Meeting Room Booking
Meeting rooms that book themselves into your calendar, not the other way around
Book from Outlook, Teams, Google Calendar or the RoomNxt native scheduler, on any tablet, display or browser. Deploy on premise or as SaaS, and stop losing time to double bookings, ghost meetings and rooms nobody can find.
Meeting rooms are the most fought-over resource in every office
Someone books a room for a 30 minute call and never shows up. Two teams book the same room through two different calendars. Nobody outside the room can tell if it is actually free. Facilities teams find out about all of this weeks later, from a spreadsheet nobody trusts.
RoomNxt fixes this by putting one system of record behind every calendar your company already uses, so a booking made from Outlook, Google Calendar or a tablet outside the room is always the same booking, checked against the same rules, visible to everyone at once.
How it works
01
Book from wherever you already work
Book a room from Outlook, Teams, Google Calendar or the RoomNxt native scheduler. Whichever one you use, the booking is checked and confirmed in real time, so two people can never hold the same room at once.
02
Walk up and it is already sorted
A display outside the room shows whether it is free, booked or about to release. Need the room right now and nobody is using it? Spot book it from the tablet outside the door in a few taps.
03
No-shows release automatically
If nobody checks in within the grace period you set, RoomNxt releases the room automatically, so it goes back into circulation instead of sitting empty on someone's calendar.
04
Facilities sees what is actually happening
Utilization reports show which rooms are overbooked, which sit empty, and which no-show constantly, across every office, not just the one your facilities manager happens to sit in.
For hosts and employees
- Calendar view. See day, week or month availability across every room, not just the ones near your desk
- Search by need, not by name. Find a room by date, time, capacity or the equipment inside it, instead of guessing which room has a working projector.
- Quick book. Click an empty slot on the calendar and the room is yours, no separate confirmation step.
- In-room assets. Check whether a projector, screen or video conferencing unit is available before you commit to a room.
- Spot booking. Book a free room on the spot from the tablet outside it, for the meeting that just came up.
- Pantry and canteen ordering. Order tea, coffee or snacks for the meeting directly from the booking screen, routed straight to your pantry or canteen team. This is a genuine RoomNxt differentiator, most room booking tools stop at the calendar.
For facilities and IT
- Auto-release of no-shows. Rooms that are booked and never used are released automatically, based on a grace period you control.
- Meeting room displays. Occupancy status shown outside every room, on any Android or iOS tablet, PoE display or smart TV, so nobody needs to open an app to check.
- Customizable room settings. Set booking limits per room, per user or per department, and control who can book which rooms.
- Automated reminders. Hosts and attendees get reminded ahead of a meeting, cutting down on no-shows in the first place.
- Multi-location support. One system and one report across every office, instead of a different tool per site.
- Utilization reporting. See booking trends and room usage patterns to plan renovations, downsizing or new room formats with real data instead of guesswork.
Deploy your way
Choose on premise or SaaS on the same software, with the same feature set either way. On premise keeps meeting data inside your own infrastructure, useful for BFSI, government and other regulated buyers. SaaS gets you running in days with nothing to manage.
RoomNxt is device-independent by design. It runs on any Android or iOS tablet, PoE Philips meeting display, or internet-enabled smart TV, so you are never locked into buying a specific vendor's hardware to get the full feature set.
Integrations
Frequently asked questions
No. Book directly from Outlook, Teams or Google Calendar, or use the RoomNxt native scheduler. All three stay in sync, so a booking made in one always shows up correctly in the others.
Yes. RoomNxt meeting room booking is available on premise or as SaaS, on the same software, so you are not choosing a lesser product either way.
None specifically. It works with any Android or iOS tablet, PoE Philips meeting display, or internet-enabled smart TV you already have, so there is no single hardware vendor you have to buy from
It lets employees order refreshments for a meeting directly from the booking screen, with orders routed to the pantry or canteen team automatically. It is a feature most meeting room booking tools simply do not offer.
You set a grace period, for example ten minutes. If nobody checks in on the display or the app within that window, RoomNxt releases the room automatically so it becomes bookable again.
Yes. Set booking limits and permissions per room, per user or per department, including caps on advance booking windows and maximum meeting length.
Yes. One login and one report cover every location, so facilities teams are not managing a separate tool per offic
Room utilization, booking trends and no-show patterns, broken down by room, floor, department or locati
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Ready to see it in action?
