Meeting Room Booking
Simple, reliable meeting room booking
for your entire office
Book from Outlook, Teams, Google Calendar or the RoomNXT native scheduler, on any tablet, display or browser. No double bookings, no rooms sitting empty because someone forgot to show up.
Workplaces running on RoomNXT
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.
Everything in the meeting room module
The full capability set of the room booking and scheduling module, the room resource management module, and the admin and pantry modules that sit underneath it.
Booking and scheduling
Calendar view
See day, week or month availability across every room at a glance, not just the ones near your desk.
Easy & efficient search
Search rooms by date, time, location and capacity, instead of guessing which room is free and big enough.
Calendar integration
Book directly from Office 365, Outlook, Teams or Google Calendar, two way sync keeps everything in step.
Quick book
Click an empty slot on the calendar and the room is yours, no separate confirmation step.
My bookings
View all your current, upcoming and past bookings at a click of a button.
In-room assets
Check whether a projector, TV or AV device is available in a room before you commit to booking it.
Recurring meetings
Set up a recurring booking once, RoomNXT holds the room and flags any future conflict.
Check-in & check-out
Confirm arrival and departure against the booking, so status shown on the display is always accurate.
Room resource management
Add, edit or delete rooms
Manage your room inventory directly, add a new room or retire one in minutes.
Assign amenities
Tag each room with its projector, TV, video conferencing unit or Wi-Fi, so employees know what to expect.
Capacities and working hours
Set capacity and working hours per room, so bookings never exceed what a room can actually hold.
Admin-only rooms
Set up boardrooms or special rooms that only admins can book, keeping them free for what they are meant for.
Under maintenance flag
Flag a room as under maintenance so it drops out of the booking pool until it is flagged available again.
Multi-location support
Manage rooms across every office from one platform, ideal for dispersed teams and satellite offices.
Displays, spot booking and no-shows
Meeting room display
Any Android or iOS tablet, PoE display or internet-enabled smart TV shows current occupancy and when a room frees up. RoomNXT also works without a dedicated display if you do not have one yet.
Single tab or TV overview
See the availability status of every room in the building on one tab or TV scree
Auto-release of no-shows
Set a grace period, if nobody checks in the room is released automatically and goes back into circulation.
Automated reminders
Hosts and attendees are reminded ahead of a meeting, cutting down on no-shows before they happen.
Admin and configuration
Booking policies
Set the rules once, per room, per user or per department, and RoomNXT enforces them automatically.
Approval workflow
Route bookings for sensitive rooms to a designated approver before they are confirmed.
Custom branding
Apply your own branding to the booking screens, displays and email notifications.
Customized email notifications
Configure booking, reminder and summary emails to match how your organization communicates.
Admin override
An admin can delete anyone's booking when plans change or a room needs to be freed up.
Daily summary to admin
A daily booking summary email keeps admins on top of room activity without logging in to check.
Pantry and canteen module, a genuine RoomNXT differentiator
Order while you book
Order tea, coffee or snacks for the meeting directly from the booking screen or during the meeting itself.
Pantry or canteen menu
Define a menu per pantry or canteen, so orders are always placed against what is actually available.
Special instructions
Add instructions such as less spicy or without sugar, routed straight to the pantry team.
Multiple pantries per location
Support more than one pantry or canteen per site, each managing its own order queue.
Pantry tablet interface
Orders show up on a tablet or computer at the pantry, ready to prepare without anyone walking over to ask.
Analytics and reporting
Room utilization report
See which rooms are overbooked, which sit empty, broken down by room, floor or location.
No-show report
Track which rooms and which users no-show the most, to fix the habit, not just the symptom.
Bookings by user
See booking activity by individual user, for planning or policy enforcement.
Export to Excel or PDF
Take any report out of RoomNXT and into whatever your leadership team already reviews.
Month wise summary
A rolled up monthly view of booking activity, for trend spotting without digging through raw logs.
On premises. On your own cloud. On SaaS. Same software, same features, your choice.
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 premises, on your own cloud, 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 display, or internet-enabled smart TV you already have, and it works without a dedicated display too. Our team can recommend hardware if you need it.
It lets employees order refreshments for a meeting directly from the booking screen or during the meeting, 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.
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, whether that is two offices or twenty. One login and one report cover every location, so facilities teams are not managing a separate tool per office.
Most sites are live within a few weeks of kickoff. Exact timelines depend on the number of rooms, locations and calendar integrations involved, we will map this out with you before you commit.
Booking data is encrypted and access-controlled, with data residency options that follow your deployment choice. Our team can walk you through our current security and compliance posture during a demo.
Ready to see it in action?
