5 Best Meeting Room Booking Software in 2025 – Compare Features, Ease of Use, and Pricing

Do you have multiple conference rooms and smaller meeting rooms? For many businesses, managing meeting rooms and spaces can be a puzzle—with double bookings, wasted rooms, and manual scheduling errors being surprisingly common.

With so many meeting room booking tools available, how do you choose the right one?

Meeting room booking solutions are designed to maximize the potential of your meeting and conference rooms—think of improved productivity, optimized space usage, and fewer empty rooms or scheduling conflicts.

But here’s the catch: Workplace management software, which includes meeting room booking systems, isn’t a one-size-fits-all solution. It’s a big investment, so you need a system that can manage all types of meeting spaces and that your team will actively use—otherwise, it won’t deliver the value you expect.

To make your search easier, we’ve reviewed the 5 best meeting room booking systems highly loved by office managers and employees in 2025.

Here are our top 5 meeting room booking software:

1. Awaio — Best for real-time space booking with a mobile-friendly, hardware-free solution.
2. Skedda — Best for all-in-one booking for venues, offices, labs, and sports events, with customizable rules.
3. Robin — Best for data-driven insights and collaboration-focused room booking, with a simple interface but higher costs.
4. Envoy — Best for enterprise-level visitor management with basic room booking capabilities.
5. OfficeSpace — Best for enterprises seeking a comprehensive workplace management system that integrates with HRIS.

If you’re short on time, feel free to jump to our comparison table below.

What makes a great meeting room booking software?

Remember, every room booking solution is unique, but I advise you to consider these attributes and general aspects when making your decision. Regardless of your chosen software, ticking these bullet points will make your life easier.

Let’s have a look at some must-have features:

• Integrates with your existing tools and syncs with popular calendars like Google Calendar or Outlook, allowing your employees to book rooms directly from their calendars.
• Shows meeting room availability in real-time. Instant visibility into room status is a must-have feature—helping your employees get an overview of available spaces, avoid double bookings, and find alternatives quickly.
• Includes automated check-in and no-show management to free up unused rooms and make spaces available for others.
• A user-friendly mobile app that allows employees to book, modify, or cancel reservations from their smartphones—many employees want the flexibility to secure a meeting room on the go.
• Actionable analytics that shows how your workspace is used, giving you the data needed to improve office layouts and reduce real estate costs.

Additionally, with the modern workplace in mind, you need a solution that supports a diverse range of bookable spaces (e.g. phone booths, quiet rooms, and storage lockers). Unlike traditional meeting room software that is limited to static meeting rooms, you should consider a solution that’s:

• Hardware-free and doesn’t rely heavily on digital screens, cables, and sensors. Using QR codes instead of hardware turns all meeting spaces into a bookable resource and easily accessible for employees. Plus, it eliminates hefty upfront costs.
• Maintenance-free and cuts out the time and cost of managing beacons, sensors, wall displays, screens, and all the wiring and power setups that come with them. Adding a new meeting space should be as easy as placing a QR code outside the room.

With that said, here’s an overview of the top 5 options:

5 best software tools to manage your meeting and conference rooms

1. Awaio

Best for: Real-time space booking with a mobile-friendly, hardware-free solution.

• Desktop and mobile app: Both. White-label + branding options.
• Hardware requirements: None.
• Price: Starts at $11.50 per room/month (unlimited users).

So, what makes Awaio stand out?

We’re kicking this list off with our mobile-friendly meeting room booking software, Awaio. What makes Awaio stand out is its hardware-free approach—meaning you don’t need any expensive displays or hardware setups.

Unlike legacy systems only supporting static meeting rooms, Awaio’s QR-based solution allows you to turn any meeting space into a bookable resource—whether it’s a traditional meeting room, a focus pod, lockers, a phone booth, or even a podcast studio.

As a result:

• You don’t have to worry about costly maintenance for digital displays, cabling, or installation.
• Your colleagues can easily see real-time availability in meeting spaces and conference rooms on their phones or desktops—no more meeting interruptions or scheduling conflicts.
• You can set custom booking rules around durations, pre-set time slots, automatic confirmations, and more. Making sure meeting rooms are being effectively used.

