What is room reservation software?  

Room reservation software is a powerful digital tool that can help organizations, students, and employees find and reserve the most appropriate spaces for their needs. This helps:  

  • Facilitate collaboration
  • Improve space utilization
  • Streamline social distancing efforts  
  • Maintain the right room capacity  
  • Increase workplace safety  


Who uses room reservation software?  

Many different groups and companies can effectively use a room reservation software, and it is an appropriate tool for anyone who wants to better manage their meeting and event booking activities. Employees from all departments can use room reservation software, including workplace leaders, IT, facilities managers and more.  


Why use room reservation software?  

Organizations should use a room reservation software to:  

  • Reduce meeting and room reservation friction  
  • Eliminate meeting misunderstandings  
  • Decrease wasted time  
  • Improve space utilization 
  • Increase collaboration, even across teams and sites


What are the benefits of room reservation software?  

Looking more granularly, there are many benefits to room reservation software. With a right room reservation system, users can:

Maximize Space Utilization  

Real estate is one of the biggest costs for any organization, and poor space utilization can mean lower ROI, decreased efficiency and more. By ensuring that users find the most appropriate spaces and improving analytics, room reservation software can resolve all these concerns.
Explore Space Optimization

Facilitate Administration  

Many administration tasks are time-consuming and inefficient. Automating these tasks in your room reservation software can save time, eliminate confusion and increase administrative productivity.

Make Meeting Logistics Easy  

With the right room reservation software, you can take the confusion out of meeting scheduling, cancellations, integrations, double-booking and other logistics concerns. This can not only increase productivity but also improve the employee experience.
Explore Easy Meetings

Integrate with All Your Tools  

The right tool will help you connect all departments and applications through one centralized platform, including your calendaring tools, email and more. 
Explore Integrations

Gain Actionable Insight  

Effective dashboards and analytics can help your team improve operations and make fast, effective decisions. This can increase productivity and effectiveness over time.  


What are standout features of room reservation software?

An effective room reservation system should have core features and functionalities, including:

Multiple Modes of Work  

Robust room reservation software should allow users to reserve a workspace, cancel a reservation, or view an existing reservation via desktop, kiosk, or smart device.

Floorplans and Maps  

User experience should be top of mind for room reservation software. Users should be able to use maps and floor plans, visualize and identify spaces, and find their way to meetings.

User Management  

Room reservation software should help you ensure that the right users have the right access to tools at the right time while also limiting interactions of certain users to ensure that your data is always safe and secure.

Online Payment Options  

The right room reservation system should help you securely accept online payments from any third-party vendors, including catering and AV equipment vendors.

Multiple Sign-In Options  

Room reservation software should allow you to use many credentials like SAML SDOO, Google, or Microsoft to allow you ease-of-access while protecting your sensitive meeting information.

Mobile Capabilities  

Room reservation software should be usable on mobile while retaining all of the key features of the desktop app. With EMS’ Direct Spaces mobile app, you can self-service book, check your maps, cancel reservations, and more – all directly from your mobile device.

Diverse Invitation Options  

Versatility is important in a room reservation system. Effective room reservation software should allow you to invite guests to your meeting directly through the app, via email, via their calendar app, or through another tool.


Accruent EMS: The Room Reservation Software That Will Meet Your Unique Needs

Accruent EMS is award-winning room reservation software for managing and optimizing physical spaces. It streamlines facility operations, offering tools for scheduling, reservations, and resource management, enhancing efficiency in workplaces, campuses, and venues. EMS provides real-time insights, allowing users to monitor space utilization, improve room booking processes, and facilitate a seamless experience for occupants. The platform aids in reducing costs, increasing productivity, and fostering a more organized, agile environment through its intuitive interface and comprehensive features.