teams bookings app Archives

4 new Space Management System enhancements you need to know

Posted on September 9, 2022December 13, 2023 by Luke Christian-Farman

The summertime is more often than not a quieter month in the office for most workplaces making it a great opportunity to discover how you can benefit from a Space Management System for your people’s return! With summer coming to an end with people coming back from their time away, is your office ready to receive them?

If this is you, and you’re not ready for all the changes autumn brings, never fear! Check out some of our new smarter space management features that’ll take the pressure off managing your spaces so you and your teams can thrive.

Release unassigned neighborhoods for anyone to use

Office Neighborhoods are a great way of assigning specific areas of the office to specific teams or departments of your choice, allowing only those within that team to book spaces there. It’s a great space management system tool to help you do more with less space, helping you save real-estate costs and utility costs. It’s also a fantastic way of boosting cross-functional team productivity by balancing out desk usage, and coordinating which teams you would like to be close to one another.

With Kadence, admins can make neighborhoods public or private, assign teams to neighborhoods on scheduled days of the week (eg. the Product team on Mondays, and Wednesdays, the Engineering team on Tuesdays, and Thursdays, etc), and If that’s not enough, this newest release means that on the days where there are no teams assigned to a specific day, Kadence automatically makes those neighborhoods public allowing anyone to reserve a space there. By selecting ‘make neighborhood public on unassigned days’, you can simply sit back, watch your spaces fill up with no manual intervention, and know great work is being done.

Search for bookings and teams fast using names or emails

Finding a particular booking in Kadence is easy. Using the filters provided admins can find precisely what they’re looking for within just a few clicks. This is useful for a number of reasons to locate what you’re looking for whether it’s a team, a neighborhood, or even a booking status – but what if you just wanted to look for a particular person without having to filter exactly what you needed every time to find them?

A new search filter on the bookings menu lets you instantly find who you’re looking for, their booking status, and booking history with just their name or email.

Find your guest’s bookings in one click

Looking after your guests is important. Similarly to looking after your employees, a good host should always be aware of where their guests are working, and who they’re with so that they may be looked after whilst onsite and given a great experience in your office. That’s why we wanted to make it easier for you to find guest bookings quickly rather than pick them out amongst the rest of your bookings. We decided to separate employee bookings, and guest bookings because the very nature of these bookings is vastly different from one another. Your employees are likely to have more of a consistent rhythm of bookings whereas your guest bookings will be ad-hoc, and less regular depending on whether they are regular contractors, new hires for interviews, or even one-off facility service professionals.

Simply go to your filters under the bookings tab, select ‘Individuals’ and select ‘Only Guest Bookings’ to see all of your guest’s bookings, and their booking status.

Conclusion

Space management should be a done deal, autonomous, and streamlined, and SHOULD NOT be the extra headache of a problem to add to the many that come with solutionless hybrid working. However, armed with Kadence’s solution for making the coordination, and management of your spaces second nature, you can focus on the things that really matter, knowing your spaces are being used and enjoyed by your people.

Interested in getting started? Kick off your free trial today or get in touch with our team for a demo.

Are your offices ready for your people’s return?

Say Hello To Kadence Conference Room Booking For Mobile

Posted on August 16, 2022October 2, 2023 by Luke Christian-Farman

Flexible working isn’t just turning up to the office whenever it suits us. How do we know who’ll be there, or what spaces will be available before we decide to commute? What happens when plans change at the last minute or someone needs to make a conference room booking quickly for an urgent meeting? Flexible working is the vital balance of in-person, and remote collaboration, and making great choices about where, and when we best work whether pre-planned or in-the-moment. However, managing this at scale is hard, especially when it comes to knowing who will be in the office, and when.

Time wasted on commutes to the office, and booking great spaces to collaborate with your coworkers when it counts are proof that your teams need an easy solution. A solution that makes coordinating schedules with coworkers, booking spaces with the amenities you need and receiving notifications to check in to be just as accessible on the move as they are in the office.

We did it with Kadence Desk booking for mobile, now say hello to Kadence Conference Room Booking for mobile.

