Meeting Room Booking Systems; On-prem vs Cloud-based

In today's busy workplaces, having a good system to book meeting rooms is more important than ever. Choosing the right meeting room booking tool can be tricky for organizations. They need to figure out how to schedule meetings smoothly and decide whether to use an online system (cloud-based) or stored on their own servers (on-premises).

In the end, finding the right solution is about more than just convenience—it’s about enabling your team to work smarter, not harder. It’s about creating an environment where meetings are not a source of frustration, but a platform for innovation and progress. With the right system in place, organizations can ensure that every meeting is a step toward achieving their goals, with everything running smoothly in the background.

Should you choose a cloud-based meeting room booking system or stick with on-prem?

When choosing the right meeting room booking solution, it is important to take your IT strategy into consideration. For some people, this might be an obvious choice, but there are many organizations still considering or currently transitioning from on-prem to cloud-based. Usually, most meeting room booking systems can be used for both cloud and on-prem but are primarily built for one type. Knowing the difference between various providers enables you to provide your organization with a flexible and hybrid work environment. There are many different solutions on the market, and we have listed some of the cloud-based and on-premises meeting room booking systems here.

Key differences between cloud-based and on-prem solutions

There are a few key differences between cloud and on-prem environments. Lately, we have seen many companies making the move from on-prem to the cloud because it creates a more scalable IT structure. There are also companies needing an on-prem solution to have complete ownership of all their software. Here, we have gathered a few differentiators between cloud-based and on-prem.

Deployment

• On-premises: In on-prem environments, all the organization’s IT resources are deployed in-house at the company premise. The organization is then responsible for maintaining the digital infrastructure.
• Cloud-based: In a cloud environment, resources are placed at the premise of a third-party service provider but are still fully accessible to the organization.
  
  

Control

• On-premises: For organizations with on-prem software, they are fully in control of all data and software. This is both for better and for worse because the organization is also responsible for maintaining all server hardware.
• Cloud-based: There have recurrently been questions about the control of data in a cloud environment. Therefore, documentation such as a Data Processing Agreement (DPA) is crucial to consider when choosing a provider. Although there has been given more control to organizations following the Schrems 2 ruling, which among other things gives customers the option of data deletion from their third-party providers.
  
  

Costs

• On-premises: Organizations are responsible for all costs associated with the server hardware, power consumption, and storage.
• Cloud-based: Organizations with a cloud solution pay for the resources they use. They do not spend money on maintenance and upkeep costs, and the price is easily changeable and fluctuating depending on consumption.

Are your organization transitioning from on-prem to cloud-based?

If you are transitioning from on-prem to a cloud software solution as part of your IT digital strategy, this might be important to consider when choosing a meeting room booking solution. You might have parts of your platform running on-premises now, while parts of your IT-infrastructure is being transferred to the cloud. You should consider how long your transition will take, and take this time into consideration when choosing software providers.

Are you looking for a cloud-based meeting room booking system? Then you might find some guidance in this article where we look at a few different meeting room booking systems, which are all completely or partially cloud-based.

Different meeting room booking systems for cloud and on-prem

When choosing the right meeting room solution, it's important, to carefully consider your specific needs. With so many options available, it can be challenging to find the perfect fit. To help you navigate through the choices, we've compiled a list of some of the top meeting management solutions. By exploring these options, you'll be better equipped to take the right steps and ensure you select a booking system that truly suits your business needs and enhances your overall productivity.

AskCody - 100% cloud-based in Microsoft 365

AskCody is a Microsoft integrated workplace platform and the preferred cloud-based meeting room booking system for organizations, which want to leverage their IT digital infrastructure in Microsoft 365. AskCody is built natively to Exchange and Azure Ad, which means it is native to Outlook and uses Microsoft Exchange as the backbone for handling meetings and visitor management tasks. AskCody is 100% cloud-based but can be used by cloud and on-prem. Unlike other cloud meeting room booking solutions, AskCody provides organizations with the option to add catering and services to meetings.

AskCody does not cover the integration into Google's calendaring system.

Condeco – primarily cloud-based meeting room booking system

Condeco is one of the largest meeting room booking systems and with good reason. Their platform deals with almost all the problems you would want your meeting management system to handle. Condeco has been going through a process of moving to the cloud and currently, they are primarily cloud-based, but still leverage part of their solution on-prem.

Rendezvous – Primarily on-prem meeting room booking solution

Rendezvous is a meeting scheduling solution providing an all-around platform for meeting-related tasks. Rendezvous is a primarily on-prem based solution, which is deployed at the organizational premise.

Robin - 100% cloud-based for G-Suite and Microsoft

Robin is a completely cloud-based meeting room booking system, which manages meeting room scheduling and desk management to enable businesses to make better use of their office resources. Robin offers a smart interactive floor plan solution, making it easy for users to get an overview of their workplace and office space. Robin does not at the time of writing cover visitor management and the possibility to order catering.

Teem by IOffice - 100% cloud-based meeting room booking system

Teem by IOffice is a completely cloud-based meeting room booking system, which makes it possible for organizations to get the most out of their meeting spaces. It is a user-friendly solution that makes it easy to book across workspaces. Teem is integrated into the most popular calendars like Outlook, Office 365, and Google. Teem does not at the time of writing cover the option of ordering catering for meetings and other services: such as cleaning, room arrangement, etc.

Conclusion - Cloud vs on-prem meeting room booking 

Choosing the right meeting room booking system is crucial for organizations looking to boost productivity and streamline meeting management. Whether you opt for a cloud-based or on-premises solution depends on your IT strategy and specific needs. Cloud-based systems offer scalability and cost-effectiveness, while on-premises solutions provide complete control and ownership. When deciding, it's important to consider factors such as deployment, control, and costs when making your decision. In this blog post, we have explored different meeting room booking systems, including AskCody, Condeco, Rendezvous, Robin, and Teem by IOffice, each offering unique features and benefits. By choosing the right solution for your organization, you can create a flexible and efficient work environment. So, if you're in the process of transitioning to a cloud-based system or seeking a meeting room booking solution, be sure to explore the options discussed in this article to find the perfect fit for your needs.