40% of meeting rooms sit empty
Some rooms are booked but never used. Others do not fit what employees need. With Awaio, unconfirmed rooms are released automatically, and the data shows which rooms to change.
Every type of room, booked wherever suits you
Free rooms in real time and booking in seconds, in the app, in Outlook or in Google Calendar. You get a full overview of how rooms are used.
Room booking today, the whole workplace tomorrow
Full overview and control of every room in the building, whether you have five meeting rooms or five hundred. Add desks, lockers and parking to the same platform whenever you want.
See free rooms in real time
Find free rooms on the map. Book in the app, in the browser, with a TapCard or with the QR code by the door.
Explore the office map feature
No more empty, booked rooms
The user confirms the booking in the app. If nobody confirms, the room is released automatically so others can book it.
Skip the expensive screens
Instead of screens, use our signs with a QR code or TapCard. Employees book with the phone they already carry.
Data that shows the way forward
See how rooms are actually used over time. Use the insight to adapt the workplace to new needs, so decisions rest on data, not gut feeling.
ONE PLATFORM
One system for every type of room
Add any type of room, from focus rooms to event spaces. Every room is searchable in real time and can have its own rules.
Focus rooms
Small rooms for 1 to 2 people, for focused work or private calls. Bookable by the hour and released automatically if nobody turns up.
Small meeting rooms
Rooms for 4 to 6 people, for team stand-ups and client calls. Add amenities like screens and whiteboards.
Boardrooms
Rooms for leadership meetings with 10 or more people and full AV. Set booking rules and approval requirements.
Hybrid rooms
Video-first rooms built for remote-friendly meetings. Awaio integrates with your calendar and Microsoft Teams Rooms (MTR).
Event spaces
Flexible spaces for town halls, workshops, and larger internal gatherings. Manage capacity limits, setup rules, and bookings from the same platform.
Booking rules & quotas
Your rules apply to every room
Set the rules once. Awaio enforces them everywhere.
Max duration per bookingAdvance booking windowCheck-in enforcementAuto-release on no-showMinimum notice periodRecurring bookingsApproval requiredAmenity filteringCapacity-based suggestionsGuest calendar invites
Example: boardroom rules
Max booking duration 2 hours
Advance window 14 days
Check-in grace period 10 min
Auto-release on no-show Enabled
Capacity limit 12 persons
Approval required Enabled
DATA & INSIGHTS
Know exactly how your rooms are used
Real occupancy, not just reservations. Awaio surfaces booking patterns and check-in data automatically, so you know which rooms to act on without digging through reports.
01
Capture
Every booking, check-in, and auto-release event feeds live room utilisation data automatically, across every room, floor, and site.
02
Analyse
Utilisation dashboards show exactly which rooms are overbooked, which sit idle, and which time slots have the most unmet demand.
03
Act
Awaio gives specific suggestions for getting more out of your rooms: fewer no-shows, floor space that matches demand, and clear savings to show your property and finance teams.
72%
average room utilisation identified across customer sites
3×
increase in effective capacity through smarter scheduling
2.4×
faster to find and book an available room vs. manual search
89%
reduction in no-show wasted time after enabling check-in enforcement
WHAT'S INCLUDED
Everything you need to run rooms, in one platform
No add-ons, no separate licences. See the full list below.
Booking experience Simplified room reservations, anytime, anywhere
Real-time availability
See every room, every floor, every site, live.
One-tap booking
From web, mobile, or the QR code outside the door.
QR codes & TapCards
Check in without installing a display outside every room.
Automatic no-show release
Ghost bookings are freed automatically, no admin required.
Recurring bookings
Set up a repeating booking once instead of re-booking every week.
Guest calendar invites
Guests get a calendar invite automatically when you book a room.
Capacity-based suggestions
Awaio suggests rooms sized to your group automatically.
Office map integration
Find your room the moment it's booked.
Book through Outlook
Find and reserve the right room without leaving the meeting invite.
Grab & Go bookings
Claim an available room on the spot with a quick scan.
Locker Management
Book a locker alongside your room, desk, and parking.
FAQ
Common questions about room booking
If you're evaluating room booking software, these cover the questions that matter most.
Meeting room booking software lets employees reserve conference rooms, focus pods, and event spaces in advance. Awaio goes beyond basic booking by combining real-time availability, automatic no-show release, and utilisation analytics in one platform. It replaces the mix of calendar workarounds and manual tracking most organisations rely on today.
In most office buildings, 40% of booked meeting time goes to ghost meetings: rooms reserved but never used. That translates directly into wasted real estate and reduced availability for the rest of the team. Awaio's utilisation data helps you identify and reclaim that space without adding square metres.
Awaio detects scheduling conflicts in real time and blocks overlapping reservations before they are confirmed. If a booked room has no check-in activity after a set period, Awaio automatically releases it, making the space available immediately for others.
No. Awaio integrates with both. Bookings made in Awaio appear in Outlook or Google Calendar instantly, and cancellations sync in both directions. Existing reservations import automatically, so there is no manual migration on day one.
Employees can book from the Awaio app, a browser, or by scanning the QR code or tapping the Tapcard outside the room. Available rooms are shown in real time by floor, capacity, and amenities. Confirmation lands in their calendar automatically.
Awaio requires a check-in within a configurable window after the booking start time. If no check-in is registered, the room is automatically released and becomes available to anyone else. No admin intervention is needed.
Yes. Each room in Awaio can have its own rules: maximum booking duration, advance booking window, approval requirements, and minimum notice period. Boardrooms can require manager approval while focus rooms stay open for walk-up booking.
Awaio Manager shows utilisation data per room, floor, and building, combining booking records with check-in data for actual occupancy, not just reservations. Facilities teams can see which rooms are overbooked, which are consistently empty, and where policy changes would have the most impact.
No. Awaio works with simple QR codes or battery-powered Tapcards mounted outside each room. No wiring, no contractors, no ongoing maintenance costs. Most organisations are up and running in a day.
Yes, and this is where Awaio's full value comes in. Employees can book a desk, a locker, a parking spot, and a meeting room in a single flow from the app. Admins manage all resources from one platform, with shared reporting and access control.
Yes. Awaio's office map gives employees a live view of the floor plan so they can see exactly where their booked room is before they leave their desk. Combined with QR codes and Tapcards outside each room, navigating to the right space takes seconds, not a loop around the building.
The intelligence behind better workplaces.
Connecting people, spaces and services to simplify everyday work.