promoting improved hygiene and user convenience
Manage all bookings over the web, kiosk and mobile apps
eFACiLiTY® Smart Facility App
Overview of scheduled meetings at a glance in a visual floor plan
Quick & advanced facility booking
Update/Extend/End an ongoing booking
Microsoft Outlook integration for appointments
Pre-register external attendees, order refreshments, reserve car parking spaces, etc.,
Email/SMS/Push notifications on requests, approvals, and cancellation
eFACiLiTY® Facility Booking Kiosk
Install good looking meeting room display systems in front of important conference/meeting rooms to display current/upcoming meetings and allow instant booking of the facility. Tablets/touch panels can be installed inside the rooms to allow users to extend/end an ongoing booking, schedule refreshments and control the air-conditioning and lighting systems.
Acts as a meeting room display listing the ongoing and upcoming meetings
Allows to scan the RFID based ID cards or NFC enabled smartphones to authenticate users and book the meeting room
Allows controlling lighting and air-conditioning displaying good looking floor plans of the meeting room
Toggle between projection mode & meeting mode to switch on/off the lightings and control automated window blinds
End or extend ongoing meetings
Place refreshment orders with cafeteria
Access control system/NFC integration
MS Exchange/Office 365 Integrations for appointments retrieval & reminders
End booking automatically switches-off all lights and HVAC to ensure that no electrical device is ON after the end of the meeting saving energy