In short, with Awaio, everyone at the office will have essential real-time meeting room availability at their fingertips. You can also use the Branded Admin Portal to access real-time data and reports on space usage—to improve your office layout and lower real estate costs.

The simple-to-use platform allows you and your team to not only manage meeting and conference room bookings but also:

• Find and book desks
• Book, access, and open assigned lockers
• Find, book, and manage parking spaces
• Tailor access to various office resources by department and team

All within the same interface.

Here are 5 practical ways in which our customers take advantage of Awaio’s feature set:

1. Instantly find and book the best room available

Although many meeting rooms are booked days in advance, last-minute bookings are surprisingly common. Whether it’s a brainstorming session or an urgent matter that needs a few team members to lock heads in a meeting room, it’s important to have a system that perfectly mirrors the office with availability in real-time.

See for yourself how easy it is to find and book a room with Awaio:

With Awaio, you can book a meeting or conference room in 3 simple steps:

1. Simply open Awaio on your phone or desktop, it’s automatically synced with your Outlook or Google Workspace calendar. You can also assign a room to any existing or new meeting right from your calendar.
2. Once you’re in, you’ll get a real-time overview of available rooms and their time slots.
3. Simply drag to select a time, add attendees to the invite, and click ‘Book’ to confirm. You can also tag meeting rooms with different labels for easy organization.

Depending on the custom rules you’ve set on Awaio, the employee will be required to confirm the booking within a certain time limit for the booking to fully go through.

…Or, grab a room on the go by quickly scanning the QR code outside the meeting room to get instant access.

2. Set custom booking rules, notifications, and automated reminders to avoid ghost meetings

The admin panel offers full control over booking rules, including:

• Booking duration: Set minimum and maximum times for room reservations.
• Booking confirmation: Define timeframes for employees to confirm bookings before they are released.
• Notifications and reminders: Enable automated alerts to keep users informed through push notifications, email, Slack, or Microsoft Teams.
• Pre-defined time slots: Create options like half-day or full-day bookings and control how far in advance users can reserve a space.

Every office has its own way of operating, and this customization lets you set booking rules that fit your specific needs, keeping everything organized and aligned with your office policies.

3. Easily sync with your Microsoft or Google Calendars

One of the most important aspects of meeting room booking software is its capability to integrate with Google Calendar, Outlook, and so on. You want a system that, as soon as a meeting is booked or updated on one platform, automatically reflects on the other—including attendee lists and room availability. If not, you’ll likely run into scheduling conflicts and double-bookings.

With Awaio, you can:

• Integrate with Microsoft 365, Microsoft Room Booking, Microsoft Teams Meetings, Google Workspace, and Google Room Booking — with one click.

This means that no matter where you create an event—Awaio, Outlook, or Google Calendar—attendee lists are automatically synced, timeframes are precisely set, and Microsoft Teams or Google Meet links are added instantly.

4. Understand how your rooms are being used

Nobody wants to pay for an expensive office that doesn’t serve its primary purpose: being used to the fullest. Understanding which rooms and resources are in high demand—and which ones aren’t—helps you make the most of your space.

Here’s how Awaio’s helps you optimize your space with workplace data:

• Track room reservation trends: See which rooms are reserved the most with reports that show booking trends over time, so you can adjust your space plan accordingly. Repurpose unused rooms into spaces that better support your team’s needs.
• Review room bookings: View past, current, and future conference and meeting room reservations to understand usage by employee, team, attendee count, and more.
• Plan for future capacity: Forecast meeting room needs by looking at the most booked room types, and average room capacity.
• Track office usage: Identify the busiest times for room bookings and understand trends in how employees book and use spaces, such as booking habits and preferences for in-person versus remote meetings.

In a nutshell, Awaio shows you which resources are being used, which aren’t, and most importantly, why.

This data can be pulled into custom reports to help inform decisions on space allocation, scheduling rules, and overall resource management.

