Room Booking

The FM Easy Room Booking application efficiently manages shared resources, such as meeting rooms and hot desks. With the ability to include catering, equipment and a seamless integration with MS Outlook and the Visitor Management module, the FM Easy Room Booking system is a powerful tool to help increase the effectiveness of your meeting space and other shared resources.

Powerful MIS reports and graphs show how your facilities are being used, reveal booking and usage trends, allow you to compare floors and buildings, find the most expensive meetings by cost centre or individual, etc.

Automated email reminders sent prior to meetings allow users simply to cancel rooms that are no longer required, eradicating 'empty booked rooms', and dramatically increasing short term availability.

Touch screen fast booking terminals allow users to walk up to conference suites and quickly and easily book a room for an immediate meeting with a few touches of the screen.

From their desktops, all staff can quickly view availability of suitable rooms and colleagues (using our interface through to the Outlook diary data), view a photograph or layout plan of the room and its fitted equipment, select a suitable and available time window, and book the room.

Staff can easily add their catering requirements, equipment needs, and visitors’ details. The system will help manage the effective provision of these goods and services.

The system automatically suggests rooms in smallest suitable first sequence making the most of your facilities. In a multi building environment users can see and book rooms in all of your buildings.

Any questions?

fmeasy.sls@serco.com
01332 826 844

Room Booking in Action

A brief description of a room booking event.

A user wishes to hold a meeting with two colleagues and an external visitor.

They go to the FM Easy availability diary and enter the required date, colleague details and capacity. The system will show the diaries for all suitable rooms (in smallest suitable first sequence by capacity), and the specified colleagues Outlook diaries. If the date is not suitable the user can expand to look at a week or month or page through day by day until a suitable slot is found where the required colleagues and a room are available at the same time.

The user then clicks an available slot and is taken to the booking screen. It they wish they can add catering and equipment details at this stage. The system can show catering costs if desired.

Any catering and equipment or service needs specified will be entered into the diary for the relevant date and will appear on the system produced provision reports.

The user will then go to the attendees’ page to specify their visitors’ details. Their colleague details will have been automatically entered. So they add their visitor details. If they enter an email address the visitor will be sent details of the meeting along with an attachment for the chosen building (this usually contains directions to site, parking arrangements and site H&S information).

The visitor will be automatically booked in at reception for the chosen building on the chosen date.

Colleagues will be sent an Outlook style invite email which they can 'accept' to add the meeting details into their Outlook diary, or decline. FM Easy tallies the accepts and declines and shows these to the requester in a row of simple 'green/red' indicators on their sent items.

Job done - Simple, powerful and effective.