Everything You Need To Know About Conference Room Management Software



It enables you to book meeting rooms, schedule meetings and manage your physical and hybrid meeting spaces more effectively. In the wake of COVID-19, it is more important than ever those organizations find ways to:

  • A safe face-to-face meeting
  • Maximizing space utilization
  • Effective collaboration
  • Work towards a more productive workplace
  • Schedule and book appointments automatically

You can manage conference rooms with the right software.

Conference Management Software: How Does It Work?

It’s as easy as one, two, three to book a meeting or meeting room on the EMS app:

Room selection: With the Direct Spaces or EMS mobile apps, you can access the most appropriate room for you based on information like floor plans, room availability, tech resources, and so on.

Changing or checking in: If you want to change or check in, you can do that from there. You can easily modify the reservation or find the details about it directly at your fingertips. The users will be automatically invited.

Cancellation is easy: You can easily cancel the reservation and notify your attendees if your plans change – or if the space no longer works for you.

Ensure everyone’s safety: You will have an easy time monitoring how many spaces have been booked – and using this information you can facilitate sanitation, distancing from social problems, etc.


Conference room management software: What Are Its Benefits?

For workplaces and campuses, conference room management software provides many benefits. You can do the following with a powerful conference room management software:

Easily access the tools you love

You can integrate Conference Room Management Software like EMS with both Exchange and Google Calendar tools, Outlook and Office 365.

Rooms to Fit Your Needs

Find the right room for your needs by taking into account information like the number of attendees, the layout and the technology available.

Drive decisions with data

With robust analytics, you can decide what kind of workplace design and sanitation efforts will be effective and save you money. In addition to increasing employee safety, this can result in cost reductions in the long term.

Management of Reservations Effortlessly

In the event a participant cancels or the venue doesn’t work, you can easily cancel your meeting and make it available for a different group.

Productivity maximization

Collaboration and technology experiences are significantly enhanced with EMS. Maintaining employee productivity, safety, and satisfaction is made easier as a result.

Safety for employees

Overcrowding can be prevented and social distance can be enhanced by updating capacity limits, health checks and sanitation schedules.

Schedule conflict-free meetings

Meetings can only be scheduled and booked at available rooms when using EMS. In addition to simplifying the scheduling process, double bookings, scheduling conflicts, and other aggravating space management issues can be avoided.

Utilize space more efficiently

There are many underutilized office and conference rooms, which can lead to decreased revenue and productivity. If you use an app like EMS to schedule conference rooms, you can see utilization trends over time and change your policies as needed to maximize your space’s use.

Minimize administration

Inefficient and costly administrative tasks are common. Most of these tasks can be automated with a conference room management tool, saving you time and enhancing productivity.

Conference room management software: What Are Its Features?

Conference room scheduling software has many features to consider. Here are a few examples:

Capabilities for checking in and updating

The EME software enables users to check into rooms, send updates, close meetings and free up meeting space.

Multiple Device Support

The best tools for dealing with mobile and multi-site challenges are available today. A variety of devices including laptops, smartphones, kiosks, tablets, and more are supported by EMS.


Capabilities relating to mobile

While you are on the go, you can self-serve and book spaces, track them on a map, update reservations and more using EMS Direct Spaces.

Security and privacy controls

Your meeting information can be protected by a variety of credentials, such as SAML SSO, Google, and Microsoft.

Data Insights and Comprehensive Analytics

The availability, utilization, usage hours and more of a room can be determined with comprehensive analytics. Decision-making and cost savings can be facilitated by this information over time.

Capabilities for real-time

You can ensure that your team finds the best room by seeing room availability and searching in real time.

Availability of multi-site functionality

In a post-COVID world, services must be available that allow users to manage their meeting spaces and conference rooms from anywhere. Through EMS, you can find out more about reservation rules, capacity, tech abilities, and more.

Integrating booking calendars

EMS integrates with your existing calendar software to make scheduling easy and transparent. You’ll be able to see all your personal and professional appointments on one screen.

Easy to implement

Any new software must be practical and easy to implement – backed up by solid data security, 24/7 customer service, and one-time platform setup.

The Management Of Users

Your schedule should be controlled according to how different users can interact with it. Bookings are simplified this way as well as any errors within the system are eliminated.

View of the floor plan

Using floor plan views, users are able to see rooms on a map and make more informed decisions when booking.

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