The best meeting room booking software for UK organisations in 2026 

Disclosure: Hayley Russell, Marketing Manager at Clearooms, wrote this guide. Clearooms sells meeting room booking software and appears in this list, first. The other 13 tools are in alphabetical order, not ranked. We checked every competitor fact on the vendor's own website, terms or G-Cloud 15 listing on 5 November 2026.

This guide is written for UK organisations, but most of these tools, Clearooms included, are also used by organisations in other countries. If you need to book desks as well, see our best desk booking software guide.

Quick answer

These are the 14 meeting room booking tools UK organisations most often shortlist, and when each one is worth a look:

• Clearooms: offices that want Outlook and Teams room booking, displays on any tablet and a published per-room price, with every integration included.
• Archie: coworking spaces that need a member CRM alongside room booking.
• Cloudbooking: teams that need 24/7 phone support, or VergeSense occupancy sensors feeding their booking data.
• Condeco (now Eptura Engage): large estates across several countries that want sensors to measure how rooms are used.
• deskbird: hybrid companies of 25+ people that want rooms allocated automatically by size and time.
• Envoy: organisations that need visitor sign-in, deliveries and emergency alerts in the same system as their rooms.
• Joan: offices that want low-power e-paper displays outside their rooms.
• Kadence: teams that want AI to suggest a room from who's attending and the type of meeting.
• Matrix Booking: UK public sector bodies that split large rooms or share space through Government Hubs.
• meetingroomapp: offices that only need room displays, with a wide choice of screens or an on-premises option.
• OfficeRnD Workplace: organisations that also want a helpdesk, Wi-Fi check-in or attendance-policy reports in the same tool.
• OfficeSpace: organisations whose main job is planning space (moves, stack plans), with room booking second.
• Robin: large enterprises that want scenario planning and portfolio analytics alongside room booking.
• Skedda: venues and shared facilities with detailed booking rules, quotas and approval steps.
• YAROOMS: Microsoft 365 organisations that want an AI assistant to take room bookings by Teams, email or text.

What is meeting room booking software?

Meeting room booking software shows which rooms are free, lets people book them from an app, Outlook, Teams or a display outside the room, and checks that booked rooms are actually used. Facilities teams get booking rules and reports on how rooms are used. Our meeting room booking system guide explains how it works.

7 things to look for in meeting room booking software

1. Outlook and Teams: booking where people already arrange meetings, with changes syncing both ways.
2. Check-in and no-show release: rooms nobody turns up to go back into the pool.
3. Displays outside the room: on standard tablets rather than one supplier's hardware.
4. Booking rules: restricted rooms, booking windows and buffer times between meetings.
5. Catering and equipment: requests made with the booking.
6. Reports: how often rooms are booked, used and left empty.
7. Pricing that fits: per room or per person, with the billing period clear.

For a scorecard you can use to compare vendors, see our buyer's guide.

14 meeting room booking software tools for UK organisations (2026)

Clearooms

Best for: offices that want Outlook and Teams room booking, displays on any tablet and a published per-room price, with every integration included.

Clearooms customers range from single sites to estates of over 500 desks. It books meeting rooms, desks and parking from one app, with Teams, Outlook and Google Calendar.

• Strengths: two-way room sync with Microsoft 365 and Outlook, and booking in Teams. Room displays on any Android or iOS tablet, including PoE. Check-in by QR code or on the display, with an option to cancel bookings nobody confirms. Catering and equipment requests, buffer times and privacy mode. SSO, SCIM and every other integration come on every plan, with unlimited users.
• Price: from £10 a room a month for 1–9 rooms, billed annually, or £11 billed monthly, falling to £6 a room at volume. See pricing and meeting room booking software.
• Demo and trial: book a free demo, or start a 30-day free trial (self-serve, no card).
• Company and G-Cloud: UK company. Data hosted on AWS in Ireland. Cyber Essentials Plus. Listed directly on G-Cloud 15.
• Falls short: fewer enterprise space-planning tools than Robin or OfficeSpace, and no occupancy sensors.

Archie

Consider Archie if you run a coworking space that needs a member CRM alongside room booking.