5. Easy to set up, user-friendly, and built for quick user adoption

One of the biggest complaints users have with traditional meeting room booking systems is their clunky interface, making it difficult to reserve space—the process of finding and booking an available room is often lengthy, confusing, and most of all inefficient.

As a result, this may have a domino effect on the productivity of your team—who will be using the system daily.

Since Awaio doesn’t require complex installation of cables, displays, and IT infrastructure—the implementation process is straightforward and quick.

Allowing you to:

• Save significant upfront costs on physical displays and desk sensors
• Add rooms, desks, or other resources without extra cabling, setup costs, or maintenance
• Get rid of ongoing maintenance costs
• Skip the lengthy implementation time and hardware setups

Getting started with Awaio just takes three straightforward steps:

1. Create your workplace community right in the app.
2. Add your spaces—whether it’s meeting rooms, conference rooms, parking spots, or desks.
3. Invite your team and start booking.

Discover how Awaio’s hardware-free approach can transform your workspace. Book a demo today.

Furthermore, a good meeting room booking system should be simple and easy to use, and Awaio delivers just that. The easier it is for your team to book a room, the more likely they are to use the system. With Awaio, finding and booking a meeting room takes no more than three clicks or taps.

You can also set custom tags to each room based on room type (conference room, breakout room, video conference room, etc.), capacity, available equipment, and more. That way, you can quickly filter and find meeting spaces based on what you need.

Once you’ve found your preferred meeting rooms, just mark them as ‘favorites’ and they’ll always be ready for you on your dashboard.

The office map provides a live, interactive overview of the entire office—making it easy for you to spot the nearest and most suitable meeting rooms.

Experience Awaio’s user-friendly platform for yourself. Schedule a demo and see why it’s a top choice for the modern office.

Pros

• Setup doesn’t require hardware investments
• Maintenance-free
• User-friendly interface designed for fast user adoption
• Custom branding and white-label options
• Cost-effective with flexible pricing 
• Access a full suite of workplace management tools (smart locks, desk management, parking management, and occupancy analytics)

Cons

• Visitor management is currently unavailable but is set to launch in 2025

Pricing

2. Skedda

Best for: All-in-one booking for venues, offices, labs, and sports events, with customizable booking rules.

• Desktop and mobile app: Both.
• Hardware requirements: Tablet displays or QR codes.
• Price: Starting at $99/month (limited to 15 spaces)

Skedda is a well-known workplace management tool, and the team there has created a robust platform for booking a wide range of spaces—offices, university rooms, sports fields, labs, and more.

For business owners, office administrators, and people-focused leaders, its most valuable use case is its tools for booking office desks, meeting rooms, and parking spaces. On top of that, it offers visitor management and workplace analytics. 

Skedda Standout Features

• Interactive office maps
• Customizable booking rules
• Visitor management add-on
• Analytics for space utilization
• Online payments (for venues)

Pros

• Simple and clean interface
• Highly customizable booking rules
• Free trial available

Cons

• More tailored to venues & sports facilities
• Price per space—meaning you’re limited to a fixed number of spaces
• Users report that the lack of confirmation requests for booked meeting rooms often results in empty rooms marked as ‘booked”.
• While it offers customizable booking rules, the starter plan limits you to just one booking condition. You will need to opt-in for their highest price plan to access unlimited booking conditions.

Pricing

Skedda offers three pricing tiers based on the number of resources (rooms, spaces) you need to manage:

• Starter: $99/month for up to 15 resources
• Plus: $149/month for up to 20 resources
• Premium: $199/month for up to 25 resources

Note: Each resource represents a bookable space (meeting room, desk, etc.) in your organization.

3. Robin

Best for: Data-driven insights and collaboration-focused room booking, with a simple interface but higher costs.

• Desktop and mobile app: Both.
• Hardware requirements: Yes—iPads.
• Price: Starts at $419/month, billed annually.

Known as Robin Powered, Robin is a workplace management solution that focuses on data-driven insights and is a well-rounded solution.

As such, it’s mainly used to measure and manage in-person collaboration, with a dedicated “Ad hoc collaboration” scoring system. When it comes to meeting rooms, though, you’ll need to opt into their meeting room displays to see things like availability, resources, and capacity.

