The best room booking software for your business

How do I choose the best room booking software?

The best room booking software covers a range of requirements. Which features are important to you depends on your specific project. The following criteria can help you make your choice:

• Booking rooms and workspaces: Useful if you want to switch flexibly between meeting rooms, individual workspaces, or zones.
• Clarity: Advantageous if digital floor plans or calendar views are intended to make it easier to keep track of things.
• Check-in & automation: Relevant if you want to reduce no-shows and have unused rooms automatically released.
• Analytics & utilization: Helpful if you want to track the actual use of space and align your planning accordingly.‍
• Integrations: Useful if you want to integrate Microsoft 365, Outlook, Google Calendar, or MS Teams directly.

The following information on features, prices, and services is based on publicly available sources from the providers (as of September 2025). It is for guidance only. Providers may make changes at any time; no guarantee can be given for the accuracy or completeness of this information. 

This article contains a presentation of PULT as part of a market overview. It is based on careful research, but is not an objective test report, rather an editorially prepared comparison with some promotional elements.

All brands mentioned are the property of their respective rights holders and are listed for comparison purposes only. PULT has no business relationship with the providers mentioned.

The 8 best software programs for room booking

#1 PULT

PULT is a meeting room booking software from Germany that manages meeting rooms, workspaces, zones, and parking spaces in a single room booking software. It also includes visitor management, office evaluation with statistics, and special features such as automatic check-in via Wi-Fi connection in PULT Presence.

The software can be integrated into Microsoft Outlook, Microsoft 365, Google Calendar, MS Teams, and Slack. Booked but unused rooms and spaces are automatically released again. In addition, PULT provides evaluations of actual usage and booking behavior, which allows for better planning of rooms, spaces, and workstations.

• All-in-one software for rooms, workstations, visitors, parking spaces, and catering
• Interactive floor plans for easy booking
• Integration with Outlook, 365, Google Calendar, MS Teams, and Slack
• QR or Wi-Fi check-in, automatic release in case of no-shows
• Analyses of utilization and space planning

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PULT Pricing:

PULT pricing starts at €1.90 per user per month. Additional plans offer advanced features such as API access, single sign-on, and white label options. A free live-demo and product demonstration are available.

About the room booking software PULT

#2 Skedda

Skedda is an internationally used meeting room booking system headquartered in Australia. The software is cloud-based and designed to display reservations clearly and control them using rules.

Key features include interactive floor plans where workspaces or meeting rooms can be booked directly. Administrators can set rules for usage, time slots, or quotas. The platform offers calendar synchronization with Outlook and Google, single sign-on via Microsoft or Google, and a visitor management module. A statistics section provides insights into room usage.

• Interactive floor plans for rooms and workspaces
• Booking rules and quotas
• Two-way sync with Outlook and Google Calendar
• Single sign-on (SAML, Microsoft, Google)
• Integrated visitor management
• Room utilization analytics
• Mobile app for iOS and Android

In terms of data protection, Skedda is hosted on Microsoft Azure.

Skedda pricing:

Skedda is licensed per room or resource, not based on the number of users. Prices start at $99 per month for 15 rooms. All plans include unlimited users and bookings. A 30-day trial period is available.

#3 Robin

Robin is a US room and equipment booking software that covers room booking, visitor management, and space analysis. The system is aimed primarily at larger companies that want to manage hybrid working models and plan their office space.

Features include integration with Outlook, Exchange, and Google Calendar, bookings directly in MS Teams or Slack, and mobile apps for iOS and Android. The software supports no-show handling: rooms that are not occupied are automatically released again. Sensors can also record actual usage.

• Room booking, desk sharing, and visitor management
• Integration with Outlook, Exchange, Google, MS Teams, and Slack
• Mobile apps for iOS and Android
• Automatic release of unused rooms
• Support for room displays and service bookings (e.g., catering)
• Analytics on usage, utilization, and space requirements
• API for custom integrations

Robin provides a Data Processing Addendum (DPA) for customers and refers to the requirements of the General Data Protection Regulation (GDPR) in its privacy policy. Processing takes place in data centers in the US, operated by AWS.

Robin prices:

Prices are not publicly displayed on the website.

#4 Eptura Engage

Eptura Engage is an internationally used room scheduling software for room booking and workplace management with a focus on enterprise requirements. In addition to the software, the manufacturer also offers its own displays for meeting rooms that are directly connected to the system.

