Room booking with Outlook and your calendar system.
One room booking system. Three calendar options.
Microsoft 365
Connect room booking to Microsoft 365 (Office 365) and Exchange Online. Use existing room calendars to schedule your meeting rooms.
Exchange Server SE
Connect your existing room resources in Exchange Server Subscription Edition (SE) on-premises to the room booking software.
Without Microsoft
Use HXA Room Booking independently of Microsoft 365 and Exchange.
Room booking software or a complete system?
Room booking software
Use the HXA Room Booking app to check availability, reserve meeting rooms and see upcoming events in the room calendar. Run the room booking software on your existing compatible devices.
- Room calendars and upcoming meetings
- On-the-spot booking with Quick Meeting
- Check-in, check-out and automatic release
Complete system with HXA Display
Combine room booking software and an HXA touch display in a complete room booking system. Choose a wall-mounted display outside the conference room or a desktop version with an integrated stand.
- 10.1-inch or 10.95-inch touch displays
- Wall display with LED edge lighting, or a desktop display with an integrated stand or dual screens
- NFC and power options to match your configuration
Book and manage meeting rooms.
Room calendars, ad-hoc booking and check-in in one app.
HXA Room Booking shows meeting and conference room occupancy. The room calendar displays current availability and upcoming events. Use Quick Meeting to reserve an available room on the spot, directly on the display or in the app.
Check-in and check-out confirm actual room use. If nobody checks in, automatic room release (Auto-Cancel) can cancel the reservation, making unused rooms available again after a no-show.
Custom room names and your company logo help people find their way. In offices with multiple meeting rooms, a shared calendar view makes room management clearer.
Extend your room planning with HXA Sparo for room and desk booking or the HXA Room Board occupancy display.
Room booking displays and digital room signs.
On the wall or on the desk – choose the right design. As a digital room sign, the wall display shows occupancy at the meeting room entrance. Digital room signage combines orientation with on-the-spot booking.
Wall-mounted conference room display
Right at the entrance: see room status, check the next meeting and book on the spot. For dedicated meeting and conference rooms.
Desktop display · 10.95 inches
The upright design with an integrated stand brings room booking to the desk or reception counter. A compact option for clearly visible room information.
Desktop display · Dual Screen
Two opposite-facing 10.1-inch displays in one device – an option for reception counters and meeting tables. We will agree the HXA display and interaction setup for both sides to suit your use case.
Product visualizations with HXA Room Booking. Desktop models shown as configuration options; hardware and software setup subject to agreement.
Book a meeting room in three steps.
01 · Check availability
See room status and upcoming bookings at a glance.
02 · Book on the spot
Reserve an available room instantly with Quick Meeting.
03 · Confirm use
Check in and release the room after your meeting.
Room booking software and display FAQs
What is a room booking system?
A room booking system supports digital reservations and management of meeting and conference rooms. HXA Room Booking shows availability and upcoming events in the room calendar and supports on-the-spot bookings. Choose software on compatible devices or a complete system with an HXA display.
Can I book meeting rooms with Microsoft 365?
Yes. HXA Room Booking connects to Microsoft 365 and Exchange Online using your existing room calendars. The software also supports Exchange Server SE on-premises and use without Microsoft.
Does HXA Room Booking work without Microsoft?
Yes. HXA Room Booking can also be used without Microsoft 365 or Exchange.
Is Exchange Server Subscription Edition supported?
Yes. HXA Room Booking supports integration with Exchange Server SE on-premises.
Can I use the software without an HXA display?
Yes. You can use the software on existing compatible devices. Alternatively, choose a complete system with an HXA display.
How does automatic room release help with no-shows?
When check-in is enabled, reservations can be released automatically if nobody confirms attendance. We will agree the right configuration with you.
Does on-premises Exchange mean HXA runs entirely on-premises?
The Exchange integration refers to your calendar system. We will discuss deployment of the HXA components and network requirements separately for your environment.
Are HXA displays available for walls and desks?
Yes. We can advise you on the right hardware configuration and installation for the wall and desktop options.
Which solution fits your rooms?
Software, display and calendar integration – together we will find the right combination.