At MyDesk, we understand the importance of a streamlined and efficient workday. One of the most central elements of modern business is meetings – which is why good meeting booking is more crucial than ever. We offer an advanced solution that not only simplifies the process of booking meeting rooms, but also integrates and optimizes your entire office experience. No more wasted time and double bookings. With MyDesk, you get a user-friendly system that gives your employees an overview and freedom.
MyDesk is a Danish company that since 2020 has specialized in helping companies optimize their office environments through intelligent technology. Our solutions are designed to make your everyday life easier and more productive.
Why is effective meeting booking essential for your business?
In a world of hybrid working and flexible office solutions, it’s essential to have a system that can handle the complexities of modern meeting booking. Without an efficient system, you may experience:
- Frequent double bookings of meeting rooms
- Employees spend unnecessary time searching for available space
- Meeting rooms empty due to lack of cancellations (no-shows)
- Missing data to optimize your office utilization
These challenges can lead to frustration, inefficiency and ultimately unnecessary costs. With MyDesk’s meeting booking, you get a tool that actively solves these problems and creates value for your organization.
MyDesk’s meeting booking system – a complete solution
Our meeting booking system is more than just a calendar. It’s part of a comprehensive platform that connects meeting room booking with other important functions in your workplace. We’ve designed it with a focus on ease of use and deep integration to help you get the most out of your office space.
Intuitive booking via familiar platforms
We know that your employees already use a number of tools in their daily work. That’s why our meeting booking solution is deeply integrated with systems like Microsoft Outlook and Teams. This means that employees can book meeting rooms directly from the platforms they already know and use every day. This eliminates the need to learn a new system and ensures a seamless experience from the start.
Our mobile app makes meeting booking even easier. Employees can quickly find and book an available meeting room on the go, check in via QR codes and even view 3D floor plans that give a precise overview of room locations and facilities.
Intelligent meeting room management
Our system is designed to optimize the use of your meeting rooms. It includes features like:
- 3D floor plans: Easily visualize your office layout and find the perfect meeting room.
- QR code booking: Direct booking and check-in at the meeting room for maximum flexibility.
- Automatic releases for no-shows: Sensor data or no check-ins can automatically release rooms to make them available to others.
- E-Ink displays: Get a clear overview of the meeting room status right outside the door with our energy-friendly E-Ink displays.
This intelligent approach ensures that your meeting rooms are optimally utilized and that employees can always find the space they need, when they need it.
Learn more about our meeting room booking solution and its many features.
| Functionality | Benefit for you | Benefit for the employee |
|---|---|---|
| Outlook/Teams integration | Easy deployment | Familiar interface |
| QR code booking | Increased flexibility | Fast check-in |
| Automatic releases | Optimal utilization | More available rooms |
| 3D floor plans | Better overview | Easy localization |
More than just meeting booking: A unified platform
MyDesk’s meeting booking is a core component of our broader platform that brings all aspects of office management under one roof. This gives you a holistic approach to optimizing your workplace. Our products and services include:
- Desk booking software: Makes it easy for employees to find and book available desks – ideal for hybrid workspaces.
- Visitor management system: Efficient visitor registration that creates a professional first impression and increases security.
- Catering management: Streamline ordering and management of catering for meetings and events.
- Workplace analytics: Get data-based insights into how your office space is actually used.
By combining these features, you can create an intelligent workplace tailored to your needs. We have helped companies like Phillips Medisize and Energinet.dk optimize their spaces.
Read more about our desk booking software.
Workplace Analytics and data-driven meeting booking
How do you know if your meeting rooms are being used optimally? With MyDesk Workplace Analytics, you can get accurate data on usage patterns. We use sensors and IoT technology to collect anonymized occupancy data. This data gives you invaluable insight into:
- Which meeting rooms are most popular – and which are underutilized.
- Peak times for meeting bookings.
- How long the meeting rooms are typically in use.
- Whether there are many "no-shows" where rooms are booked but not in use.
This insight gives you a solid foundation for making data-driven decisions. Maybe you need to reconfigure some rooms, maybe you have too many or too few. Analytics gives you the answers.
