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Meeting Room Booking System for Microsoft

Built specifically for Microsoft Outlook®, Microsoft 365, Teams and the Exchange Server, our meeting room booking system enables you to quickly and easily locate and schedule the most appropriate meeting rooms for your needs.

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Meeting room booking system
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Meeting Room Manager

Are you looking for an easier way to organize your meetings? Do you have trouble finding available meeting rooms? Are late cancellations preventing efficient usage of your meeting rooms, or do you want to know which rooms are over-utilized?

Use our meeting room booking system, Resource Central, to manage your meeting activities in a much more efficient way. Our meeting room manager can be installed either on-premise, in your own cloud or in Add-On Products’ cloud as a SaaS solution.

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Visitor Management

With Resource Central, meeting organizers can pre-register visitors and receptionists can check visitors in, print customized badges, and perform barcode scans to keep track of registered visitors.

Our meeting room manager includes a self-registration kiosk feature that allows visitors to check themselves in. Upon check-in, the system automatically sends a notification to the meeting organizer by email or text / SMS*.

*Optional feature / additional cost.

Read more about visitor management →

User Friendly Booking Solution

Book Additional Resources like Laptops, Projectors, Cars, Bicycles, etc.

Streamline your booking processes by including different resource types and add customized services in the order form for these types of resources.

Order forms are customizable and can be adapted to your specific needs. This means that the associated services available on each order form can vary based on the individual resource types, building or location. With the Resource Central meeting room manager, you can book parking spaces, larger events or anything else that fits your organization’s needs.

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Meeting room booking system

Group Desks and Parking Spaces as Pooled Resources

A Pooled Resource is a group of resources that can be booked as many times as there is available resources in the pool. Collect resources such as desks and parking spaces in pools defined by location, department, etc. When you book a desk in a pooled resource, you are free to choose any available desk in your booked pool when your reservation starts.

Booking permissions also works for Pooled Resources. For example, a certain group can be given the rights to book in a certain pool while others can be excluded.

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Meeting room booking system

Hot Desk Booking | Flexible Workspaces

Manage workspaces with our meeting room booking system reducing overhead costs and enabling flexible working initiatives.

Organizations interested in utilizing their facilities more efficiently are increasingly turning to Resource Central to schedule their workspaces. With hot desk booking, users can search for and book available workspaces by filters and location directly through Outlook®, either in advance or on demand.

Read more about desk booking →

Meeting room booking system

Order Catering and Additional Services

Streamline your meeting planning with our meeting room manager, which quickly allows you to order different services while creating the meeting in Outlook®. Order services, such as catering, AV equipment, table arrangements, and a range of other internal or external services.

Our meeting room booking system, Resource Central, supports the service providers in handling orders from creation to delivery. Service providers will automatically receive incoming orders. There’s no need for service providers to manually make a note of changes, as Resource Central handles changes and cancellations.

Integration with

Meeting room booking system

Microsoft Outlook®, Exchange, and Microsoft 365 Integration

Resource Central is built for Microsoft Outlook®, Exchange, and Microsoft 365, using Microsoft's own standards. This gives you the tightest integration with your existing Microsoft messaging platform.

There’s no need to migrate user or booking data from your Microsoft platform and no need to worry about uptime of a 3rd party system. Using Microsoft Exchange or Microsoft 365 as the primary database is the best way to ensure that room and resource availability is updated in real time and always accurate.

Microsoft Teams Integration

Microsoft Teams is Microsoft's next-generation collaboration software. Resource Central is ready to go out of the box because of its high level of integration with Microsoft Exchange and Microsoft 365.

By offering 2 distinct Teams Apps, Resource Central takes full advantage of the current third-party capabilities offered by Microsoft. The first app, 'My Meetings' gives you a complete overview and edit options of the booked Teams meetings, the associated services orders, and visitors. The second App, ‘Orders’ is setup to support your service providers. It will allow these service providers to handle their orders directly through Teams. They will also be able to chat with the rest of their team about these orders through Team Posts, ensuring collaboration on the orders.

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Meeting room booking system

Workspace Booking for iOS and Android

Combine Resource Central with our Workspace booking app and take flexible working to a higher level.

Book and manage meeting rooms and hot desks directly from your smartphone. Search for available workspaces to find a resource that fits your criteria, or book directly on color coded floor plans. You can even search for your colleagues to find a desk near your team or use QR code scanning.

Read more about Workspace booking →

Meeting room booking system
Meeting room booking system

Integrate Resource Central with Room Booking Displays

Combine our meeting room manager with our conference room sign solution.

