Accruent Meeting Room Booking System

EMS

With room reservation software, employees can view room availability in real time, reserve meeting rooms, manage projectors, teleconference equipment, catering services, and more.

December 31, 2024

8 min read

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What is meeting room booking system?

Room booking software allows users to reserve meeting rooms, conference rooms, and other shared spaces within an organization. Using the software, employees can view room availability in real time, reserve rooms, and manage other resources such as projectors, teleconference equipment, and catering services, making it easier to schedule meetings and events that require specific resources.

Depending on the software, a meeting room booking system can also be used to send invitations, track RSVPs, and manage catering orders. Some software solutions even offer analytics and reporting features, allowing organizations to track room usage and optimize resource allocation.

Accruent EMS: An Industry-Leading Meeting Room Booking System

Accruent EMS is hassle-free room scheduling software that streamlines booking, lowers administrative overhead and reduces meeting scheduling time. Not only can you access real-time room information and calendars, but you’ll gain visibility into room usage with our analytics and reporting. Business owners can also set up permissions-based room access and generate invoices for room usage. And Accruent EMS is compatible with Office 365, Microsoft Teams, Zoom, Webex, and other applications for streamlined scheduling.

Key Capabilities and Benefits:

User-Friendly Scheduling – Book rooms quickly via web, mobile app, kiosks, or directly in Outlook and Teams. Reduces training time and boosts adoption.
Automated Workflows & Efficiency – EMS automates bookings, confirmations, and approvals. Easily add catering, equipment, and services to reduce scheduling errors.
Real-Time Visibility & Control – Centralized dashboards show live room availability and usage. Track trends, prevent conflicts, and optimize space utilization.
Seamless Integrations – Connects with Outlook, Office 365, Zoom, Teams, and digital signage for a streamlined scheduling experience without duplicate data entry.
Comprehensive & Scalable Solution – Manage meeting rooms, AV, parking, and shared spaces across multiple locations with a system that grows with your needs.

A graphic shows five EMS meeting room booking system, including user-friendly scheduling, automated workflow, real-time visibility and control, seamless integrations, and scalability

How Accruent EMS Helps Your Industry

Accruent EMS is a comprehensive solution trusted by businesses and institutions across many industries. Here’s how it adds value to your workspace:

Corporate Offices: Streamline meeting room reservations, support hybrid work models, and integrate perfectly with Outlook and video conferencing tools. Managers can quickly gain insights into office space utilization and reduce real estate costs.
Higher Education: Simplify scheduling process for classroom, study room, exam and auditorium on a single platform, resulting in a more efficient use of campus facilities, easier timetable management, and an improved student experience with readily available resources.
Healthcare Facilities: Coordinate meeting space reservations for team huddles, training, and patient education, reducing scheduling burdens with automated notifications and ensuring efficient room usage in fast-paced environments.
Event Venues & Others: Manage shared spaces in government buildings, event centers, and community venues, providing flexibility in customizing workflows, automating security checks, setting up instructions for industry-specific requirements.

Real-World Success: How Organizations Benefit from EMS

Discover how leading organizations use Accruent EMS to streamline meeting room scheduling, improve space utilization, and enhance workplace efficiency. These real customer stories showcase the impact of EMS in action across various industries.

Minnesota State Colleges was able to save $50 Millions in savings by validating space utilization for true needs using EMS. Hear from schools' representative Stacy Brown to learn more.
a Data Integration Company wanted to implement a modern booking system that would allow them to facilitate hybrid work, ensure employee health and safety, optimize their workplace strategy, and enhance the employee experience. Learn how EMS improved company’s room-booking capabilities in 21 offices globally across 9 time zone.
A Big 4 Accounting Firm needed to optimize space utilization across 695 offices around the world. Learn how EMS helped save $97 million in five years.
A 100 year-old High Profile Law Firm sought to address a breakdown in communication among various departments required to manage a meeting or event. Learn how the firm realized a return on their EMS investment as they significantly reduced costs and increased productivity in 3 months.

