Meeting room booking2019-08-13T20:38:53+00:00

Schedule it your way

Increase productivity by giving your team quick and easy access to all the spaces and things they need

Super-charge workspace utilization

Every day, companies are wasting thousands of dollars paying for premium meeting rooms that go to waste. It’s a common occurrence: your teams schedule meetings that are later called off, only they neglect to cancel their meeting room booking. As a result, tumbleweed rolls through empty rooms, while other teams struggle to find a room, because the system still shows it’s in use.

Smartway2’s Smart Room Recovery solves this problem, once and for all.

  • Dramatically increase workspace utilization
  • Free up premium spaces to boost collaboration
  • Improve employee productivity that would otherwise be lost to no-shows
meeting room booking notifications

Keep everyone informed

Smartway2’s email and in-app notifications take team communications up a gear.

The content of notifications is completely customizable, so you can easily taylor the tone to suit your brand. Notifications are a key part of any complex workflow.

The possibilities are endless!

  • Define notifications for any event, from confirmations and check-in reminders, to reservation changes or alerts from Facilities
  • Set up reminders for meeting organizers, giving them the option to cancel unwanted bookings directly via email or in-app message
  • Free up space that would otherwise go to waste

Agile meeting room booking

When your team can effortlessly find the spaces and things they need, they’re free to focus on the work.

  • Create impromptu bookings in seconds
  • Book ahead, including recurring meetings
  • Order everything you need (catering, AV equipment, room layouts)
  • Make bookings from Outlook

Sick of fighting over meeting rooms?

Whether you have one meeting room or thousands, life is too short to waste time hunting for rooms, lurking outside over-running meetings, or getting kicked out of your space.

  • Reduce time spent organizing meetings and room-hunting
  • Eliminate no-shows
  • No more mix-ups, clashes and double bookings
  • Make late starts a thing of the past

Check-in & termination

Hosts and attendees can check in to meetings via smartphone, swipe card or room panel. If nobody shows up the meeting is cancelled to free up the room


Search & filter

Search for the right room by location, capacity, equipment, room layout options and more. You can even define your own searchable properties

Pro-active analytics

Make better decisions with Smartway2 workplace analytics. Our flexible reporting engine keeps everyone informed with a range of interactive reports, both static and real-time.

  • Discover how much space is going to waste and how much you’ve recovered by using Smartway2
  • Enhance your reports by incorporating data from external sources (e.g. access control, occupancy sensors or building management systems)
  • Export your data in various formats, or pull it into a dashboard
  • Full audit trail of all bookings

Catering & services

Manage services like catering and equipment, or define your own. Use customisable approvals and smart notifications to manage Facilities, Catering and IT workflow

meeting room booking software

Combined rooms

Partitioned meeting rooms? No problem. Search for rooms based on combined capacity and select a configuration. Automatically add set-up and break-down time, with notifications sent to your front-of-house team

Soooo low maintenance!

With Smartway2, you won’t even need a system administrator. Once your set-up is configured, it takes care of itself. Your data is backed up automatically, and leavers and joiners are managed invisibly via our integration with Active Directory. What’s more, since no software is required on your local machines, even hardware changes have no effect on Smartway2.

Work your way

You don’t need to fit the way you work around Smartway2. Instead, Smartway2 fits around you! With just a few clicks, you can define your own workflows and configure your own rules. As a result, you’ll find your office starts running like clockwork – no training required. For example…

  • Set-up an approval process for high-demand spaces
  • Ensure some rooms are only bookable by senior executives
  • Give room-booking priority to a particular person or group of people
  • Define which services are available per room (e.g. AV equipment, catering, or specific layouts) and how much notice is required to book them
  • Grant your Catering Manager, Head of Facilities, or perhaps your CEO’s PA special powers to override rules

Want to learn more about meeting room booking rules? Check out this blog post.

Book anywhere, anytime

Our intuitive user interface looks consistent across all devices. It’s so easy to use, there’s no learning curve.

room booking panel

Meeting Room Panel

Check in; or create, extend and end meetings in an instant. Our sleek, purpose-built room panels offer a built-in RFID/NFC card reader, bluetooth and QR code so you can swipe, tap or scan.

smartway2 meeting room booking

Web Calendar

Take charge of your workspaces across multiple locations and time zones. With full drag and drop support it’s a breeze to view, create, approve and manage your organization’s bookings centrally and in real time.

room booking mobile app

Mobile Apps

The full power of Smartway2 in your pocket. Book rooms, desks and services no matter where you are. Instantly locate a resource close to your current location, get directions to local parking and much more.

desk puc

Desk Booking Panel

Experience the future of desk booking! A simple, elegant solution that shows availability and existing bookings – while enabling you to reserve a desk for now or later. Works with mobile & RFID. 

room booking outlook

Outlook Booking

Smartway2 works with Outlook, Exchange, Office 365 and Outlook for Mac. With industry-leading functionality and zero-install deployment, our integration is more advanced & reliable than any other.

Manage event attendance

Whether you run yoga classes or lunch-and-learns, Smartway2’s self-enrolment feature enables you to easily manage event attendance.

  • Set capacity and time limits on your event
  • Automatically cancel events if the minimum number of attendees don’t sign up
  • Notifications keep event attendees informed pre- and post-event
  • Full audit trail of event attendance
Request a demo

Digital signage

In addition to the Smartway2 Meeting Room displays, you may wish to deploy real time updateable signage around you building. Maybe a list of Current meetings in reception, available meeting rooms in the lift lobby, or even a display of catering orders in your pantry area.

Smartway2 will automatically update any html page of your choice, so you have the ability to create your own pages, featuring items such as news feeds, video content, or weather forecast alongside your meeting room data.

digital signage
accrue workplaces Franky Law

“We chose Smartway2 because it has the best feature set, at a lower cost than the competition. Without Smartway2, we’d be in chaos! One of my favourite things about the product is how user friendly it is. It just works and massively improves the efficiency of how our building is run.”

Franky Law, Accrue Workplaces
smartway2 exertis

“I’d absolutely recommend Smartway2, simply because it does everything you need it to do. The feature set is rich and covers all the requirements that most organisations are likely to have. Their aggressive application development is incredible too. The team is really impressive and the support is just so good.”

Tristan Drinkwater, Exertis