With an automatic release feature based on sensor data, a meeting room that is booked but empty can be automatically released after a certain period of time. This maximizes availability and reduces wasted resources. MyDesk’s meeting booking system optimizes the utilization of your space.
We store all records for a minimum of 5 years as required by law, but you can have your data deleted at any time if you wish. For us, security and transparency are paramount.
Meeting booking as a service – benefits for the hybrid office
The hybrid work life places new demands on businesses. Employees work both from home and the office, and the need for flexible solutions is greater than ever. MyDesk’s meeting booking and desk booking solutions are tailored to this reality:
- Flexibility: Employees can book the resources they need wherever they are.
- Overview: Easily see who’s in the office and which rooms are available.
- Efficiency: Reduce wasted time and frustration over lack of resources.
- Data: Gain insights into usage patterns that can inform future changes to office layout and capacity.
A well-functioning meeting booking system is an investment in employee satisfaction and company productivity.
MyDesk’s meeting booking system is offered at a price of DKK 180 per meeting room. This includes access to an easy-to-use platform that integrates with your existing systems and delivers the insights you need to optimize your workplace. Contact us at mail@mydesk.io to learn more.
How to get started with MyDesk meeting booking
We make it easy to implement our solution in your business. Our team is ready to guide you through the process, from the first demo to full implementation. We offer Danish support, so you can always get help if you have any questions.
Our address is Struergade 22, 2630 Høje Taastrup, but we support customers all over the country. Call us on +45 6916 0382 or send an email to support@mydesk.io if you need help or want a no-obligation chat about your meeting booking needs.
MyDesk CVR: 41545518
Experience the benefits of an integrated solution
Instead of putting together different systems from different providers, MyDesk offers a unified platform. This ensures better compatibility, fewer technical issues and a more consistent user experience for your employees. Our vision is to create flexible, efficient and productive workplaces.
| Element | Item description |
|---|---|
| Booking software | Desk & meeting rooms |
| Guest registration | Professional welcome |
| Catering management | Easy ordering |
| Workplace Analytics | Data for optimization |
| E-Ink monitors | Info at the premises |
Choose MyDesk to take your meeting booking and office management to the next level. We look forward to helping you create an even better workplace.
See our Danish meeting booking system solutions for more details.
Frequently asked questions about MyDesk meeting booking
What is MyDesk meeting booking?
MyDesk meeting booking is an integrated software solution that simplifies the process of booking meeting rooms in your company. It allows employees to easily find and reserve available rooms via platforms such as Outlook and Teams, as well as via our mobile app.
How can your meeting booking optimize our office utilization?
Our system optimizes office utilization through features such as automatic releases of booked but unused spaces (via sensors or no check-in), 3D floor plans for easy localization, and Workplace Analytics that provides data-based insights into usage patterns. This helps you make data-driven decisions about your office space.
Does MyDesk support integration with existing systems?
Yes, absolutely. Our meeting booking solution is designed to integrate seamlessly with popular business tools like Microsoft Outlook and Microsoft Teams, ensuring a smooth transition and user-friendly experience for your employees.
What are the benefits of using E-Ink screens for meeting booking?
E-Ink displays clearly show the current status of the meeting room, including whether it is occupied, vacant or booked for an upcoming meeting. They are energy-efficient, easy to read and give a professional look while informing employees outside the room.
How much does MyDesk’s meeting booking system cost?
Our meeting booking solution costs DKK 180 per meeting room. For a detailed overview of prices for additional features and customized solutions, you are welcome to contact us for a non-binding offer.
Why is Workplace Analytics important for my meeting booking?
Workplace Analytics gives you valuable data on how your meeting rooms are actually being used. This insight can reveal patterns such as underutilization or congestion in certain rooms, enabling you to optimize your office layout, adjust capacity and ultimately save costs.
Can MyDesk handle multiple booking types besides meeting rooms?
Yes, in addition to meeting room booking, MyDesk also offers systems for desk booking, guest registration and catering management, all in one integrated platform. This provides a holistic approach to your workplace management.
Visit our meeting booking system page for more information.
