Booking rooms, equipment and vehicles in your company: how to avoid double bookings
Two people turn up to the same room, the company car turns out to be taken, and the projector is in another office. Shared resources without a booking system mean small daily conflicts that eat up time.
Which resources are worth booking in a system
- meeting rooms,
- shared vehicles,
- equipment: tools, measuring devices, projectors,
- office workstations,
- parking spaces.
What a booking module should let people do
- check resource availability for a chosen date and time,
- book in a few clicks,
- apply rules: who can book, for how long and how far in advance,
- approve bookings where consent is required,
- sync with the calendar employees already use.
Calendar integration is essential
Employees plan their day in their own calendar. If a room booking exists only in a separate system, it is easy to forget. That is why a booking should appear in the user’s calendar straight away, for example in Google Calendar.
Rules matter more than technology
- what happens to a booking that nobody uses,
- who has priority when bookings clash,
- whether the resources of one company or branch are available to others.
An example from practice
In a system for a group of companies, I built a meeting room booking module synchronised with Google Calendar: a booking appears in the employee’s calendar straight away. See the case. If you want to organise shared resources in your company, book a consultation.
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