The software supports room booking, desk sharing, parking space and locker management. Bookings can be made via Outlook add-ins or directly in the web and mobile interface. Floor plans show available spaces, while rules and workflows control usage. In addition, analyses and reports on utilization are available, and services such as catering or technical equipment can be booked as needed.

• Room booking, parking space and locker management
• Integration with Outlook / Office 365
• Digital door signs (own hardware)
• Interactive floor plan view
• Approval workflows and booking rules
• Analyses and reports on utilization
• Service and catering booking

Prices for Eptura Engage:

Eptura Engage does not disclose prices on its website. The website also does not offer a free trial version or product demo.

#5 YaRooms

YaRooms is a European conference room scheduling software based in Romania that develops a modular platform for room and workspace booking. The system is geared toward hybrid working models and combines classic reservation functions with sustainability features such as CO₂ tracking.

In addition to room and desk booking, visitors can also be managed and digital door signs can be used. Bookings can be made via the web, mobile app, or directly in Outlook and Google Calendar. Reports and dashboards allow you to track utilization and usage data.

• Room and workspace booking
• Visitor and reception management
• Digital door signs (signage)
• Hybrid planner for attendance days
• Interactive location maps and floor plans
• Reporting and CO₂ tracking
• Outlook and Google integration

YaRooms is certified according to ISO 27001 and ISO 27701. Customer data is processed in Azure data centers.

YaRooms pricing:

Prices start at $99 per month for the starter package and 10 users. Larger packages are priced at $399 and $899 per month. Billing is flat-rate, regardless of the number of users. Visitor management is an additional $99 per month per property.

#6 deskbird

deskbird is a Swiss room reservation software specializing in booking solutions for hybrid workplaces. In addition to room booking, the platform also includes parking space reservations and team planning.

Workstations and rooms can be booked via the mobile app or desktop. Additional features include QR code check-in and a team calendar that shows when colleagues are in the office. An analytics dashboard provides insight into attendance and utilization.

• Room booking, desk sharing, and parking space management
• Mobile app for iOS and Android
• QR code check-in
• Team calendar with attendance overview
• Integrations with Outlook, MS Teams, Slack, and HR systems (e.g., Personio, Workday)
• Office utilization analyses

Prices for deskbird:

deskbird offers per-user licensing. The Starter package starts at $2.80 per user per month, while the Business package starts at $3.80 per user per month, with prices decreasing as the number of users increases. Individual enterprise plans are available for larger companies.

#7 Roomzilla

Roomzilla is a cloud-based room booking system for workspace booking with a focus on easy implementation and operation. The system is used internationally and is utilized in start-ups, coworking spaces, and educational institutions, among others.

The platform allows users to reserve rooms, desks, and equipment such as projectors or whiteboards. A special feature is the tablet app for door displays, which shows the current status of a room. Users can check in via QR codes; if they fail to check in, the booking is automatically canceled. Floor plans help with orientation, and calendar synchronization with Google and Outlook 365 is integrated.

• Room and workspace booking
• Management of equipment, e.g., projectors
• Tablet app for door displays
• QR code check-in and automatic cancellation for no-shows
• Interactive floor plans
• Reporting and export functions
• Integration with Google Calendar and Outlook 365

Hosted by Roomzilla in the cloud; the provider does not specify the exact data center locations.

Roomzilla pricing:

Roomzilla offers a free package for up to three rooms or desks. Beyond that, the standard rate is $10 per resource per month (billed annually). In the business plan with advanced features, a room costs $17 per month, and a desk costs an additional $10 per month.

#8 Microsoft Bookings

Microsoft Bookings is part of the Microsoft 365 suite and was originally developed as an appointment booking tool. In addition to traditional services such as consulting or training, it can also be used to reserve rooms and resources.

The system creates a public booking page where internal and external users can reserve appointments or rooms. Confirmations and reminders are sent automatically by email. Thanks to direct integration with Outlook and Microsoft Teams, bookings appear in the calendars of those involved, and Teams meetings can be added automatically.

• Appointment and resource booking via a web interface
• Automatic confirmations and reminders
• Calendar integration with Outlook and Teams
• Management of employees and resources in a central calendar
• Mobile and desktop use

The software runs on the Microsoft 365 infrastructure. Microsoft has numerous security certifications (ISO 27001, SOC, C5).

Pricing for Microsoft Bookings:

Microsoft Bookings is included in most Microsoft 365 Business and Enterprise licenses. It is available starting with the Microsoft 365 Business Basic package ($6 per user/month). There is no separate charge.

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