What is room management?
Room management is an innovative software solution that helps companies, educational institutions and event organisers to make optimum use of their spatial resources. It provides a centralised platform to efficiently plan and manage rooms and monitor their availability in real time. With intuitive functions such as booking management, calendar integration and resource planning, room management makes everyday life easier, reduces idle times and ensures smooth organisation.
This software is aimed at companies of all sizes that want to make optimum use of meeting and work spaces, educational institutions that want to coordinate training and classrooms efficiently, and event organisers who need to simplify complex event planning. Whether a small office, large university or event agency - the room management system offers flexible solutions that are customised to the needs of different sectors.
Room management functions
1. room overview and availabilities
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Displays all rooms and their availabilities in real time.
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Colour coding for booked, free and blocked times.
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Flexible filter options by room type, capacity or equipment.
2. booking management
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Intuitive booking function with just a few clicks.
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Automatic conflict detection for double bookings.
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Customisable booking rules for different room types.
3. resource planning
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Management of additional resources such as technical equipment, furniture or catering.
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Linking of room bookings with the required resources.
4. calendar integration
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Synchronisation with calendars such as Outlook, Google Calendar or Apple Calendar.
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Transparent display of all bookings and appointments.
5. user and rights management
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Role-based access control for administrators, employees and external users.
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History of all bookings and changes for maximum transparency.
Advantages of the room management software
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Efficiency: Optimise the utilisation of your rooms and reduce idle times.
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Transparency: Maintain an overview of all bookings and availabilities at all times.
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Flexibility: Adapts to your individual requirements, whether you are a small company or a large organisation.
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User-friendliness: Intuitive operation that requires no lengthy training.
Areas of application
Our room management system is suitable for a wide range of applications:
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Offices: organise meeting rooms and hot-desking spaces efficiently.
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Events: Plan and manage events and meetings without stress.
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Educational institutions: Schools, universities and training centres benefit from clear room organisation.
Your benefits in detail
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Customisation: Our software is tailored to your needs so that you only use the functions that you really need.
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Cloud-based or on-premise: Flexible use, depending on your IT requirements.
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Outstanding support: Our experienced team is always at your side.
References
City of Freiburg
Customer since 2018 | 4,000 users
The city of Freiburg is a customer in our SaaS.de cloud and also has an on-premise installation for the room management of the city hall. All halls and community centres are also managed in the cloud. Citizens and associations can submit rental applications for city rooms in a public view. Over 50 buildings with around 500 rooms are managed. There are around one million bookings in the system, with bookings in the distant past being deleted.
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Initial setup & training: The initial setup was carried out by EGOTEC together with the administrators during several one-day training sessions, both on site and remotely. Further training courses were held during the course of operation. A total of approx. 8 training days were held.
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Hosting: The EGOTEC SaaS.de cloud instance is used for the main functions. An on-premise installation with Keycloak as an authentication service has been set up in the internal network of the city of Freiburg for the city hall.
Dechema
Customer since 2014 | 22,000 users
DECHEMA (German Society for Chemical Engineering and Biotechnology) promotes technical and scientific dialogue between experts from different disciplines, organisations and generations. Dechema has been using the room management system since the first version, which EGOTEC later incorporated into the SaaS.de platform. In addition, a special complex event module was created for the customer.
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Initial setup & training: The initial setup was carried out by EGOTEC together with the administrators during several one-day training sessions, both on site and remotely.
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Hosting, maintenance & support: EGOTEC AG manages its own installation for Dechema on-premise at the customer's premises. Maintenance and support are provided by EGOTEC AG's system administration department.
Pinneberg district
Customer since 2018 | 6,500 users
The district of Pinneberg has been using the room management system since the first version, which EGOTEC later incorporated into the SaaS.de platform. In addition to room management, vehicles and other resources are also managed with the EGOTEC system.
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Initial setup & training: The initial setup was carried out by EGOTEC together with the administrators during several one-day training sessions, both on site and remotely.
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Hosting, maintenance & support: EGOTEC AG manages its own installation for the district of Pinneberg on-premise at the customer's premises as an editorial and intranet server. The live server is hosted directly at EGOTEC AG in our Kubernetes cluster. Direct connection of the internal editorial server to the customer's Microsoft ActiveDirectory.
More efficiency for your organisation
SaaS.de presents Room Management, a modern, powerful solution that supports organisations in mastering the challenges of digital transformation. Whether school rooms, sports halls or other resources - room management optimises your processes, saves valuable time and creates full transparency.
Find out more about our specialised resource management, which can be perfectly configured for different halls(hall tool) and rooms.
Arrange a free consultation
We would be happy to discuss over the phone what is possible with the SaaS.de hall tool and how we can meet your needs!