Introducing a Room Booking System: How Long Does Implementation Take?

2 min

Introduction: Duration of implementing a booking system using anny as an example

The question of how long it takes to implement a room booking system is crucial for many businesses when planning. Using the example of the room booking system anny, we demonstrate which factors affect the implementation duration and how much time you should allocate depending on the number of bookable rooms. An efficient room booking system simplifies room management, boosts employee productivity, and enhances collaboration in modern work environments.

Implementation duration based on the number of rooms

The time until the start of the account at anny largely depends on the number of rooms that should be made bookable digitally:

Number of Rooms	Number of Onboarding Sessions	Time Until Account Start
Up to 50 rooms	1	Approximately 1 week
50 to 500 rooms	2 to 3	2 to 3 weeks
More than 500 rooms	At least 4	Approximately 4 weeks

This scaling shows that as the number of rooms grows, the effort for introduction also increases, as more rooms need to be configured and integrated into the system.

Additional factors influencing the duration of the implementation

In addition to the number of rooms, other factors play an important role in the implementation duration:

Number of locations: The more locations a company has, the more complex it is to create the digital maps and floor plans. The drawing and adjustment of room plans per location affect the introduction time.
Completeness of customer data: The quality and completeness of the data provided by the customer (floor plans, room details, equipment, existing resources) directly impact the speed of implementation. Missing or incomplete information can lead to delays.

Benefits of a Room Booking System for Organisations

A modern room booking system offers numerous advantages for companies and their employees:

Avoidance of double bookings: A centralized room display and real-time updates help prevent overlaps and double reservations.
Optimization of room usage: With detailed insights into the utilization of meeting rooms and desks, companies can plan and use their resources more efficiently.
Increase in productivity: Employees save time by booking available rooms anytime, anywhere (e.g., via smartphone or app).
Promotion of collaboration: Simple and transparent booking encourages the use of meeting rooms for effective team meetings and workshops.
Flexibility in work models: Room booking systems support hybrid work models by enabling flexible reservations of workspaces and conference rooms.

Key Features of Modern Room Booking Software

To ensure a room booking system functions optimally, it should offer the following features:

Real-time occupancy calendar: A clear display of available and occupied rooms with buffer times to avoid overlaps.
Mobile booking options: Booking and managing room reservations via apps on smartphones and tablets.
Integration with calendar tools: Synchronization with Office 365, Outlook, or other calendars for seamless meeting management.
Check-in function: The ability to confirm actual room use via check-in to avoid no-shows and optimize utilization.
User management: Control access rights and booking permissions for different user groups.
Catering and add-ons: Additional services should be directly integrated and bookable within the booking process.

Tips for Successfully Implementing a Booking System

Careful planning and preparation make implementation easier and ensure high acceptance among employees:

Ensure data quality: Provide complete and up-to-date room plans as well as information about equipment and resources.
Engage employees early: Inform users of the benefits and offer training to facilitate the use of the software.
Plan integration: Incorporate existing calendar and management tools to avoid duplicate work.
Regular updates and support: For sustained efficiency, the software should be continuously maintained and adapted as needed.

Conclusion: Realistic Timeline Planning for Implementing a Booking System

The introduction of a room booking system like anny depends on the number of rooms, the number of locations, and the quality of data. Companies should expect an implementation period of 1 to 4 weeks depending on the scope. Careful preparation, good data provision, and clear coordination with the provider help to make the process efficient and minimize the time until productive use. This ensures a smooth introduction, significantly easing day-to-day operations and noticeably enhancing room management efficiency.

Are you ready to make your spaces bookable? Then schedule a no-obligation demo with anny’s sales team now: Book a demo.

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