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Booking meeting rooms: O365 is not enough

In many companies, O365 remains theNo. 1 tool for managing room reservations. All you have to do is create a user account for the room, and it will appear in the shared calendar. Each domain user can then check its availability and reserve it by adding it as a meeting venue.

This practice, while economical, offers very limited functionality. In a Flex-Office environment, this method would require you to create as many accounts as there are rooms, cubicles and desks… And to know the characteristics of each of them!

room reservation with O365
room reservation tablet
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Book a room or office easily with Smart-Office

One of the first functions of workspace reservation applications is the criteria-based search. Do you need a meeting room for 8 people, but don’t know if one exists or what it’s called? Especially if the room you want to book is on a site you don’t know?

The OMS space reservation application lets you search by site, type of space (e.g. room, cubicle, desk), maximum number of people and time slot. The application will then suggest the corresponding spaces, show you photos where appropriate, and list the equipment available.

Reserve additional resources for greater efficiency

Once you’ve booked your workspace, you can get on with preparing your business trip or meeting in comfort:

  • Reserving materials and equipment
  • Restaurant reservations
  • Reserving parking spaces

For you and your guests.

As the reservation application is connected to your usual collaboration tool, invitations will be automatically emailed to participants, along with all the relevant information (service reservations, access map, etc.).

booking a smart-office room
Non-contractual image
Non-contractual image

Accessories and IoT for better availability visibility

Workspace and resource reservations are generally made from users’ PC or mobile applications. They can also be made “on the fly” from touch-screen terminals at the entrance to meeting rooms.

Last but not least, numerous sensors facilitate availability management. Presence sensors placed underneath the desks will show available space on a map. The same sensors, installed in the meeting rooms, will detect the presence of people and display the unavailability of the room. If not, they’ll free up the room and make it easier to eliminate ghost meetings.

videoconferencing is the 1st hybrid work tool