Implementing the Perfect Meeting Room Booking System

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It’s your first day on the job, you’re excited as you walk into your new company’s office. Several employees are already there getting settled in, while others trickle in. You’re not quite sure what to do, who to talk to, or where to sit. Such is the problem when onboarding new employees.

Onboarding is such an important aspect of anything new. Whether it’s onboarding a new employee or onboarding a new user to a piece of software. It’s important to have some type of process in place so that the transition is smooth.

If your company has decided to implement a formal meeting room booking system, then what’s the proper way to onboard your team? How can you implement this new system so that everyone understands it and it works smoothly? A poorly set up meeting room booking system is as bad as not having one at all.

Options for Onboarding a Meeting Room Booking System

Getting your team up and running with a new conference room reservation system can be done one of several ways. Your three main options are face-to-face training, video tutorials, and email. Each have their own advantages and disadvantages.

Let’s take a look at what to expect when you choose each option and how you can implement a meeting room booking system for your company seamlessly.


Internal email might be the most basic and widely used option to onboard a new policy or software system. An executive or manager will quickly draft an email outlining the new software. Depending on the person, the email could be extremely detailed and useful. Or it could be a cut and paste job with very little information.

Advantages - Email is quick and it’s something we already check on a daily basis. You’re not disrupting your team’s day by forcing them to go to a training seminar. They can check their emails like they normally do and get the update they need.

Disadvantages - We get too much email. Inbox zero is a myth rather than a reality for many professionals. It’s easy for email to get pushed down and missed as your inbox quickly swells up during the day. If you’re prioritizing your emails and have to decide between an urgent deadline and an onboarding email, the onboarding email will lose. Now people are missing the vital information they need to get up and running with the new meeting room booking system.

Face-To-Face Training

Sometimes the best training is in person. It gives your team the opportunity to listen to a presentation all at once and ask questions for the whole group.

Advantages - Face-to-face training ensures that you know your team at least heard the presentation. It gives everyone an opportunity to ask their questions in real-time, instead of sending a one-on-one email.

Disadvantages - Face-to-face meetings are time consuming. It’s difficult to get everyone in the same place for a specific period of time. Everyone’s day is filled with meetings and disrupting everyone’s day for onboarding won’t be an easy task. In fact, it could push back the training if everyone can’t attend, which only delays the implementation of the reservation system.

Video Tutorials

Like an online educational class, you could pre-record your onboarding training materials. Then it’s just a matter of sending a link to everyone to watch.

Advantages - Video tutorials are great because it gives your team a visual look at how to use the new meeting room booking system. Employees can watch the video(s) at their own pace, so you’re not coordinating everyone’s schedules like you were with face-to-face meetings.

Disadvantages - Videos aren’t necessarily the easiest materials to produce. While shooting video is easy with a smartphone, making it look and sound good is an entirely different story. Creating a quality video tutorial would require investment in the proper equipment. Plus, you need the right person to be your on-air talent. If your on-air “talent” isn’t clear enough, it could create more problems than it solves.

Roomzilla’s Recommended Onboarding System

Roomzilla has worked out a process to help onboard new clients with our software. In turn, your team is well equipped to get everyone else on board. This is our recommended process for getting a team up and running with Roomzilla.

To start, we provide you with three main documents:

  • New user guide for the everyday non-admin user
  • Guide for setting up an admin account 
  • Guide on setting up an iPad

Your team should assign a point of contact for the rest of the team. That person will use the three guides to educate themselves about Roomzilla. This point person should understand the system before getting the rest of the team on board.

Of the three guides, the most important one is for everyday non-admin users. This is the doc you’ll share with your entire team. Similar to the video tutorial option, an online guide allows employees the ability to browse the information when they please. Should there be any confusion in the early stages, they have a resource they can reference at any time.

We’ve found that a simple email to the entire team works well for guide distribution. In the body of the email, it’s best to pull out a few of the major talking points from the guide that you think your team will find the most beneficial. That way, even if your team doesn’t read the entire guide, they’ll have enough working knowledge to use Roomzilla immediately. Communicate to the team that the guide is their first resource for questions. Then let them know who the internal contact is for any follow up questions.

Our team is available to new clients for any questions they have during the onboarding process, but these three living documents help new clients immensely.

Choosing a new software solution is a big challenge. After taking the time to find the right product for your team, it’s important to get your team onboard with the product quickly. By using a living document, you can get your team the vital information quickly, but also have a resource for follow up questions as they start to use the software more often. Don’t waste money on software your team doesn’t use. Get everyone on board right away and enjoy the benefits of the software immediately.