Introducing Smart Booking and Favourites: The AI-powered way to drive workplace efficiency 

Today’s hybrid workplaces demand tools that make office management seamless and efficient. Clearooms’ latest update introduces two powerful new features - AI-powered Smart Booking and Favourites - designed to make workspace booking faster, smarter and more personalised than ever before.

Together, these tools help organisations boost productivity and efficiency while empowering employees with effortless, data-driven desk and meeting room booking.

Smart Booking & Favourites feature highlights

• AI-powered workspace booking: Smart Booking uses intelligent algorithms to learn from team habits and booking patterns, automatically suggesting the best available desks.
• Personalised employee experience: Favourites gives every employee a tailored booking experience, helping them choose the spaces, rooms, and colleagues that help them work at their best.
• Faster booking, greater productivity: Eliminate time spent browsing floor plans or filtering options - employees can make quick, one-click bookings with intelligent recommendations that do the thinking for them.
• Effortless integration: Smart Booking and Favourites are built directly into the Clearooms platform - no complex setup needed.

Why businesses need smarter workspace booking tools

Even with workspace booking systems in place, many organisations still face challenges that hold back efficiency. The problem isn’t desk booking itself - it’s how people choose and use the spaces available to them.

• Decision fatigue: Employees spend unnecessary time choosing where to sit or meet, trying to find the “right” space each day.
• Disconnected teams: Without intelligent recommendations, colleagues who regularly collaborate can end up spread across the office.
• Manual effort: Managers might still need to adjust allocations or resolve conflicts that smarter systems could prevent.
• Limited personalisation: Traditional platforms treat every booking the same, ignoring team habits, relationships, or favourite spaces.

These small inefficiencies add up - creating friction for employees and extra admin for workplace teams. Over time, that lost time and effort translates into reduced productivity, less collaboration, and lower overall workplace satisfaction.

That’s where Clearooms’ Smart Booking and Favourites come in - bringing intelligent automation and personalisation to the booking process to remove everyday barriers and help your workplace run more efficiently.

How Smart Booking works: AI-powered workspace booking made simple

Smart Booking gives your teams an intelligent way to book the right space every time. Using AI-driven logic and real booking data, it analyses previous bookings, preferences, and team habits to suggest the most suitable desk or meeting room.

No more endless filtering or scrolling through floor plans - instead, employees see personalised workspace recommendations tailored to how and where they like to work. Whether they’re planning ahead or booking on the day, Smart Booking helps them find the ideal space in seconds.

Behind the scenes, the system analyses real-time factors such as availability, proximity to colleagues, and saved preferences. Each time it’s used, recommendations become more refined - automatically aligning with how your employees and teams work best.

By removing unnecessary steps and decisions, Smart Booking reduces friction in flexible working and helps your people stay connected, productive, and focused on what really matters.

How to use Smart Booking

1. Access Smart Booking directly from the Desk Booking menu.
2. Choose your booking duration - morning, afternoon, or full day.
3. Receive AI-generated recommendations, complete with match scores and smart indicators (such as proximity to favourite colleagues or availability conflicts).
4. Confirm your booking with one click.

Favourites explained: personalised desk & meeting room booking experiences

Favourites gives your organisation more control over how Clearooms works for individuals. It’s a simple yet powerful way to personalise workspace booking by allowing employees to save their preferred desks, meeting rooms, and colleagues - helping them find the right space faster, every time.

Team members can set up Favourites in their accounts to highlight the spaces and people that matter most to them. Once saved, Clearooms prioritises these preferences across the platform - favourite colleagues appear first in user lists, desks and rooms are easier to access, and automatic notifications alert employees when preferred spaces become available.

Favourites also works hand in hand with Smart Booking, feeding these preferences into its recommendation logic. This means employees receive suggestions that reflect how they work best as individuals and how they work most effectively alongside their teams.

With Favourites, Clearooms adapts to your employees. By defining what matters most in the workspace - whether that’s go-to desks, preferred meeting rooms, or proximity to certain team members - every booking is faster, simpler, and more personal.

How to use Favourites

1. Open your profile settings and mark your preferred desks, meeting rooms, and colleagues as favourites.
2. Or add favourites directly from the map or list view by clicking the gold star icon next to a desk or meeting room.
3. Stay in the loop with automatic notifications when your favourite spaces or colleagues become available - so you never miss an opportunity to book your ideal spot.

For step-by-step instructions and tips, take a look at our Smart Booking and Favourites User Guide.

The business impact of Smart Booking & Favourites: A smarter, more connected workplace

Clearooms’ new Smart Booking and Favourites features don’t just make desk booking easier - they help your organisation work smarter. By combining automation with personalisation, they remove the everyday friction from flexible working and create a more connected, data-informed workplace.

Improve workspace efficiency

Smart Booking uses intelligent automation to recommend the right desks and rooms for each person, based on previous bookings, preferences, and team habits. By guiding employees to the most suitable spaces, it helps ensure office resources are used efficiently and consistently.

Save time across your organisation

With personalised recommendations and one-click booking, employees can reserve their workspace in seconds. That time quickly adds up across your teams - freeing people to focus on their work, not their workspace.

Strengthen collaboration

Smart Booking and Favourites make it easier for teams to work together in person. Colleagues can find each other quickly and book nearby, supporting teamwork and encouraging stronger collaboration in the office.

Enhance employee experience

Favourites allows everyone to create a workspace experience that feels personal. Whether it’s sitting near teammates or securing a preferred room for meetings, employees can enjoy more choice and less hassle.

Simplify hybrid workplace management

Both Smart Booking and Favourites features work seamlessly within the existing Clearooms platform, so there’s no extra setup or training required. They’re designed to slot into your current team’s workflow - improving how space is managed without adding complexity.

With Smart Booking and Favourites, Clearooms brings intelligence and simplicity together - helping you create a workspace that works harder for your business and feels better for your people.

Ready to See Smart Booking and Favourites in action?

If you’re already using Clearooms, log in today to explore these new features and start transforming the way your teams book and collaborate.

New to Clearooms? Start your free trial or book a demo to discover how AI-powered workspace booking can make your workplace smarter, simpler, and more connected.