In a modern and flexible workplace, effective resource management is key to success. At MyDesk, we understand the importance of making the best use of your office space, which is why we have developed an intuitive and robust meeting room booking system. Our system is designed to make booking meeting rooms and other common areas a seamless experience for your employees, while providing valuable insights for you, the office manager.
With MyDesk’s solution, you get a tool that not only simplifies bookings, but also helps you make data-driven decisions about your office layout and resource allocation. We integrate seamlessly with your existing systems such as Outlook and Teams, ensuring a smooth transition and minimal training time for your team.
Why choose MyDesk’s meeting room booking system?
Choosing the right meeting room booking system can have a significant impact on your company’s daily operations and overall efficiency. MyDesk offers a platform built on the principles of ease of use, integration and data collection. We help you eliminate the frustration of double bookings, empty rooms and cumbersome manual processes.
Our system gives you a comprehensive overview of your meeting rooms, makes it easy to find an available room and supports a flexible workday. Imagine an everyday life where your employees can easily find and book the perfect room for their meetings – whether it’s a quick ad-hoc meeting or a longer workshop. That’s the reality MyDesk creates.
Seamless integration with your existing systems
We know that your business already uses a number of digital tools. That’s why MyDesk’s meeting room booking system is built to integrate seamlessly with the systems you already use. Our integration with Microsoft Outlook and Teams means your employees can book meeting rooms directly from their calendar, eliminating the need to learn an entirely new system.
- Outlook integration: Book meeting rooms directly from the Outlook calendar, check availability and invite participants.
- Teams integration: Start Teams meetings directly from the booked room and access all Teams features.
- Centralized management: Manage users, rooms and settings from one intuitive platform.
Improved user experience with innovative features
To make the booking experience as good as possible, we’ve equipped our meeting room booking system with a number of innovative features. These features are designed to save time, minimize misunderstandings and ensure your employees always have access to the resources they need.
| Function | Description of function |
|---|---|
| 3D floor plans | Visual overview of the office |
| QR code booking | Quick on-site booking |
| Room sharing | Efficient use of resources |
| E-Ink screens | Overview at the meeting room |
Our 3D floor plans give your employees a visual and easy-to-understand overview of all available spaces before they book. With QR codes, a room can be booked in seconds, directly from the smartphone when standing at the room. And for companies in the same building, we offer the option to share meeting rooms, increasing utilization and creating a more flexible office environment. Read more about this under meeting room booking.
Data and analytics: make smarter decisions about your office
An effective meeting room booking system is not just about booking rooms. It’s also about understanding how your rooms are being used. At MyDesk, we utilize sensors and IoT technology to collect valuable data on meeting room usage. This data gives you a solid foundation for making data-driven decisions that can optimize your office layout and resource allocation.
We offer detailed reports and analytics that show you which rooms are used the most, when they are used and for how long. This insight can be used to:
- Identify underutilized spaces that can potentially be converted for other purposes.
- Plan for future office changes and space capacity adjustments.
- Automate the release of meeting rooms that are not in use (no-shows), maximizing availability. Learn more about automatic meeting room release.
- Gain greater insight into your employees’ meeting patterns and facility needs.
Our dedication to data-driven insights ensures you always have the information you need to create a dynamic and efficient work environment. We call it Workplace analytics.
More than just meeting room booking: MyDesk as your complete platform
MyDesk’s meeting room booking system is part of a larger suite of solutions designed to optimize your entire office setup. We recognize that a modern office has many needs beyond just booking meeting rooms. That’s why we offer a range of integrated products that work together to create a seamless workday for your employees.
Our extended product portfolio includes:
- Desk booking software: Makes it easy for employees to find and book desks in a hybrid office environment.
- Visitor management system: Register visitors efficiently and securely and give them a professional welcome. Read more about our guest registration.
- Catering management: Streamline ordering and managing catering for meetings and events. Learn more about our catering system.
- E-Ink displays: Modern display solutions for meeting rooms and desks that show status and booking information. See our selection of E-Ink displays.
By bringing all these features under one umbrella, MyDesk delivers a holistic approach to office optimization. This ensures a coherent user experience and a more efficient management of your facilities. As a Danish developed system with Danish support, we are proud to offer local solutions that understand the needs of Danish businesses.
Pricing and support for our meeting room booking system
We strive to make our license structure as transparent and clear as possible. For our meeting room booking system, we offer a competitive price of DKK 180 per meeting room per month. This price includes access to all system features and our dedicated support.
At MyDesk, we pride ourselves on offering personalized and efficient support. If you have any questions, need help with setup or technical assistance, our support team is ready to help. You can contact us at support@mydesk.io or call 5191 4488. We are located at Struergade 22, 2630 Høje Taastrup and can be reached at 6916 0382 or mail@mydesk.io.
We keep 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.
Frequently asked questions about MyDesk’s meeting room booking system
What is a meeting room booking system and how does it work?
A meeting room booking system is a software solution designed to manage the booking of meeting rooms and other resources in a workplace. MyDesk’s system allows employees to view availability, book rooms via an app, a web browser or directly from Outlook/Teams, and receive confirmations. The system also handles room release for no-shows and gives administrators insight into room utilization.
Can the MyDesk booking system integrate with our existing systems?
Yes, absolutely! MyDesk is built with seamless integration in mind. Our meeting room booking system fully integrates with Microsoft Outlook and Teams, making the booking experience intuitive and easy for your employees as they can book via familiar platforms.
What are the benefits of collecting data via sensors in meeting rooms?
Collecting data via sensors in your meeting rooms gives you valuable insights into the actual usage of your rooms. This includes how often rooms are used, the duration of meetings and whether there are no-shows. This data can be used to optimize your office layout, adjust room capacity, identify underutilized resources and ultimately save costs.
Does MyDesk also offer solutions for desk booking and guest registration?
Yes, MyDesk offers a unified platform for office optimization. In addition to our meeting room booking system, our solutions also include desk booking software, a complete visitor management system for guest registration, catering management tools and E-Ink screens for a professional look and easy information at each room.
How much does MyDesk’s meeting room booking system cost and what is included?
The price for our meeting room booking system is DKK 180 per meeting room per month. This price includes full access to the system’s features, regular updates and access to our Danish support team. We make sure you are always up and running with your booking solution.
How does MyDesk ensure data compliance and security?
MyDesk takes data security and compliance with applicable legislation very seriously. We store all registrations for a minimum of 5 years, as required by law. However, should you wish to have your data deleted before then, this is possible at any time. Our infrastructure is designed to protect your data and ensure confidentiality.
