Booking software for meeting rooms and coworking spaces

Where Ruumio fits

There are many ways to book a meeting room. Ruumio is built for spaces that rent rooms out by the hour to people outside their own team: coworking spaces, business centres, community buildings, offices with a room to spare. If what you need is a tool for your own employees to share desks inside one company, a workplace tool will suit you better.

Members and guests book the same calendar

Members log in and book in a few taps. Visitors can book as guests with their name and e-mail if you turn that on: paid times are paid by card right away, free times are confirmed through a link in an e-mail. You decide whether anyone can sign up as a member, only after your approval, or only by invitation.

Each room has its own opening hours, booking step, shortest and longest booking and how far ahead it can be booked. A booking question can ask how many people are coming, capped by the room's capacity, and the room's equipment, such as a screen or a whiteboard, is shown before people book.

Companies on one monthly invoice

Resident companies and regular clients can have a company account. The people you link to it book on the company's account, their bookings are confirmed without a card payment, and the company gets one invoice a month with a due date and a reference number. A company manager sees all of the company's bookings and invoices, and the invoice also goes to the address you give, such as their accountant.

Card payments get an invoice right away and refunds a credit note, with VAT. A member can add their company's details to have invoices made out to the company. The CSV export goes to your accountant.

Meeting-room hours in your membership

If your coworking membership includes meeting-room time, sell it as a monthly plan: a price and a number of hours in each room. Bookings use the plan's hours first; beyond them the member pays the room's price. Members subscribe and pay by card, or you assign the plan by hand and invoice them yourself. A room can also be kept for plan members only.

Coffee, catering or a video-call kit can be offered as extras, per hour or once per booking, and an extra can need your approval when you need time to prepare it.

In everyone's calendar

Every member gets a personal calendar link for Google, Apple or Outlook calendar, and new and cancelled bookings show up there by themselves. Each room has its own feed too, for your admins or the room's own calendar. A weekly team meeting can be booked as a series in one go: by the member in a room that is free for them, or by you from the calendar.

If a room is also booked in another calendar, add its iCal address: times busy there can't be booked by members or guests. Ruumio reads it every 15 minutes.

Reception, several locations and doors that open themselves

Give the front desk the Reception role: it sees the calendar, bookings, members and support requests, and nothing about billing or settings. You can make your own roles, and you can require two-factor login from everyone with admin access.

Rooms can belong to locations. The booking page groups them by building, and confirmations and calendar invites carry that building's address. With the door codes add-on and UniFi Access, every booking gets its own PIN that only works around the booking, so evening and weekend bookings need nobody at the desk.

• Your own website and domain, or the booking widget on the site you have
• Reports on hours and utilisation per room, with CSV exports
• The site in the languages your visitors speak
• Notifications on your phone for new bookings and cancellations

Questions