Choose Clearooms if you want Teams booking, single sign-on and more than one location without moving up to a Pro plan, and prices in pounds (or five other currencies) rather than US dollars with monthly minimums.

• Price: from $159 a month on Starter, billed annually; no separate room price published. Clearooms vs Archie (full comparison)
• Trial and G-Cloud: a 14-day test environment after a demo. Not on G-Cloud.
• Rooms in detail: Outlook and Google Calendar sync, booking from Teams, a room display app for iOS and Android, and QR check-in with no-show release.

Cloudbooking

Consider Cloudbooking if you need 24/7 phone support, or VergeSense occupancy sensors feeding your booking data.

Choose Clearooms if your supplier must hold Cyber Essentials Plus, and you want single sign-on and SCIM on every plan rather than missing from the entry plan or charged extra. Room displays run on any tablet instead of being a paid add-on.

• Price: the SMB plan is £299 a month including 4 meeting rooms, billed annually; the Micro plan has no rooms. On G-Cloud 15, rooms are £180 a year each (£200 with calendar sync). Clearooms vs Cloudbooking (full comparison)
• Trial and G-Cloud: up to 4 weeks (G-Cloud listing). Listed directly on G-Cloud 15.
• Rooms in detail: two-way sync with Exchange, Outlook and Google, and automatic curtailing of no-shows on every tier.

Condeco (now Eptura Engage)

Consider Condeco if you run a large estate across several countries and want its sensors to measure how rooms are used.

Choose Clearooms if you want to see the price and try the software for 30 days before talking to sales. Integrations with access control and calendars come as standard. Report data can be fed into Power BI through Zapier or our API, and catering and AV requests can be added to meeting room bookings.

• Price: on request; priced per user. Clearooms vs Eptura (full comparison)
• Trial and G-Cloud: none. On G-Cloud 15 through reseller JLL.
• Rooms in detail: booking from Outlook and Teams, with sensor data used to release no-shows.

deskbird

Consider deskbird if you're a hybrid company of 25+ people that wants rooms allocated automatically by size and time.

Choose Clearooms if you'd rather pay for rooms than for people, with no minimum number of users, and want single sign-on and SCIM included rather than sold as an add-on.

• Price: from £2.50 per user a month, billed annually (25-user minimum). Room displays need its Rooms Plus add-on. Clearooms vs deskbird (full comparison)
• Trial and G-Cloud: 7 days. Not on G-Cloud.
• Rooms in detail: two-way sync with Outlook, Teams and Google, and check-in with auto-release.

Envoy

Consider Envoy if you need visitor sign-in, deliveries and emergency alerts in the same system as your rooms.

Choose Clearooms if rooms, desks and parking come first. Prices are transparent, with no platform fee. SCIM and integrations are included on every plan at no extra cost. Your data is held in the EU, and our support team is based in the UK.

• Price: $5 per bookable resource a month (annual rate) plus a platform fee it doesn't publish. Clearooms vs Envoy (full comparison)
• Trial and G-Cloud: not stated. Not on G-Cloud.
• Rooms in detail: booking from Outlook, Google Calendar or Teams, a tablet display by the door, and automatic release of unused rooms.

Joan

Consider Joan if you want low-power e-paper displays outside your rooms, with the booking software to run them.

Choose Clearooms if you want per-room pricing in pounds with unlimited users, from a UK company on G-Cloud 15.

• Price: from $51 a month for 20 users and 2 devices, then $10.99 a month per extra device, billed annually. Display hardware is sold separately. Checked November 2026.
• Trial and G-Cloud: 30 days. Not on G-Cloud. Made by Visionect; data hosted in the EU.
• Rooms in detail: works with Microsoft 365, Exchange and Google, with automatic check-in and release. It also covers desks, visitors and signage.

Kadence

Consider Kadence if you want AI to suggest the right room from who's attending and the type of meeting.

Choose Clearooms if you want a published price that follows your number of rooms, not your headcount, and room displays on every plan rather than only on Pro.

• Price: on request; per active user. Clearooms vs Kadence (full comparison)
• Trial and G-Cloud: two weeks (G-Cloud listing). Listed directly on G-Cloud 15.
• Rooms in detail: two-way Outlook and Google sync, release after a check-in window, and displays on iOS or Android tablets or Neat devices on Pro.