Robin Standout Features

• Room scheduling
• Wayfinding and office maps
• Visitor management
• Space analytics and planning

Pros

• Simple and clean design
• Room usage forecasting
• Mobile application available

Cons

• Higher price point and annual commitment
• Requires hardware investments (iPads)
• Some users report the mobile app being complicated

Pricing

Robin’s desk and room booking software starts at $419/month, billed annually. Pricing is determined by the number of user licenses.

For transparent pricing, you’ll need to reach out to their sales team.

4. Envoy

Best for: Enterprise-level visitor management with basic room booking capabilities.

• Desktop and mobile app: Both.
• Hardware requirements: Displays
• Price: Starts at $3 per user/month (annual billing)

Fourth on our list is Envoy, although it’s a solution with meeting room booking capabilities—it primarily addresses the needs of visitor management in workplaces. If you’re an organization that handles a large amount of guests/visitors coming to your office daily, Envoy might be your best shot. The platform allows you to manage visitor access while giving you an up-to-date log of everyone who enters the facility.

Envoy Standout Features

• Color-coded meeting room availability
• Visitor check-in
• Mail management
• Desk booking

Pros

• Accessible on mobile
• Good workplace occupancy analytics
• Interactive office map

Cons

• Requires hardware installations
• Conference room booking is not available on their Standard plan
• Limited customization options
• Higher cost compared to some alternatives on this list
• Initial setup can be complex—new users might need time to fully understand and use the system

Pricing

Envoy offers three pricing tiers for their room booking system:

• Standard: $3 per user per month
• Premium: $5 per user per month
• Premium Plus: $7 per user per month

Only the premium plans include integrations, conference room booking, and workplace analytics.

Note: The hardware costs for display panels are additional and vary based on the number of rooms and specific hardware selected.

5. OfficeSpace

Best for: Enterprises seeking a comprehensive workplace management system that integrates with HRIS.

• Desktop and mobile app: Both.
• Hardware requirements: Yes—iPads
• Price: Ranges from $22,000 to $96,000 annually.

OfficeSpace approaches meeting room booking as part of an end-to-end workplace management system. If you need a meeting room booking system that integrates with your HRIS—OfficeSpace might be a good fit. By simply connecting your HRIS system to OfficeSpace, you can configure and display meeting attendee details or toggle privacy settings to hide sensitive information.

OfficeSpace Standout Features

• Conference and meeting room booking
• Desk booking
• Visitor management
• Slack integration

Pros

• Quick and effective support
• Intuitive interface
• Mobile app

Cons

• Annual commitment required
• Limited flexibility when it comes to real-time space adjustments (like desk re-organization or adding soft seating)
• Users report difficulties in modifying floor plans
• Some users report a steep learning curve due to the wide range of features

Pricing

OfficeSpace offers three pricing tiers, with specific costs available upon request:

• Lite: Basic hybrid workspace management tools (no room booking)
• Essentials: Comprehensive workplace experience features (includes room booking)
• Pro: Advanced analytics and optimization tools (includes room booking)

While the exact pricing varies by organization size and needs, industry data suggests costs can range from $22,000 to $96,000 annually. Contact their sales team for a custom quote.

Note: Each plan includes a fixed platform fee plus per-employee charges, with the ability to add features à la carte.

Conclusion

The way we use office space has changed. Clunky, hardware-heavy booking systems don’t fit the needs of today’s workplaces. They’re expensive to maintain, inflexible, and make it harder—not easier—for employees to find the right space when they need it.

Offices need more than just meeting rooms

Employees don’t just need traditional conference rooms anymore. They need spaces that support all types of work—collaboration, deep focus, creativity, and even well-being. A modern room management system should make every workspace easy to find, book, and use.

