Room Booking Systems. Goodbye to: is this room free?

In many corporations, the lack of a Meeting Room Booking System continues to generate daily problems:

• Little visibility into real-time availability
• Inequitable or disproportionate use of spaces
• Multiple emails or messages to coordinate schedules
• Rooms reserved that end up going unused
  

The result: constant conflicts between employees over room usage and staff wasting valuable minutes looking for somewhere to meet.

The solution: Room Booking Systems

These systems centralize the availability of all meeting rooms and also, in some models, parking spaces, as well as coworking spaces.

Benefits:

• Real-time booking, without scheduling conflicts (availability via computer, mobile app, and touch panels)*
• Physical panels that show availability instantly
• Centralized management, ideal for offices with multiple locations

At Grupo Covix we work with the best brands on the market—Biamp, Crestron, Logitech, and Yealink—and we help you choose the ideal option based on the type of room you have. Learn about some of the options we have available.

Evoko Naso by Biamp: room, parking, and coworking space booking panels

The Evoko Naso panels are installed at the entrance to each meeting room and show in real time whether the space is available or occupied, synced directly with your booking system. Their main advantages:

• Color touchscreen with color coding (green/red) visible from the hallway.
• Instant booking from the panel itself, without needing to open an app.
• Minimalist design that integrates with any corporate office aesthetic.
• Automatic synchronization with Outlook, Google Calendar, and your booking platform.

Ideal for: corporations looking to completely eliminate the friction of "is this room free?".

Crestron: total control of meeting rooms and hybrid spaces

Crestron is synonymous with room automation. Their solutions allow for control of lighting, projection, audio, and videoconferencing from a single panel, integrating with booking systems to automatically activate equipment when a scheduled meeting begins.

• Full room automation: lights, shades, temperature, and AV.
• Customizable touch control panels.
• Ideal for executive boardrooms or corporate auditoriums.
• Compatible with third-party integrations and open APIs.

Ideal for: companies with high-end rooms or boardrooms that require full environmental control.

Logitech: accessible and high-quality videoconferencing

Logitech solutions (such as their videoconferencing bars and room cameras) have become the standard for companies that have adopted hybrid work models. They stand out for:

• Cameras with automatic participant tracking.
• Easy installation in small to medium-sized rooms (huddle rooms).
• Compatibility with Zoom, Microsoft Teams, and Google Meet.
• Excellent cost-benefit ratio for scaling to multiple rooms.

Ideal for: companies that need to quickly equip several medium-sized rooms and already have equipment from this brand.

Yealink: robust audio and video solutions for every type of room

Yealink offers a complete videoconferencing ecosystem, from small rooms to auditoriums, with a focus on audio quality and ease of centralized management (ideal for IT teams managing many rooms at once).

• Centralized device management via cloud platform.
• High-pickup microphones for large rooms.
• "All-in-one" options (camera + audio + processing) for quick installations.
• Good scalability for corporations with multiple locations.

Ideal for: companies with many rooms distributed across different branches that are looking to standardize their equipment.

How to choose the right combination for your office?

There is no single correct answer: the best combination depends on the size of your rooms, your budget, and your priorities. As a quick guide:

Everything integrated into a single booking system

The key is for all this hardware to connect to your room booking system, so that availability is reflected in real time, regardless of whether the booking was made from an app, an Evoko panel, or directly in the corporate calendar. This way, you avoid double bookings, improve the use of your spaces, and give your employees a truly modern office experience.

Want to know which hardware combination is ideal for your office? Schedule a free consultation by emailing ventas@grupocovix.com and we will help you design your smart meeting room from start to finish.