Find the right space on every campus and site.
Clearooms is the desk, room, parking and visitor booking system for the staff who run universities, colleges, schools and academy trusts. Stop staff hunting for a free room, see which spaces are really used, and know who is on every site. Priced per space, not per person, and on G-Cloud 15.
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Trusted by
Universities, schools and trusts
University room booking software
Built for how education staff work
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Universities and colleges
Academic, admin and professional services staff share rooms and desks across large estates, and too often walk between buildings to find nothing free. Staff see and book the right space, and your estates team gets the evidence to decide which buildings and floors to keep.
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Schools and academy trusts
Leaders, admin and support staff move between schools and compete for a handful of rooms. Book desks and rooms across every school in your trust in one place, and sign in every visitor and contractor at reception so you always know who is on site.
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Hybrid teams
Finance, HR, IT and research teams now split the week between campus and home, so fixed desks sit empty. Staff book a desk only on the days they need one, and teams can choose the same days in.
One simple system for every desk, room and space your staff use
- Real-time availability for desks and rooms on every campus and school site, on web and the iOS and Android apps.
- Smartbooking suggests a suitable free desk or room, so staff don't have to search building by building.
- Utilisation reports by building, floor and day to support your estates strategy and space planning.
- Visitor sign-in and parking booking on the same platform, so reception, estates and staff use one system.
- Room display screens outside meeting rooms and staff rooms show at a glance whether a room is free.
- Bookings appear in Outlook and Google Calendar, which most universities and schools already use.
- Custom floor plans of your buildings: first draft in 48 hours.
Room scheduling for universities and colleges
Why choose Clearooms
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Priced openly
Pay for the desks, rooms and parking spaces you manage, not the size of your workforce. Meeting rooms are priced per room. See our pricing.
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Try before you buy
A free 30-day trial of the full version, with no up-front payment.
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Single sign-on included
SSO, SCIM and two-factor authentication on every plan. Staff sign in with their existing Microsoft or Google account.
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Support you can name
A dedicated Customer Success Manager to help you roll out across campuses and schools, plus live chat answered by real people.
Visitors, contractors and safeguarding
- One sign-in at reception for visitors, contractors and couriers, so you have a clear record of who is on site to support your safeguarding process.
- Custom welcome journeys for each type of visitor.
- Run fire evacuations from the kiosk, with a live roll call on the fire marshal's phone.
Turn empty rooms into income
Lettings income matters to many schools and colleges. OpenSpaces lets community groups and local businesses book and pay online for your halls, classrooms and meeting rooms out of hours, through a widget on your own website. It works with Clearooms bookings, so a room is never double-booked.
OpenSpaces
Procurement & Security
Cyber Essentials Plus certified
Hosted by AWS in Ireland (EU)
Encrypted in transit and at rest
Built to support your GDPR obligations
Available on G-Cloud 15
Published Carbon Reduction Plan
Works with the tools your staff already use
Clearooms integrates with Outlook, Google Calendar, Teams and Slack, and with Paxton and Salto access control. SSO and SCIM support Microsoft Entra ID, Google Workspace, Okta and more, and are included on every plan. Connect thousands more apps through Zapier, or build your own with our API.
See all integrations
Quick answers
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Can universities and academy trusts buy Clearooms through G-Cloud?
Yes. Clearooms is available on G-Cloud 15, so schools, colleges, universities and trusts can buy through this pre-approved route without running their own tender. Smaller purchases can also be bought direct, subject to your organisation's own procurement rules.
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Do we pay for every staff member?
No. You pay per desk, room and parking space, so part-time, visiting and new staff don't add to the cost. Full prices are on our pricing page.
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What are the contract terms?
Most customers subscribe annually. You can try the full version free for 30 days first, with no up-front payment.
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Can one account cover every school in our trust, or every campus?
Yes. Manage every site, building and floor in one place, with a floor plan for each.
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Can staff use their university or school login?
Yes. SSO and SCIM work with Microsoft Entra ID, Google Workspace, Okta and more, on every plan, so staff accounts are added and removed automatically.
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How does visitor sign-in work at reception?
ArrivalsHQ gives you one sign-in for visitors, contractors and supply staff, and a clear record of who is on site to support your safeguarding process.
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Can we let halls and classrooms to community groups?
Yes, with OpenSpaces. Groups book and pay online through your website, and a room is never double-booked.
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How do staff book a desk or room?
On the web or the iOS and Android apps, or from Outlook and Google Calendar. Staff can see what's free and get a confirmation email.
Book your free Clearooms demo
Request a free demo tailored to your buildings, with no up-front payment and no obligation to subscribe.
If you have some burning questions or would just like to have a chat with someone about Clearooms, then get in touch with us through our Live Chat. We look forward to hearing from you!