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Make meetings perfect every time with meeting room booking software

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Rendezvous Meeting Room Booking Software Key Features
Meet the best meeting room booking software

Meetings are necessary, but most people hate organizing them. But what if it became simple to book meeting rooms that are perfect every time, using meeting room booking software via a mobile app?

Rendezvous meeting room scheduling software helps you find the space you need, book it and invite colleagues – even across multiple locations and time zones.

We hope you’re feeling better about arranging meetings now…So read on.

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    Hybrid working has changed the way we use meeting rooms forever

    Collaboration space

    Many workplaces now committed to hybrid working, so meeting rooms are being repurposed to become collaboration and networking spaces. Getting this right requires support from meeting room booking software – in this environment, every visit your staff make to the office needs to be productive and enjoyable.

    Hybrid meetings

    Online meetings are now an embedded element of workplace culture, but we still need to book meeting rooms. Today’s most successful get-togethers blend virtual guests with in-person attendees ‘sharing’ the same meeting room space, and meeting room booking software can help make sure they collaborate and contribute with equal ease.

    Productivity and wellbeing

    Workplace leaders now take a more holistic approach to ensuring their staff are healthy and productive. Enabling great meetings with meeting room booking software contributes hugely to the development of a happy working environment that removes frustrating obstacles from employee experience.

    Discover how Rendezvous meeting room booking software helps the return to the office

    Check out the infographics below to find out how easy it is to plan even the busiest day in the office and how our video conference room booking software helps to create a great digital employee experience.

    4 ways your meeting room booking system enhances the working environment

    01Book meetings more easily

    With Rendezvous meeting room booking software you use a mobile app to select and book meeting rooms, even across multiple locations, via easy-to-view graphical floorplans.

    Step two is to invite your colleagues – you do this in the same transaction, and you can add catering at the same time. The app checks AV and video conferencing equipment at every location, and even parking required. The meeting room booking system sends out all the invitations.

    It means Rendezvous meeting room booking software is ideal for hybrid working meetings, which can be tricky to organize manually. Rendezvous also keeps a real-time inventory of equipment, so meeting room space that you book always has the required technology in place.

    02Get and send automatic notifications

    When meeting details change, your Rendezvous meeting room booking solution lets everyone know automatically, emailing notifications to keep them up to date.

    The system also keeps in touch with the catering team, which reduces food waste if – for example – the number of attendees changes. It also communicates with the cleaning teams about the set up and take down of the spaces.

    If meeting spaces are not used as booked, Rendezvous automatically releases them back into availability. The meeting room software creates comprehensive reports and analytics on space utilization, which enables robust planning decisions to be made as the workplace evolves.

    03Integration is key

    Rendezvous meeting room software is designed with an API-first approach that means it integrates seamlessly with your other important workplace technologies such as Outlook and Office 365 – meetings are entered automatically into your diary. Occupancy sensors help workplace leaders keep track of people density, while Zoom/Teams integrations make video conferences run without a hitch.

    The meeting room booking software also works in partnership with digital signage, so panels outside the door show if and when a room is available. In-room panels enable attendees to extend an overrunning meeting’s time or order extra catering – and the meeting room booking software makes sure the cleaning and catering teams are aware.

    Discover more about Crestron and NFS integration:

    04Make visitors feel like VIPs

    Visitors to your organization need to be welcomed safely and securely, and Rendezvous meeting room booking software makes it simple.

    Invitees can be sent pre-visit health questionnaires if required, and receive QR codes from the meeting room technology to allow them to check in and out touch-free.
    When they arrive, data captured in advance by Rendezvous allows your receptionists to make each guest feel like a VIP. They can then digital signage integrated with the meeting room booking software for efficient wayfinding to their destination.

    The software also tracks people density across your estate by integrating with occupancy sensors, ensuring the safety of the working environment.

    What our
    customers say

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    ”Rendezvous was the application of choice for room booking having been successfully used in the US for years. Since the initial global implementation, our scope has expanded and we’ve continued working with NFS to modernise a new building with panel technology and implement hot-desking. The commitment, flexibility and expertise of our consultant has allowed for seamless transitions and I look forward to seeing where this technology takes us in the future.”

    BCLP

    Sharyn El Amir

    Senior IS Project Manager

    Bryan Cave Leighton Paisner

    testi-icon

    ”The Rendezvous room booking system has contributed to the journey the Trust has started in moving forward to a more agile working environment. Now that the Trust has started the agile working journey, it will look to consolidate and improve space utilisation while at the same time improving the working environment.”

    Terry Murphy

    Terry Murphy

    Assistant Director of Property

    Epsom and St Helier University Hospitals NHS Trust

    Frequently asked question

    Meeting room booking software is a specialized software designed specifically to remove the complexity of booking meeting rooms and ancillary services such as catering, video conferencing and audio visual. 

    Meeting room booking software streamlines the process of booking rooms, it enables staff to book video conference meetings across multiple time zones and it makes it impossible to double book a room. The process is far more time efficient than using, say, Outlook to book a room. 

    Meeting room booking software gives facilities managers the room usage data they need to make future real estate decisions. A meeting room booking system eliminates meeting “no shows” and the inefficiency of double booking of rooms.

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