How room booking systems make everyday work easier — Flexopus explains

Meetings, conferences, meetings — despite an increasingly digital working environment, personal meetings are still of great importance. It can easily happen that you lose track of things: The desired meeting room has been occupied without prior consultation, is misused, or there are suddenly several colleagues standing in the door frame at the same time. Without a reasonable room booking system, chaos quickly ensues in an already hectic working day.

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This requires a clear, organized and accessible solution. A room booking system such as Flexopus makes it possible to efficiently manage conference rooms, meeting rooms and all other spaces, while increasing optimal use of space and added value for employees.

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Digital room booking system

A digital room booking system is essential for an orderly working day. Larger companies in particular benefit from a simple overview and the option to intuitively self-book each employee. A self-explanatory and easy-to-use system divides responsibilities in such a way that everyone is independently responsible for reserving a desired resource.

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Paperless management of all room-related resources makes it easier to manage your meeting rooms and drives the modernization of your office space. A good overview and easy operation are particularly important. This allows the system to be implemented as seamlessly as possible.

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The ease of use also makes it easy to take a later step to other services, such as desk sharing or asset management. Room booking thus offers an introduction to the world of workplace management.

Room booking app features

A room booking app comes with many useful tools. In addition to the general resource optimization, these functions result in better time management, efficient work processes and an office that is better operated independently. Flexopus offers a range of features that make room management easier:

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Booking display & evaluations

The interactive live plans can be used to view the occupancy status and all upcoming bookings of a room. The admin area of the application also provides granular evaluations and analyses, such as a heat map or the number of bookings made.

Electronic door signs

With the Flexopus display app tablets can be placed directly at the entrance to the room, which can be used to view various details and make new spontaneous bookings. The occupancy status is marked in colour so that you can see at a glance whether the room is vacant or not.

Catering & Services

Thanks to the integrated Catering & Services module, when booking rooms via the Flexopus application, external service providers can be ordered directly. They receive all booking details, together with the desired order or the order quantity. Everything can then be connected to Flexopus cost centres.

Seamless integrations

Meeting room bookings from Microsoft or Google platforms can be easily synchronized with Flexopus. This means that you do not have to leave your usual working environment, and you can still access booking displays, occupancy and processing.

Check-in module

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Through the optional Check-in feature Each booking must be confirmed within a specific time frame before the booking starts. This ensures that the room is released for booking again if there is no check-in. This ensures optimal use of space and maximum utilization of the premises.

Room booking system advantages

• Room booking in 3 steps:
  The room booking is done within a few clicks. All you have to do is select the location, date and the desired room. This allows every user to book intuitively and independently.
  
  
• Instant room booking:
  Spontaneous bookings can be made via the Flexopus application or directly on the electronic door sign. Since the system is always updated in real time, everything stays up to date.
  
  
• Electronic door signs:
  With the Flexopus Display app, tablets and screens are easily and simply converted into digital door signs. This means that booking details can be viewed directly at the meeting room and new bookings can be made.
  
  
• catering service:
  Configure which products are available to employees and enter catering orders directly from Flexopus. These orders can then be forwarded to third parties.
  
  
• Check-in/out:
  With the help of the check-in module, unused rooms can be automatically released if participants do not confirm their presence on site. This is in Outlook, the Flexopus app or via QR code possible.
  
  
• Booking management as an administrator:
  A wide variety of insights into bookings and users can be generated via the separate admin area. This gives all administrators a digitized overview and can also make granular app settings.
  
  
• Usage & analysis in an app:
  With Flexopus, everything stays in one app — whether it's a user or admin area. In this way, all data remains collected at a central interface, without much effort and with just one product licence.
  
  

Room booking display

In addition to the room booking system, providers such as Flexopus offer the option of connecting displays and screens to the system. By taking this step, the displays can be converted into digital door signs. Bookings can be made here, the occupancy status can be viewed, or a daily overview can be generated.

The Flexopus display app was developed specifically for such purposes and is a useful tool for optimizing everyday work and booking behaviour.

Functions

• Ad-hoc Booking via touchscreen
• Display of booking status via colour displays
• Interactive operation via the room display
• Check-in function with button selection and QR code integration
• Easy configuration via settings in the admin area
• synchronization with Microsoft, Google, and other systems
• Customizable Booking interval and individual booking period
• Flexible deployment for all types of rooms, including resource management
• View from Booking description and details on the app screen
• Support for various operating systems and devices

Room booking with Flexopus

A room booking system Like Flexopus is a simple yet extremely effective solution for organizing everyday work and maximizing the use of resources in companies. By integrating features such as interactive live plans, electronic door signs and seamless platform integrations, employees can easily book, manage and spontaneously adjust their meeting rooms.

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The system not only offers easy booking of rooms, but also the option of integrating catering services and analysing occupancy data. The flexibility to use resources efficiently and optimize everyday office life makes Flexopus an indispensable tool for companies looking for a simple, paperless and organized room booking solution.

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