Book the right room without double bookings
Conference Room Booking is a ready-made product for reserving meeting rooms in SharePoint Online. People see what is free by location, request a room with the amenities they need, and an HR administrator approves it. A tablet outside each room shows whether it is free. It runs in your tenant.
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What it does
What it does for your offices
It replaces email and spreadsheets for room requests.
Easy booking
Request a room by location, date and time.
Live availability
A week view shows which rooms are booked or pending, which helps avoid double bookings.
Location based
Rooms are grouped by location, so people only see rooms they can use.
Approval by HR admins
An administrator approves, rejects or sends a request back.
Cancel or change
Cancel a booking with a comment, and everyone involved is told.
Display outside the room
A tablet by the door shows whether the room is free, who has it now and the whole day at a glance.
Availability
See which rooms are free this week
Choose a location and see every room across the week. Booked slots show in green and pending slots in amber, and Prev 7 Days and Next 7 Days move through the calendar.
- Choose a location
- Booked and pending slots
- Week view for every room
- Prev 7 Days and Next 7 Days
Room display
See at the door whether the room is free
A tablet or iPad outside each room shows its status in large type, with the whole day laid out below. At 2:45 PM, someone heading for a room sees that it is in use, who has it, how many minutes are left, and that nothing is booked after it. The screen is for viewing only.
- Occupied status in red, with the room, capacity and location
- Current meeting with organiser, time range, progress bar and minutes remaining
- A day timeline with booked and free slots and a Now marker
- A one-line summary of when the room is free next
Room display
Free now, with the next meeting shown
When no meeting is running, the screen turns green and says the room is available. The next confirmed meeting is listed beside it, and the timeline shows who has the 3:00 PM slot and when the room is free again. People see the answer without opening anything. To book, they use New Request.
- Available status in green
- Next meeting with organiser, time and attendees
- Day timeline: who has each later slot, and when it is free
- Updates as bookings change
My requests
Track every request you have made
My Request lists each booking with its request number, location, room, creator and status, such as Pending Approval or Completed. View or edit from the action column.
- Request number, location and room
- Status of each request
- View and edit actions
- New Request button
New booking
Request a room with everything it needs
A booking takes the location, room, from and to dates, nature of the meeting, amenities, expected audience and a remark. Add attendees by email, and check the week view before saving.
- Location, room and dates
- Nature of meeting and audience
- Amenities
- Attendee email addresses
- Week view beside the form
Approval
HR approval in one screen
The administrator sees the booking details, adds a remark and approves it, rejects it, or moves it back to draft. The requester is told by email.
- Booking details in read-only fields
- Remark from HR
- Approve, reject or move to draft
- Email to the requester
Cancel
Cancel with a reason, keep the record
To cancel, add a comment and choose Cancel Request. Completed requests stay in a list, so there is always a record of what was booked.
- Comment for the cancellation
- Cancel Request button
- Completed requests list
- Notice to those involved
Who it is for
Built for
Office and facilities teams. HR administrators who approve bookings. Employees who need a meeting room. Companies with rooms in more than one location.
- No double bookingsA room cannot be booked twice for the same time.
- Approvals where you need themBookings for larger rooms or external guests can be routed for approval.
- Calendar syncBookings appear in the calendars people already use.
- A room displayA tablet outside each room shows who is in it and what is next.
How it works
How a booking goes
These are the steps for one booking, from checking availability to attending. Booking rules are set for each room.
Check
The user picks a date and time and sees the rooms that are free.
Book
The user books, on their own behalf or for someone else.
Approve
Where a room needs approval, the approver confirms it.
Attend
The booking shows in the calendar and reminders go out.
Conference Room Booking: questions we hear often
How do I book a room?
Choose New Request, pick the location and room, set the dates and details, and save. If approval is switched on, it goes to an HR administrator.
How do I see which rooms are free?
Open View Booked Room, choose a location and look at the week grid. Booked and pending slots are colour coded.
Can I see a room's status without opening the product?
Yes. A tablet or iPad outside the room shows whether it is occupied or available, the current meeting with the time left, and the next meeting.
Can I book from the tablet?
No. The tablet is for viewing only. It shows the day timeline, so people can see which slots are free, and they book with New Request or the week view in the product.
Can I see later slots on the tablet, such as 3 PM?
Yes. The day timeline shows every booked and free slot for today, with the organiser on each booking and a marker for the current time.
Can I cancel a booking?
Yes. Add a comment and choose Cancel Request.
Can I ask for amenities?
Yes. The booking form has an Amenities field.
Can rooms be in different locations?
Yes. Availability is shown by location.
Who approves a booking?
An HR administrator, by default. The approval step is set to match your process.
Do people get an email?
Yes. Emails go out for approvals, rejections and confirmations.
Where does our data stay?
In your own SharePoint Online, inside your Microsoft 365 tenant. The product is installed there, and AscenWork has no access to your data.
How do people sign in, and what licence is needed?
People sign in with their Microsoft 365 account. The product is built on SharePoint Online, so you need an active SharePoint Online licence. It uses the Microsoft 365 licences and infrastructure you already have.
Can it be changed to fit our process?
Yes. Every installation is configured to your process: your forms, steps, roles and approvers. If you need something beyond the standard product, our technical team checks the scope and what is feasible, and we quote those changes separately so you can decide.
What does an installation include?
Setting up the environment, loading your master data, and setting user permissions and menu permissions to follow your company policy.
Do you train our team?
Yes. We provide training and documentation for the product we deploy, a train-the-trainer programme for your own team, and video training for the modules.
How secure is it?
It runs on Microsoft 365, so it uses the security features of your licence, such as role-based access, multi-factor authentication, conditional access, audit logs and external sharing controls. Which of these you have depends on your Microsoft 365 licence, and Microsoft governs them.
Who supports it after go-live?
You can run it with your own team, or add optional managed support from AscenWork for fixes, small changes and reviews. To report an issue, write to support@ascenwork.com and a support executive will pick it up.
Can it run on SharePoint Server instead of SharePoint Online?
It is built for SharePoint Online. For SharePoint Server 2016 or 2019 we can try it, and a few changes may be needed. Tell us what you run and we will confirm.
How do we get a price?
Talk to us. We listen to how your process works today, then send a written quote that covers the product set-up for your tenant and any custom changes as separate lines.
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