Here’s what today’s workplaces require:

• Team collaboration spaces – Project rooms, meeting pods, and phone booths for hybrid teams and focused discussions.
• Quiet focus areas – Distraction-free rooms and booths for deep work.
• Social & well-being spaces – Lounges, cafés, and meditation rooms for relaxation and informal collaboration.
• Creative & specialized rooms – Podcast studios, design labs, and IT support areas for hands-on work.
• Logistics & health areas – Gyms, bike storage, changing rooms, and mail areas to support employees beyond their desks.

The ability to easily book and manage all these spaces is key to a productive, balanced, and efficient workplace. But most traditional booking systems weren’t built for this, they’re limited to static meeting rooms and struggle to keep up with modern needs.

That’s why they fall short. And here’s why:

Why old room booking systems don’t work

Legacy booking systems were designed for simple meeting rooms, not dynamic workplaces. They rely on outdated, hardware-dependent setups that create unnecessary costs and complications, such as:

• Beacons & Sensors – Expensive to install and maintain.
• Wall Displays & Screens – Require power, cabling, and constant updates.
• Cabling & IT Dependencies – Increase costs and slow down changes.

These systems are inflexible, require constant maintenance, and make booking unnecessarily difficult. As a result, employees become frustrated, and office spaces remain underutilized. Furthermore, adding a new room to your legacy solution means dealing with additional hardware, installations, and extra costs.

Awaio: A smarter, software-only solution

Awaio removes the need for beacons, sensors, or wall displays. It’s a fully software-driven system that gives businesses real-time control over every type of workspace—without the expensive maintenance.

With Awaio, you can:

• Make every space bookable – From quiet booths to creative hubs, all spaces are managed in one system.
• Set smart booking rules – Automate time slots, approvals, and availability updates.
• Eliminate ghost meetings – Free up unused rooms automatically and keep teams informed.
• Update instantly – Change booking rules in real-time and notify employees via Slack, Teams, or email.
• Expand beyond rooms – Manage desks, spaces, parking spots, and lockers without extra IT setup.
• Use data to optimize spaces – Track usage trends and adjust office layouts accordingly.

Just like Science Park Jönköping, which manages shared resources for over 500 people from more than 100 different companies across 2 properties, you’ll get a simple system to handle bookings, keys, and shared spaces all in one place. Regardless of your organization’s size, Awaio helps you use your resources better and keeps things running smoothly for everyone. 

Learn how Awaio eliminates hardware hassles for smarter workspaces. Book a demo today.

FAQ

What is a meeting room booking software?

A meeting room booking software is a digital tool that helps you book and manage office spaces without the usual hassle. It shows real-time room availability, syncs with your calendar, and automates reservations, so teams can easily find and secure a space when they need it.

Instead of dealing with double bookings or last-minute scrambles, you can check availability, reserve a room, and update schedules in just a few clicks. Whether you’re managing a small office or multiple locations, this system keeps meetings organized and prevents conflicts—so your team can focus on the meeting itself, not where to have it.

Does Google and Microsoft have a meeting room booking software?

Yes, both Google and Microsoft provide basic room booking features. Google Workspace users can book meeting rooms through Google Calendar, while Microsoft 365 users can do the same using Outlook and Microsoft Room Booking. These tools work well for simple scheduling but may lack advanced features like real-time availability tracking, usage insights, or automated booking rules.

What is the best meeting room booking software?

The best meeting room booking software depends on your team’s needs, budget, and office setup. Awaio however, brings more to the table, including room booking, desk management, smart lockers, and parking spaces, all within the same platform.

While all the options we’ve reviewed offer core booking features, each stands out in different ways.

• Awaio – Ideal for real-time room and desk booking with a mobile-friendly, hardware-free solution.
• Skedda – Great for managing venues, offices, labs, and sports spaces with customizable booking rules.
• Robin – Best for teams that need data-driven insights and collaboration-focused room booking, though it comes at a higher cost.
• Envoy – Suited for enterprises looking for visitor management with basic room booking.
• OfficeSpace – A strong choice for organizations needing a full workplace management system with HRIS integration.

For hybrid teams that want a simple, scalable solution without expensive hardware, Awaio’s QR-based system is a smart pick.

Experience the future of workspace management with Awaio’s seamless setup. Book your personalized demo today.