About the business
I run a shared office with six meeting rooms, booked by about 80 members.
The problem
Members booked rooms in one tool. Reception opened the doors by hand.
On busy days, reception forgot. Members waited outside rooms they'd booked. To avoid the complaints, people started leaving rooms unlocked, and then anyone could walk in.
So the rooms were either locked when they shouldn't be, or open when they shouldn't be.
What we did
We linked the booking to the door.
When a member books a room, their credential gets access to that room only, from five minutes before the start to five minutes after the end. Cancel the booking, and the access goes with it.
Reception keeps an override for meetings that run late, and every use is logged. Members don't get access to all the rooms, just the one they booked.
The result
Reception doesn't open doors by hand anymore. Rooms stay locked when they're empty. A member who books for the morning and leaves at noon can't wander back in at four.
I won't claim fewer complaints, because I didn't count them. But nobody's waiting outside a booked room anymore.
For guests rather than members, see how one office ended its morning queue at reception.
Rooms booked in one tool and opened by hand? Tell us what your booking system is. We'll tell you how to make the booking open the door.
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Send us your door list, or just tell us what's behind each door. We'll reply with the weak spots and what to fix first, cheapest first.
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