Enterprise Room Booking System for Seamless Workspace Management

The client faces difficulties in providing quick and easy access to workspace booking for employees and guests across multiple locations. The existing web platform is outdated, lacking modern real-time booking capabilities, user-friendly interface, and synchronization across devices, which results in reduced productivity and employee dissatisfaction. The process of managing bookings, equipment preferences, recurring meetings, and notifications is cumbersome and prone to errors.

A large enterprise with multiple office locations, providing workspace management and coworking solutions to internal teams and external clients.

• Implement a unified, real-time room booking and scheduling system accessible via multiple platforms.
• Enable fast, two-click booking to improve user convenience.
• Provide device synchronization to ensure consistent data across web, iOS, and Android applications.
• Allow users to select rooms based on equipment, size, and location preferences.
• Incorporate notification features for upcoming reservations and reminders.
• Support team management features including creating groups, inviting members, and managing access permissions.
• Facilitate recurring bookings and offline mode for flexible scheduling.
• Ensure secure access controls and permissions management.

• Two-click booking workflow for quick reservation of rooms.
• Room selection filtering by equipment (e.g., TV, projector), size, and location.
• Real-time data synchronization across all platforms to prevent conflicts.
• Push notifications for upcoming reservations and reminders.
• Team management tools for inviting members and sharing access.
• Ability to manage current and upcoming bookings with options for recurring reservations.
• Offline mode functionality for use without internet connectivity.
• User permissions assignment and access control management.

• Calendar and email systems for sending notifications and appointment invitations.
• Location and floor plan data sources for room and building selection.
• Equipment management systems for filtering rooms by available amenities.
• Authentication and permissions platforms to secure user access.

• System must support at least 2,000 concurrent users with minimal latency.
• Real-time synchronization with data refresh rates under 2 seconds.
• High availability architecture with 99.9% uptime SLA.
• Security compliance with data protection regulations and role-based access controls.
• Offline mode operational for up to 30 minutes without connectivity.

The implementation of this multifunctional workspace booking system is expected to streamline room management processes, reduce scheduling conflicts, and enhance employee productivity. Achieving real-time, synchronized booking data will facilitate efficient workspace utilization and improve user satisfaction. Projected improvements include faster booking times (reducing booking steps to two clicks), increased booking accuracy, and higher overall employee engagement with workspace services.