Schedule meetings wherever you are

With Kadence conference room booking on your mobile, you can truly feel the freedom of flexible working wherever you are. Whether you’re commuting to the office, working from home, or in your favorite coffee house, having access to coworkers’ schedules to see who’s working where that day and the ability to reserve spaces in an instant, are all readily available on your mobile. With Kadence, conference room booking on your mobile is easy. Simply see when your coworkers are available on a given day by looking at your team schedule, find an available room on the office floor map, and invite your team for a meeting from wherever you are.

Find, book, and invite guests at the last-minute

As a Personal assistant, office manager, or even Team manager, booking a conference room in advance is useful for planning, yet sometimes having to find space for a last-minute meeting your CEO has with an investor, or an urgent project that needs to get started can often make things tricky.

With Kadence conference room booking users can easily search for, find, and reserve available rooms for the specific times they need that day straight from their mobile. They can invite who they need to be there including external guests with just their email address, send meeting information, and even arrival instructions from wherever they are. Now that’s what I call convenience!

Choose your amenities to find the perfect room

When you’re wanting to book a room to deliver a presentation to your board, or you need a space for a whiteboarding session with your engineering team, it’s vital to have the right amenities available to make your meeting productive and worthwhile.

Whilst finding an available conference room is easy, finding an available conference room with all of the amenities you need during that time is even easier. On the Kadence mobile app as you make a booking, users can quickly drill down to find the perfect conference room they need by using the amenities, and room capacity filters. A fast, and no-nonsense way of booking the right room for the right purpose.

Never miss a check-in

Within the Kadence mobile app under ‘Profile’, users can choose to receive check-in reminders for their bookings. Simply hit the settings icon in the top right of your profile screen, and tap ‘Notifications’ to choose which ones you’d like to receive. From here, whenever you make a booking, you will receive a reminder to check into the room once the booking starts, and if you’re not around, then any other participant can check into the space to start the booking. Simply tap on the booking, and check in directly from the mobile app.

Conclusion

Why go through the hassle of waiting to get to the office before you know what conference rooms are available? Or wasting time on complicated room booking processes when it can all be done in under 10 seconds, and from wherever you are at the time straight from your mobile?

Kadence conference room booking for mobile makes finding a perfect room, inviting guests, and checking in so easy, that it would seem silly not to try it out for yourself for free!

How do you and your teams make conference room bookings, and invite guests in the moment or on the go?

How it works?

Kadence web app

Open your Kadence mobile app and go to ‘New booking’
Select ‘Room’ and tap ‘Participants’
From here you can choose to book the room for yourself, or your coworkers by typing their names, as well as external guests by using their email
Next, choose where you want your meeting to take place
Select the capacity size of the room you’re looking to book, as well as any amenities you may need for the room
Add an optional meeting link if you prefer
Now choose when you need your meeting to happen
Next, tap ‘Select a space’, and find any suitable space on the interactive office floor map
Tap on the room you’d like to book and add a meeting description so any participants know what the meeting is about
When you’re done, simply tap ‘book this space’ to reserve your room

Watch the video here to see how it works

Introducing Kadence conference room booking: The easiest way to book a room

Posted on July 1, 2022October 2, 2023 by Luke Christian-Farman

Meeting face-to-face in the office is powerful. It creates engagement, encourages community, and significantly boosts team productivity. That’s why conference room booking has become so important for hybrid workplaces. It motivates multiple people to come together in the same space to truly collaborate and innovate.

At Kadence we found that gathering scores of people together face-to-face can quite often be hard, frustrating, and complex. That’s why we knew we needed to build a product that made finding the right room, at the right times for everybody, and for the right purpose straightforward, fast, and easy.

So that’s what we did!

Easily find the right room with exactly what you need

When your team is looking for a conference room for a last-minute team briefing or has planned a creative workshop in advance with some of your brightest minds, there is nothing worse than wasting time trying to find the right room. Over 4 in 10 US office workers waste 60 minutes every week searching for the right spaces. That’s a lot of wasted time with an average global cost of $27.5 billion per year!