Matrix Booking

Consider Matrix Booking if you're a UK public sector body that splits large rooms or shares space across organisations through Government Hubs.

Choose Clearooms if you want single sign-on and Entra ID sync included. Matrix Booking's G-Cloud listing charges £2,700 a year for each. Teams, Outlook, Zapier and our other integrations are included too.

• Price: quote form on its website; G-Cloud 15 rates published. Clearooms vs Matrix Booking (full comparison)
• Trial and G-Cloud: 14 days. Listed directly on G-Cloud 15.
• Rooms in detail: adds bookings to Microsoft 365 calendars, touchscreen displays, automatic release, and room partitioning.

meetingroomapp

Consider meetingroomapp if you only need meeting room displays, and want a wide choice of screens or an on-premises option.

Choose Clearooms if you want rooms, desks and parking in one system, with prices in pounds and UK-based support.

• Price: £13 a room a month on a monthly or annual subscription (cloud); on-premises is quoted. Checked November 2026.
• Trial and G-Cloud: free trial (length not stated). Not on G-Cloud. Made in Prague.
• Rooms in detail: works with Microsoft 365, Exchange and Google Workspace; book on the spot at the door; runs on iPads, Android tablets and commercial panels. Bookings not confirmed on the display within 15 minutes of the start are cancelled automatically.

OfficeRnD Workplace (formerly Hybrid)

Consider OfficeRnD if you also want a helpdesk, Wi-Fi check-in or attendance-policy reports in the same tool.

Choose Clearooms if you want a single published price per room, with no plan fee plus room charges on top, and SSO, SCIM and the API on every plan.

• Price: from £89 a month on Start, billed annually (£359 on Professional), with a minimum committed number of meeting rooms and bookable resources. Monthly billing costs more. Clearooms vs OfficeRnD (full comparison)
• Trial and G-Cloud: 14 days. Not on G-Cloud.
• Rooms in detail: two-way Outlook and Google sync, native Teams booking, check-in, and room displays on tablets or Crestron panels.

OfficeSpace

Consider OfficeSpace if your main job is planning space (moves, stack plans), with room booking second.

Choose Clearooms if booking is the main job: rooms, desks and parking, with prices on the website and a free demo or 30-day trial.

• Price: on request; platform fee plus per employee. Clearooms vs OfficeSpace (full comparison)
• Trial and G-Cloud: none found. Not on G-Cloud.
• Rooms in detail: Microsoft and Google integration, booking in Teams or Slack, iPad or Android displays, and automatic cancelling of unoccupied meetings.

Robin

Consider Robin if you're a large enterprise that wants scenario planning and portfolio analytics alongside room booking.

Choose Clearooms if you want to see prices without a sales call and test the software on a 30-day free trial, with every integration and full support included.

• Price: on request; per user in blocks of 25. Clearooms vs Robin (full comparison)
• Trial and G-Cloud: none. Not on G-Cloud.
• Rooms in detail: an Outlook add-in, Teams booking, displays on iPad, Android, Crestron or Logitech (hardware sold separately), and no-show release.

Skedda

Consider Skedda if you manage venues or shared facilities with detailed booking rules, quotas and approval steps.

Choose Clearooms if you're booking rooms in your own office and want monthly rolling billing in pounds, SCIM on every plan, and Paxton Net2 or Salto door access.

• Price: from $99 a month for 15 spaces, billed annually (Europe pricing). Clearooms vs Skedda (full comparison)
• Trial and G-Cloud: 14 days. Not on G-Cloud.
• Rooms in detail: two-way Microsoft 365 and Google sync, a Teams app, iPad and Android displays, and auto-release after a 5–15 minute grace period.

YAROOMS

Consider YAROOMS if you're a Microsoft 365 organisation that wants an AI assistant to take room bookings by Teams, email or text.

Choose Clearooms if you want SSO and SCIM on every plan. YAROOMS doesn't offer SCIM, and SSO depends on the plan.

