Advanced meeting management

Meeting room management built for more than bookings. Designed for complex, high-stakes meetings.

Outlook and other standard tools might reserve a room - but they can’t manage the real-world complexity of modern workplaces. Meetings is a meeting room scheduling and booking system software built for scale, helping you coordinate across locations, manage recurring bookings, and deliver seamless guest experiences - without the chaos.

Solving the gaps standard tools can’t

Standard tools

Standard meeting room tools often create hidden work - double bookings, clashing calendars, manual catering coordination, and no visibility into costs. Setup and breakdown time gets missed. Privacy is hard to manage in shared spaces. And integrations rarely go far enough to support real operations.

Meetings by Sign In App

Meetings brings everything into one place - a unified meeting room management system for rooms, resources, and people. It automates catering, setup, invites, and scheduling, while giving you cost tracking, conflict detection, and multi-timezone support. With an Outlook add-in, it fits into how your teams already work - just with far less friction.

Smarter scheduling. Seamless coordination.

Smart room booking

Reserve rooms across sites with conflict detection and built-in setup/teardown time.

Catering & services in one flow

Request catering, AV, facilities support, and more - with automated notifications.

Guest coordination

Pre-register visitors ahead of their meeting and deliver a smooth, high-touch arrival experience.

Real-time room availability

See what’s free across locations instantly, with optional display panels outside every room.

Advanced recurring scheduling

Book complex recurring meetings across timezones, with automatic conflict detection across sites.

Department-level spend tracking

Allocate catering and service costs to the right department for accurate budgeting and reporting.

Multi-tenant privacy controls

Share spaces without exposing calendars or attendee details across teams or organizations.

Session, training & program scheduling

Manage repeatable training sessions, workshops, and program cycles at scale.

Digital displays for smarter room booking

No more guessing. No more interruptions. With room display panels, availability is visible the moment you need it - right outside the door.

Connected to Microsoft Exchange, Google Workspace, or Meetings, displays show live availability across your spaces, so teams always know what’s free, what’s booked, and what’s next.

From the panel itself, teams can:

Book, check in, or extend meetings in seconds
Auto-release empty rooms when no one shows up, freeing wasted space
Report issues instantly, alerting facilities teams in real time

Available as a standalone purchase. Talk to our team to get started.

For organizations managing meetings at scale

End-to-end workflow automation

Manage catering approvals, service routing, VIP handling, role-based access, and custom workflows.

Cost centers, auditing & BI integrations

Track usage, understand spend, and compare performance across locations with advanced analytics.

Enterprise calendar connectivity

Deep Outlook integration designed for high-volume, multi-domain environments with complex IT needs.

Built for every organization

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Small businesses

Run professional meetings without overhead.

Simple room booking with service requests
Clear guest coordination
No manual follow-ups

Multi-site teams

Coordinate meetings across locations.

Cross-site scheduling
Shared resource visibility
Consistent workflows

High-trust environments

Meetings with higher expectations and controls.

Privacy-aware shared spaces
Audit-ready records
Structured approvals and workflows

Public sector & education

Support large programs and shared facilities.

Session and training scheduling
Multi-tenant privacy controls
Campus-wide coordination

Frequently asked questions

Traditional tools can book a room, but they don’t operate as a true meeting room booking system or meeting room scheduling software. They lack the ability to manage services, resolve conflicts, coordinate guests, enforce privacy controls, or account for setup and teardown time.

Meetings is a complete meeting room management system. It brings scheduling, logistics, visitor coordination, and operational workflows into one platform - so every meeting runs as planned, not just booked.

Meetings is designed to manage everything around room bookings - scheduling, catering, AV setup, and more - making it ideal for organizing and running meetings across multiple locations.

It’s best suited to organizations running high-value meetings with internal and external stakeholders, including professional services, government, and multi-tenant workspaces.

Spaces, on the other hand, focuses on where people work - desks and day-to-day internal meetings - helping teams reserve workspaces and optimize layouts in hybrid environments. It doesn’t include the advanced integrations or display capabilities that Meetings offers.

In short, Meetings supports how people gather, while Spaces supports where they work.

Yes. Whether your meetings are in-person, remote, or hybrid, Meetings adapts to how your organization works.

Yes. Meetings automatically detects clashes across recurring schedules and suggests alternatives, preventing long-term conflicts.

Yes. Request catering, AV, facilities setup, and more during booking — with automated notifications and full spend tracking.

Yes. Share meeting spaces without exposing attendee details, calendars, or sensitive information across tenants.

Yes. Displays show real-time availability, allow instant booking or check-in, and automatically release unused rooms.

Meetings is available on Enhanced and Pro plans. See pricing here.