Use our digital signage software to create, confirm, extend, and end meetings directly on conference room signs, or create an overview of several meeting rooms or desks on one sign. Book meetings directly on the sign outside of the conference rooms or in your standard Outlook® environment. Either way, the meeting is automatically synchronized with the Exchange server. Use our desk booking screens as a smart way to manage and book desks.

Booking System Highlights

Book Available Rooms with Interactive Floor Plans

With the Resource Central meeting room booking software you can book rooms via an interactive floor plan. Simply navigate to your desired location, locate the available rooms shown in green and book your room.

Setup is also a simple process: You can quickly import an image of your office space and set it up with our built-in configuration tools.

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Meeting room booking system
Meeting room booking system

Monitor Workspace Usage with Reporting

Are you looking for ways to maximize the usage of your office space and resources?

Whether you’re a facility manager, CIO, or event planner, our meeting room and resource booking system with reporting allows you to keep better track of resource and workspace usage at your facility.

You can generate detailed reports about workspace and meeting room usage for recordkeeping purposes. Reports let you know how space is used, so you can determine how much and what kind of meeting room space you need, and what you don’t need, ultimately helping to lower overhead costs.

Video Conferencing, Including Microsoft Teams Integration

Easily find and book video conferencing equipped rooms with the Resource Central meeting room manager. Resource Central works with several video conferencing systems, including Microsoft Teams, Pexip, and Polycom.

When a meeting organizer schedules a meeting, and the rooms are equipped with Polycom equipment and software, for example, the connection will automatically be established. This eliminates the technical efforts required to set up the connection manually. Other end points and audio calls can also join the video call.

Meeting room booking system
Meeting room booking system

Meeting Room Booking Web App | Schedule Meetings Anytime, Anywhere

Book meetings with resources and attendees via smartphones, tablets, and browsers via Resource Central’s Resource Booking Web App, with no need for an Outlook® client.

With our meeting room manager, you can view your calendar and book meetings / resources anytime and anywhere independent of device, browser and Outlook® clients.

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Outlook® Add-in with Cross-platform Support

With Resource Finder as an Outlook® add-in, companies that use alternate Outlook® versions, such as Outlook® for Mac or Outlook® on the web (OWA), are also able to save time and money on their meeting management process.

With the Resource Finder Add-in, you can find ideal meeting rooms based on different locations, categories, floor plans, favorites or filter rooms based on the number of invited attendees. You can easily see the availability of meeting rooms and attendees with color-coding.

After booking your meeting room, you can order catering and additional services.

Meeting room booking system
Meeting room booking system

Let Key Personnel Manage Meeting Rooms

With our meeting room manager, key personnel, such as a secretary or receptionist, can handle all existing room and resource reservations. For example, if a meeting organizer arranged a meeting with four attendees but scheduled one of the large conference rooms with 20 seats, key personnel can change the room booking, so the large room would be available for others.

This Booking Manager feature is especially helpful for organizations that have a shortage of meeting rooms.

SaaS | Meeting Room Booking Software as a Service

Our meeting room manager can be installed either on-premise, in your own cloud or in Add-On Products' cloud as a full Software as a Service solution.

Add-On Products' cloud is built on Microsoft Azure, providing a scalable platform architecture that is centrally managed and supported by our own experienced staff.

Read more about our Software as a Service →

Feature list

  • List and book available meeting rooms, resources, equipment, cars and hot desks through Outlook®
  • Order catering, table arrangement, and other services
  • Book recurring meetings and services
  • Book multiple resources and order catering and extra services in one step
  • Order confirmations are automatically sent to all meeting organizers and service providers
  • Automatic workflow for changes and cancellations
  • Customized catering items and menus
  • View nutrition and allergen information
  • Manage bookings and orders on behalf of your colleagues using the 'Assisting Organizer' feature
  • Get an overview of all meeting rooms showing availability, room descriptions, and images
  • Filter on specific locations and find available meeting rooms with color-coded interactive floor plans
  • View availability of internal meeting attendees
  • Manage resource reservations with the 'Booking Manager' feature
  • Hide or restrict selections of resources that organizers do not have permission to book
  • View reservations and orders
  • Outlook® add-in with cross-platform support
  • Run included standard reports, such as resource utilization reports
  • Pre-register visitors, print visitor badges, perform barcode scans, and receive notifications when visitors arrive
  • Delete sensitive data manually or automatically for GDPR compliance
  • Use the self-registration kiosk for speedy registration
  • 16 languages supported by software