• Price: from $99 a month (monthly rate; 20% less billed yearly). Clearooms vs YAROOMS (full comparison)
• Trial and G-Cloud: 14 days. Not on G-Cloud.
• Rooms in detail: two-way Microsoft 365, Outlook and Google sync, Teams booking, door displays on any device, and no-show release.

Also worth knowing: Outlook, Microsoft Places and Google Calendar

Microsoft 365 lets you set up rooms as resources that people book in Outlook and Teams, and Microsoft Places adds more workplace features. Google Calendar has room resources too. For a few rooms and a settled team, that can be enough. A dedicated system adds displays outside rooms, check-in and automatic release, booking rules and utilisation reports. See Microsoft Places vs Clearooms.

Meeting room booking software for the UK public sector

If you buy through G-Cloud 15, five of these tools are available. Clearooms, Cloudbooking, Kadence and Matrix Booking have their own listings, and Condeco (Eptura Engage) is sold through JLL.

How meeting room booking software pricing works

There are two main models. Per-room or per-space pricing charges for each room, however many people book it. Clearooms, Skedda, Matrix Booking and meetingroomapp work this way, and Envoy adds a platform fee. Per-user pricing charges for everyone who might book: Robin, deskbird, Kadence and Condeco work this way. If most of your staff book rooms, per-room pricing usually works out lower. Check that prices include what you expect. For example, Envoy's price excludes a platform fee, and some tools charge extra for SSO or room displays. Always compare like for like, annual with annual and monthly with monthly, because many US vendors quote annual rates in dollars.

Worked example: 10 meeting rooms, 120 people

Clearooms prices exclude VAT. Skedda and YAROOMS prices are in US dollars, so the cost in pounds depends on the exchange rate. Envoy isn't included because its platform fee isn't published. The comparison pages show how each tool's prices are worked out.

How to cut meeting room no-shows

Rooms that are booked but empty make an office look full when it isn't. Turn on check-in, by QR code, on the display or in the app, and let the system release rooms nobody confirms within a few minutes. Add buffer times so rooms can be reset, and review no-show figures each month. Displays outside each meeting room show at a glance whether it's free, so people can book it on the spot.

How we chose these tools

We started with the tools our customers most often ask us to compare against for meeting rooms, added the main UK and G-Cloud suppliers, and included two room display specialists, Joan and meetingroomapp. Every fact comes from the vendor's own website, pricing page, terms, help centre or G-Cloud 15 listing. We compare prices on the same billing period and always say which one. If a vendor doesn't publish prices, we say so, and any G-Cloud or older published rates are labelled. We re-check every tool each month; if something's out of date, email marketing@clearooms.com and we'll fix it.

FAQs

• What is the best meeting room booking software in the UK?

  For most UK offices, Clearooms suits organisations that want Outlook and Teams sync, displays on any tablet, per-room pricing with unlimited users and a G-Cloud 15 listing. Matrix Booking also suits public sector room sharing, and Robin and OfficeSpace suit large enterprises focused on space planning.

• What's the best app for booking meeting rooms?

  Look for an app that shows rooms on a floor plan, books in a few taps and syncs with your calendar. Most tools here have iOS and Android apps, and Clearooms also lets people book in Teams and on the display outside the room.

• Is there free meeting room booking software?

  Outlook and Google Calendar can book rooms at no extra cost, and some tools have free plans for a few rooms or users. Free options often leave out room displays, check-in, single sign-on, reports and support. Most paid tools here offer a free trial.

• Does Microsoft have a room booking system?

  Yes. Microsoft 365 lets people book rooms set up as resources in Outlook and Teams, and Microsoft Places adds more. A dedicated system adds room displays, check-in, booking rules and reports.

• Do I need room display tablets?

  No, but they help in busy offices. Choose software that runs on standard Android or iOS tablets, so you're not tied to one supplier's hardware.

• How much does meeting room booking software cost?

  Per-room prices in this guide start from about £10 a room a month on annual billing, and per-user tools are usually quoted. Check what's included, because some vendors charge extra for displays, SSO or a platform fee.

See how Clearooms compares in a free demo

Book a free demo and we'll show you meeting room booking, room displays, check-in and pricing for your office. There's no obligation to subscribe afterwards.

Rather explore on your own? Start a 30-day free trial with every feature included and no card needed.