Customer Testimonials

“We always know that the product itself is functional, it’s easy to maneuver, and […] group we’ve onboarded have always said, ‘This is easy to use.’ From an everyday user perspective, that’s what we want, we want positive feedback […] [and for] the people actually booking the space we want to make it as easy as possible for them.”

— Ryan Cakerice
EMS Administrator at Duke University

“EMS Software is truly phenomenal. EMS helps our team schedule very efficiently because their software is so easy to use. It has saved us countless hours since we installed it, and our staff is extremely pleased with the way it functions.”

— Fortune 100 Financial Organization

“Not only does EMS have a user-friendly platform but they also work with the customer to create solutions. In one word: excellent.”

— Global Financial Lender

Meeting Room Booking System Features

A robust meeting room booking system simplifies space management, enhances workplace efficiency, and ensures seamless collaboration.

Here are the key features to look for:

Real-Time Availability & Scheduling – Instantly check room availability, book spaces, and prevent double bookings with a centralized platform.
Automated Reservations & Approvals – Set up custom workflows to manage room requests, approvals, and cancellations effortlessly.
Integration with Calendars & Business Tools – Sync with Outlook, Google Calendar, Microsoft Teams, Zoom, and facility management systems for a seamless experience.
Interactive Floor Plans & Room Displays – Visualize available spaces, navigate office layouts, and reserve rooms with digital signage or interactive maps.
Mobile & Self-Service Booking – Employees can book, modify, or cancel reservations from anywhere via desktop, mobile apps, or kiosks.
Resource & Equipment Management – Ensure necessary amenities like projectors, whiteboards, and video conferencing tools are available for meetings.
Usage Analytics & Reporting – Gain insights into room utilization, peak booking times, and occupancy trends to optimize space planning.
Access Control & Security – Integrate with badge systems or smart locks to restrict access based on reservation status and employee permissions.
Hybrid Work & Hot Desking Support – Allow employees to reserve workspaces and meeting rooms in flexible, hybrid office environments.

A graphic showing meeting room booking system features, including real-time scheduling, automated reservation, integration with business tools, interactive floor plans, mobile booking, resource management, analytics and reporting, access control and security, and support

A well-equipped meeting room booking system enhances efficiency, reduces scheduling conflicts, and helps businesses maximize office space while supporting evolving workplace needs.

Integration for Seamless Experience

Get connected. Accruent’s meeting room booking system is built to integrate effortlessly with your existing hardware and software ecosystems—creating a unified, efficient experience for employees, students, and administrators alike. Whether you're managing a corporate office or a university campus, our platform ensures that every space, resource, and user is connected through a single, powerful scheduling solution.

Key Integration Capabilities:

Microsoft Exchange / Outlook: Reserve rooms and services directly within Outlook for a familiar, streamlined experience.
Microsoft Teams & Zoom: Schedule meetings and launch video conferencing from one interface—ideal for hybrid work and learning environments.
Webex by Cisco: Enable easy scheduling of webinars and meetings with built-in screen sharing and conferencing.
HRIS Integration: Sync user data from your Human Resource Information System for accurate access and permissions.
Facilities Management Systems: Align space inventory and usage data between EMS and your facility management tools.
HVAC Automation (Events2HVAC): Reduce energy costs by automating heating and cooling based on room bookings.
Digital Signage: Display real-time room availability and event schedules to reduce confusion and administrative overhead.
Polycom Integration: Simplify video conferencing setup and management across your organization.

With these integrations, Accruent’s EMS platform doesn’t just book rooms—it connects people to the right spaces, tools, and experiences.

How Do I Set Up a Meeting Room Booking System?

Setting up a meeting room reservation system can help you manage your organization's meeting spaces more efficiently, saving time and reducing scheduling conflicts. Here’s how to get started:

Assess your needs: Step one is to determine the specific needs of your organization. Consider factors such as the number of meeting rooms, the size of the rooms, the types of equipment and resources required, and any scheduling policies or procedures that need to be followed.
Choose a meeting room reservation system: There are many meeting room reservation systems available, ranging from simple spreadsheet templates to more complex software solutions. Look for a system that meets your organization's needs and budget, and consider factors such as ease of use, customization options, and integration with other software tools.
Train users: Once you’ve chosen the room reservation software and set it up at your organization, you will need to train users on how to use it effectively. This may involve offering in-person training sessions and communicating any company policies related to room reservations and usage.
Monitor usage: Finally, it is important to monitor usage of the meeting room booking system to ensure that it is being used effectively. This may involve tracking usage statistics, soliciting feedback from users, and making adjustments to the system as needed.

