How room booking systems make everyday work easier – Flexopus explains

Meetings, conferences, discussions – despite the increasingly digital working world, personal meetings are still of great importance. It can easily happen that you lose track: the desired meeting room has been booked without prior agreement, is being used for purposes other than your intended purpose, or several colleagues suddenly appear in the doorway at the same time. Without a proper room booking, chaos quickly arises in an already hectic work routine.

What is needed here is a clear, orderly and accessible solution. A room booking system like Flexopus makes it possible to efficiently manage conference rooms, meeting rooms and all other spaces, while increasing optimal space utilization and added value for employees.

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 for each employee to make their own intuitive bookings. A self-explanatory and easy-to-use system divides responsibilities so that everyone is independently responsible for reserving a desired resource.

Paperless handling 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 introduced as seamlessly as possible.

The ease of use also makes it easy to later switch 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 general resource optimization, these functions also lead to better time management, efficient workflows, and an office that is better maintained independently. Flexopus offers a range of features that facilitate space management:

Booking display & Evaluations

The interactive live plans allow you to view the occupancy status and all upcoming bookings for 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, where various details can be viewed and new spontaneous bookings can be made. The occupancy status is highlighted in color so that you can see at a glance whether the room is free or not.

Catering & Services

The integrated Catering & Services Module allows external service providers to be ordered directly when booking rooms via the Flexopus application. They will receive all booking details, along with the desired order or order quantity. Everything can then be linked to the Flexopus cost centers.

Seamless integrations

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

Check-in module

With the optional check-in function each booking must be confirmed within a specific time window around the start of the booking. 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:
  Room booking is done within just a few clicks. All you have to do is select the location, date and 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 remains 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 and new bookings can be made directly in the meeting room.
  
• Catering Service:
  Configure which products are available to employees and enter catering orders directly via Flexopus. These orders can then be forwarded to third parties.
  
• Check-in / Check-out:
  Using the check-in module, unused rooms can be automatically released if participants do not confirm their presence on site. This is possible in Outlook, the Flexopus app or via QR code.
  
• Booking management as administrator:
  Various insights into bookings and users can be generated via the separate admin area. All administrators receive a digitalized overview and can also make granular app settings.
  
• Usage & Analysis in one app:
  With Flexopus everything stays in one app – regardless of whether it is the user or admin area. This means that all data remains collected at a central interface, without much effort and with only one product license.
  

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. This step allows the displays to be converted into digital door signs. Here you can make bookings, view the occupancy status or generate a daily overview.

The Flexopus Display app was developed specifically for such purposes and is a useful tool to optimize everyday work and booking behavior.

Functions

• Ad-hoc booking on the touchscreen
• Display of booking status via color 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 duration
• Flexible use for all room types, including resource management
• Display of 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 but extremely effective solution for organizing everyday work and maximizing resource utilization in companies. By integrating features like interactive live plans, electronic door signs, and seamless platform integrations, employees can easily book, manage, and adapt their meeting rooms on the fly. 

The system not only offers easy room booking, but also the ability to integrate catering services and analyze 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.