Room booking without fuss

Our smart space booking makes it easy for colleagues to find and reserve meeting rooms in no time - fully tailored to their needs and your rules.

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Works seamlessly with Outlook & Google Workspace
Meets ISO 27001, GDPR and the AI Act. Data in the EU
Live in weeks, not months

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1 Name your booking

19 Jun 2026 12:15 to 13:15 19 Jun 2026

Sync to Outlook Add a Teams link

Organisation

Northwind Logistics

Attendees (1)

PK

Peter Klein

peter.klein@gfacility.com

Organizer

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Works where you work

Employees plan meetings effortlessly in Microsoft Outlook or Google Calendar - booking rooms, catering, and visitors in one go. Communication with service teams happens naturally via Teams or Chat.

Book directly from your calendar
Real-time sync prevents no-shows and waste
High adoption: employees stay in familiar tools

AI-optimized room utilization

Our smart software ensures meeting rooms are used efficiently. Based on actual attendance, AI automatically suggests the most suitable space - even when plans change last-minute. This prevents underutilization and cuts down on unnecessary external rental costs. Get more out of your existing office space, effortlessly.

Self-service with grip

A flexible meeting room reservation system lets you set rules and approvals for who can book which rooms. The planning board provides full visibility and control, so employees book freely while you stay aligned with policy. Gfacility offers the most extensive possibilities in terms of setting rules and policies, without compromising user-friendliness or flexibility.

Automate tasks

Save time and avoid mistakes with automated processes, such as turnaround times between meetings or directing cleaning. Everyone knows exactly what to do and when, so rooms are always perfectly prepared.

Decide with confidence

Get detailed insight into how conference rooms are booked and used to make better decisions. Recognise trends, optimise the booking process, and improve efficiency for a smoother-running workplace.

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Search, check-in, renew

Use smart room signage for easy check-ins
Extend meetings directly from the signage
Instantly find an available room
Tackle no-shows effectively
Ensure optimal utilisation of meeting rooms
Provide peace of mind for users

Transform workplace management

Gfacility brings your workplace together. Our all-in-one platform connects room bookings, attendees, visitors, and catering in one smooth flow - so meetings run effortlessly and everyone stays focused.

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Everything you need for space reservation

Overviews and filters

Quickly find the relevant information through user-friendly overviews with advanced filtering capabilities.

Notifications

Receive timely notifications for important updates, tasks and reservations.

Workflows

Automate (approval) processes and streamline tasks with customised tailored workflows.

Catalogue and policies

Attractive catalogue with detailed room information and flexible rules to control who can book which rooms, and when.

Communications

Easy communication via email, with all correspondence automatically linked to the booking space.

Analysis & reporting

Get valuable insights from edetailed analyses and flexible reporting.

Scheduler

Visualise and manage your planning with a clear and intuitive scheduler.

Mobile app

Work anywhere with the mobile app designed for maximum flexibility and easy access to bookable spaces.

Reviews

Collect feedback and provide insightful ratings to monitor quality.

Google integrations

Google Calendar plug-in and user integrations.

Microsoft integrations

Microsoft Outlook plug-in and user integrations.

Frequently asked questions

General

What is Gfacility room booking software?

Gfacility offers a smart and user-friendly room booking solution to help employees easily reserve meeting rooms, huddle spaces, or other workspaces, all integrated within your existing tools.

Is Gfacility a room management system or just a booking tool?

Gfacility is more than just a room booking tool, it's a complete room management system that supports smart scheduling, utilization tracking, and integrations with your existing workplace tools.

Is this an online meeting room booking system?

Yes. Gfacility is a cloud-based booking system accessible from any device, making it ideal for hybrid workplaces and multi-location organizations.

What makes Gfacility different from other meeting room booking systems?

Unlike traditional tools, Gfacility combines intuitive booking, smart automation, and deep analytics, giving both employees and facility teams full control and visibility over space usage.

How secure is Gfacility Room Booking?

We follow enterprise-grade security standards including GDPR compliance, SSO (Single Sign-On), and data encryption.

Integration & compatibility

Can I integrate Gfacility with Outlook or Google Calendar?

Yes. Gfacility seamlessly integrates with both Microsoft Outlook and Google Calendar, ensuring real-time synchronization of bookings and preventing double reservations.

Can I use Gfacility to manage other shared resources (like parking or equipment)?

Yes. Gfacility’s flexible booking engine goes beyond meeting rooms, it can also be used to manage parking spaces, company vehicles, equipment, or other shared resources. Learn more about our full Workplace Management capabilities →

Booking features

Does the system support recurring or group bookings?

Absolutely. Gfacility supports recurring bookings and team reservations, making it ideal for regular meetings or team collaboration sessions.

Is the room availability shown in real-time?

Yes. Room status is updated in real-time, so users always see accurate availability across locations or buildings.

Can I manage room bookings via a mobile app or kiosk?

Yes. Bookings can be made through the web platform, mobile app, or physical room displays/kiosks if available.

How does Gfacility help reduce no-shows?

Rooms can be automatically released if no check-in is detected via sensors or room signage. Additionally, because Gfacility is synced with users’ calendars, cancellations or rescheduled meetings will automatically free up the booked space, no manual action needed.

Is it possible to set booking rules or approval workflows?

Yes. Gfacility allows admins to configure detailed booking policies, including limits, approval workflows, and room access rules based on user roles, departments, or locations. No other solution offers this level of customization and control over room booking behavior.

Setup

How do I get started with Gfacility?

You can request a free demo or contact our team for a personalized walkthrough and onboarding plan tailored to your needs.

From manual to meaningful

Booking a meeting room shouldn’t feel like a project on its own. With Gfacility, you skip the email chains, avoid double bookings, and make sure every meeting has the right space, people, and setup - without the usual hassle.

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