A graphic showes four steps to set up meeting room booking system, including assessing your needs, choosing the right system, training users, and monitoring usage

How to Find the Best Meeting Room Booking System

There are a wide variety of options when it comes to meeting room booking systems. Though it’s essential to find software that meets the specific needs of your organization, here are a few things to consider.

What are the features? Depending on your needs, you may prefer a simple room booking system or one with special features, including real-time availability calendars, booking confirmations, automatic reminders, reporting and a mobile interface.
Is it easy to use? Consider the user-friendliness of the system. Does it have a clean and intuitive interface? Is it easy to navigate? Does it have a user manual or tutorials to guide users? If the software isn’t easy to use, it’s unlikely employees will use it.
What does customer support look like? Ensure the system offers good customer support in case you run into any issues. Check if they offer email, phone, or live chat support, and if their support team is responsive and knowledgeable.
How does it fit in with your budget? Compare the pricing plans of the different systems and choose one that fits your budget and meets your requirements. Look for hidden costs like set-up fees or additional charges for extra features.

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Frequently Asked Questions

How does meeting room booking system work?

A meeting room booking system is a digital platform that allows employees to find, reserve, and manage meeting spaces efficiently. Users can check real-time room availability, book a space, and request additional services like projectors, whiteboards, and catering. The system prevents double bookings and sends automated reminders to attendees.

Many modern solutions also offer a mobile app, enabling users to book rooms on the go, receive instant updates, and modify reservations anytime. Some systems integrate with smart room panels, displaying real-time booking status outside meeting rooms.

Who typically use meeting room booking software?

Meeting room booking software is used by a wide range of organizations, including corporations, coworking spaces, educational institutions, healthcare facilities, and government offices.

Key users include:

Employees & Teams – Easily book meeting rooms and avoid scheduling conflicts.
Office Managers & Facilities Teams – Manage room usage and optimize space allocation.
IT & Admin Teams – Integrate the system with company calendars and security protocols.
Executives & HR Departments – Monitor room utilization to make data-driven decisions about office space efficiency.

The software helps organizations reduce administrative workload while ensuring that meeting spaces are used effectively.

Can meeting room booking system integrate with other business systems?

Yes, modern meeting room booking systems integrate with a wide range of business tools and platforms to enhance productivity and collaboration.

Common integrations include:

Calendars & Email – Microsoft Outlook, Google Calendar, Office 365
Communication Platforms – Slack, Microsoft Teams, Zoom
Facility & Asset Management – Room panels, IoT sensors, visitor management systems
Access Control & Security – Badge systems, smart locks, identity verification tools

These integrations ensure seamless scheduling, real-time updates, and better workplace efficiency, reducing manual administrative work.

Does a meeting room booking system provide reporting and analytics?

Yes! Advanced meeting room booking systems offer powerful analytics and reporting to help organizations track usage trends, improve space allocation, and reduce wasted resources.

Key reporting features include:

Room Utilization Reports – Identify frequently booked vs. underused rooms.
Peak & Off-Peak Analysis – Understand booking patterns to optimize scheduling.
No-Show Tracking – Identify canceled or missed reservations to free up unused spaces.
Cost Savings Analysis – Determine how much workspace efficiency improvements can save.

These insights help facilities teams and executives make data-driven decisions to improve meeting room management and workspace efficiency.

Can a meeting room booking system handle reservations in real time?

Absolutely! A meeting room booking system operates in real-time, ensuring employees can instantly:

Check availability – See which rooms are free at any moment.
Book instantly – Reserve a space immediately without waiting for admin approval.
Modify or cancel reservations – Make last-minute changes via a desktop, mobile app, or room display panel.

Real-time updates prevent double bookings, scheduling conflicts, and unnecessary disruptions, making it easier to manage meeting spaces efficiently in a dynamic workplace.