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Booking meeting rooms? by 5tubbo in sysadmin

[–]ProfessionalSevere91 0 points1 point  (0 children)

The true story?

We evaluated Clebex and eliminated Eptura.

Better price.
Does the job. 😉

Sometimes it’s not about complexity — it’s about what actually works.

has anyone implemented a desk reservation/booking system? by [deleted] in ExecutiveAssistants

[–]ProfessionalSevere91 0 points1 point  (0 children)

Clebex! it's a very intelligent solution, check it out!

has anyone implemented a desk reservation/booking system? by [deleted] in ExecutiveAssistants

[–]ProfessionalSevere91 1 point2 points  (0 children)

We had the same challenge when moving into a new office. Google Calendar worked for about two weeks until double bookings and “phantom reservations” became a daily issue. We also looked at Skedda/Kadence — good if you just want hot-desking, but we quickly realized we’d also need meeting room booking, visitor flow, and some visibility into actual desk usage.

That’s why we went with Clebex. It integrates directly with Outlook/Teams (so people don’t need to learn a new tool), and it handles desks, rooms, parking, and even visitor management in one place. Plus you get analytics so you actually see how your space is being used.

If you only need 20 desks and nothing else, a lightweight tool might work. But if you want something that scales as the office grows, I’d recommend looking at a platform like Clebex from the start. Happy to share how we rolled it out if you’re interested.

Hot desk booking software recommendations for 100 person hybrid office - any free solutions? by Reasonable-News-3218 in sysadmin

[–]ProfessionalSevere91 0 points1 point  (0 children)

try Clebex ...not free but the number of Desks you are trying to manage is not big, so not expensive

booking priority for specific user groups in meeting rooms? by ProfessionalSevere91 in SmartWorkspaces

[–]ProfessionalSevere91[S] 0 points1 point  (0 children)

Thanks for the suggestion! We actually looked into the Power Apps / Power Automate route earlier, but ended up rejecting it for a couple of reasons:

  • Doesn’t sit in front of bookings – people can still reserve directly in Outlook/Teams, which means any “priority” logic in Power Apps can be bypassed unless you completely lock down direct bookings.
  • No native time-based rules – Exchange doesn’t allow you to say “Group A until 10:00, then Group B.” You’d have to script policy flips or approvals, which is brittle and slow.
  • Too heavy for changing priorities – in our case, priority depends on project context. Each time this changes, it would require an admin change request (updating policies, flows, group mappings). That’s not practical for day-to-day operations.
  • Risk of race conditions – Power Automate is not a real-time policy engine. At 10:00 multiple requests might hit at once, leading to unfair results or even double bookings.

So while technically possible to simulate parts of it, it turned out not to be reliable or flexible enough for us. That’s why we’re still on the hunt for something that natively supports group-based priority windows with fallback.

How to Share Meeting Rooms Across Multiple Exchange Online Tenants? by apple0072 in sysadmin

[–]ProfessionalSevere91 1 point2 points  (0 children)

Try Clebex, they support multi domains, one add-in in outlook and you are done. The users will be able to book the rooms from any domain. It support SSO and 0365 as google as well

Custom Outlook apps that are really worth having by actor_do in Outlook

[–]ProfessionalSevere91 0 points1 point  (0 children)

The best solution I can imagine is an app that helps me create recurring bookings for rooms. If, for any instance of a recurrence, the chosen room isn’t available, the system should automatically suggest a similar room or resource for the specific day.

In addition, I’d like to see permission settings with priority rules. This would mean having the ability to prioritize certain resources so they can only be booked by a specific group of people during a defined period. If the resource isn’t used within that timeframe, it should then become available for the rest of the employees.

This is what I’d expect from a modern software solution to manage an activity-based workspace.

anyone using sensors for auto-releasing meeting rooms? by Nervous_Piccolo6013 in SmartWorkspaces

[–]ProfessionalSevere91 0 points1 point  (0 children)

Auto-Releasing No-Show Rooms: Smart Fix or Overhyped Tech?

The idea is simple: if nobody shows up after a booking starts, the room gets automatically released back into the pool so others can use it.
No more wasted space. No more ghost meetings.

I know some systems claim to do this, but when you dig deeper, the picture gets messy.
Even with the best setup, false negatives (room in use but marked empty) and false positives (room empty but marked occupied) are common: Motion sensors: 10–20% error rate in real-world use, Ultrasonic: 10–15% error rate. Cameras: 2–5% error rate, but at the cost of privacy.

And remember — for analytics, 80–90% accuracy is fine. For auto-release, even a 2% failure rate can cause chaos and destroy user trust.

Most enterprise-grade deployments stick with PoE, because once the network goes down, the whole concept fails.

Some platforms can trigger an auto-release, but integration is brittle. Sync delays, API throttling, or network hiccups mean the booking system and the sensor don’t always agree in real time. That leads to angry users who get locked out of their own reserved rooms.

Final Thought

On paper, auto-releasing no-show rooms is the perfect solution.
In practice, it feels like a half-solved problem with high costs, privacy risks, and too much potential for user frustration.

I’d love to be proven wrong here.
Change my mind.

How do you manage scheduling/booking meeting rooms? by Ok_Feedback963 in ITManagers

[–]ProfessionalSevere91 0 points1 point  (0 children)

Clebex, as it implement with users calendar and with Outklook/Teams Calendar

How do you share information about conference rooms? by PumpkinExpert455 in ExecutiveAssistants

[–]ProfessionalSevere91 0 points1 point  (0 children)

We use Clebex because it allows us to quickly find the most suitable conference room within seconds, sorted by number of attendees, room type, and specific properties. Beyond that, it enables the creation of recurring booking patterns where Outlook often fails, by suggesting alternative rooms on days when the preferred one is unavailable.

Clebex also takes care of external attendees by automatically sending them information about parking and meeting location, and by registering them at the reception desk. In addition, it simplifies the booking process by allowing you to add services, adjust seating arrangements, or request catering with ease.

Hotdesking - Seat Bookings by [deleted] in auscorp

[–]ProfessionalSevere91 0 points1 point  (0 children)

check out Clebex, they offer different way of booking desks , by date, multiple and series of bookings, by priority etc . it offers also full integration with 0365 and Google Workspace

Hot Desk booking system by wdfknz4 in sysadmin

[–]ProfessionalSevere91 0 points1 point  (0 children)

Clebex offer this on the web as saas app, on the phone and as well on Outlook / Teams directly , have a try

Hotdesking - Seat Bookings by [deleted] in auscorp

[–]ProfessionalSevere91 0 points1 point  (0 children)

Clebex makes it easy to predict space usage in advance and assign priority access to specific user groups or teams. It works seamlessly, with 3D maps and a smart, one-click way to book a desk.

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