To maximize better team coordination, users can see what rooms are available within the ‘Live office’ view on the kadence web app. By hovering over each space users can see the maximum people capacity of each space as well as the amenities they have. Users can also search for the right conference room in the ‘Bookings’ menu by using the capacity and amenities filter to quickly find the most ideal room for their meeting.

No more meeting spaces going to waste

Ever been desperate to find an available space to have your team meeting, yet find yourself walking past the only available room that’s empty but shows as ‘booked’? In stating the obvious, not only is this an inconvenient and frustrating experience for your employees, but it’s also not a great use of space management.

With our conference room booking solution, you can finally say goodbye to wasted space forever! Admins can now choose to automatically release room bookings from 5 minutes up to 15 minutes from the beginning of the booking if no one has checked into their spaces.

Avoid booking conflicts

One of the biggest hindrances to employee productivity is wasting precious time rounding up your troops for a meeting and finding a suitable space for your needs. Without a system in place, your office soon falls into a chaotic free-for-all space booking nightmare which wastes time, and resources, and makes for a bad experience.

Luckily with Kadence, you can ensure you and your team are not held back or distracted by minor details. Users can see what conference rooms are available instantly on the interactive office floor map in real-time. They can also make bookings in advance and know that once their booking is locked in, it cannot be re-booked by anyone else during that time.

See it in Kadence, and in your calendar

As with most people, calendars are equally as important when it comes to scheduling, space reservations, and knowing where you have to be and when. That’s why Kadence’s integration with Google and Outlook calendars makes all the difference when it comes to booking the right conference room, and inviting your team in just a few simple clicks.

Users can book a room through their preferred calendar or the Kadence web app, and invite their teammates with zero effort. Choose an available room, add a meeting description, and add an ‘MS Teams’ or a ‘Google Meets’ meeting link so those working remotely can participate too.

Watch a quick video here to see how it works with both Google and Outlook calendars.

Analyze how your conference rooms are being used

Understanding your employee booking habits, knowing who is booked in where, and for how long, as well as seeing which spaces are more popular than others is essential to smooth space management.

To give your teams a great experience and to save exponential office space costs, Kadence Insights lets you drill down into your room’s usage by exporting booking data via CSVs. From here you see which users or teams are ‘super users’ as well as those who tend to book but not show up. You can also understand the usage of the conference rooms that are booked the least allowing you to repurpose these spaces and save utility costs.

Conclusion

Many workers are wanting to return to the office. Over 67% of these want to return for face-to-face work and collaboration which is why having a conference room booking tool is so important. The bottom line here is that ‘when you lose connections, you stop innovating,’ and one of the primary ways employees feel connected is through being together in person.

That’s why we built conference room booking into our product. We understand the true solution people need, and it’s much bigger than room booking. It’s a simple, and easy way of making coming together count.

Interested in getting started with Kadence conference room booking? Kick off your free trial today or get in touch with our team for a demo.

How easy is it for you to bring your teams together?

How it works?

Kadence web app

Open the Kadence web app and go to ‘Bookings’ in the sidebar menu
In the top right of your screen, click ‘New booking’
Under ‘Where’ click ‘Room’ and choose your building, and floor
Next, choose your minimum capacity (optional)
Choose the amenities you need (optional) and click ‘When’ to select a date and time
Next select ‘Who’ and type in the names or email addresses of those you’re inviting
When you’re done click ‘Next’ to find a room on the interactive office floor map
Click on an available room, and write a small description of what the meeting is about
After, click ‘book this space’ to reserve your room

Watch the video here to see how it works

Outlook Calendar

Open your Outlook calendar, and click ‘New event’
Add a meeting title, invite who you need to attend, and select a date and time for your booking
Select an available room, add an MS Teams link, and write a description of what the meeting is about
Hit ‘Send’ to send an invite to your colleagues

Google Calendar

Open your Google calendar, and double-click on the exact date and time you need for your booking
Add a title, a Google Meets, and choose who you want to invite to your meeting under ‘Guests’
Next click ‘Rooms’ to find an available room
Add a small description of what your meeting is about, and click ‘Save’ to send everyone an invite

Watch the video here to see how it works