Priority always goes to whoever books a meeting room first. However, it may be that nobody turns up, so the space stays empty when other groups could have used it. To prevent false bookings, the best solution is to start with free room management software and then move to its paid version.
Practical sensors to prevent ghost bookings
In principle, any workspace blocked in free room management software can no longer be booked by other people. To limit false bookings, managers can pair the software with sensors. These detect movement inside the room to confirm that it is being used as planned.
If the room management software finds that the room remains unoccupied despite the booking, it will cancel it a few minutes after the scheduled start time of the meeting. The resource manager is free to set this delay (5, 10, 20 minutes, etc.) as they see fit. The sensors also show whether the room has been released earlier than planned, leaving time to invite other interested people to use it.
Installing sensors also makes it possible to check whether people are occupying rooms without a booking or without authorisation. They also help you determine room occupancy rates and produce a reliable report on how rooms are actually used. According to companies, this technology has significantly reduced the number of false bookings.
Synchronising the software with participants’ calendars
Linking the booking tool with the calendars of the people concerned allows the organiser and the resource manager to make sure that participants know about the meeting.
If the organiser cancels the meeting, the booking automatically disappears from colleagues’ calendars and is no longer listed in the booking schedule. Other users will therefore see that the room is available and can book it if it better suits their needs.
A free solution, or trying a demo of room management software, is a good way to start and get comfortable with this new tool. However, adopting a complete solution is essential to enjoy a seamless experience and every possibility to make your day-to-day life easier.
Booking confirmation by the organiser
Free room management software may include a confirmation feature through which the organiser confirms their booking some time before the room is actually used. If they do not, the booking is automatically cancelled and the space becomes available for other bookings.
The system will also send the manager an email confirming the booking of a room, its cancellation or its postponement.
The clear advantage of using room management software
Hamilton Apps offers effective room management software to help you prevent ghost bookings. It is paid software, but you can use a demo version to discover its features. By adopting it:
- Your spaces will be used optimally;
- you will avoid the frustration caused by an unoccupied room when other people could have used it;
- users are happy to use a room that meets their exact needs;
- you encourage organisers to take responsibility and think carefully before confirming a booking.
Ultimately, free room management software helps you avoid under-using your spaces. For more advanced features, request your quote or try your personalised demo now.