Meeting Room Reservation - The App That Saved Our Meetings

The Spark Behind Meeting Room Reservation

We only had a few meeting rooms, and with multiple teams trying to book them at the same time, confusion became part of our daily routine. Meetings got delayed, people waited outside occupied rooms, and coordination messages piled up.

That’s when the idea clicked: What if we could make booking as simple as checking your calendar?

And that’s how Meeting Room Reservation was born, a simple yet powerful tool built in Microsoft Power Apps, designed to make meetings run on time, every time.

The Challenge: Where It All Began

Before we had this app, there was no proper process for room bookings. Teams would simply walk into the meeting room if they saw it empty, without confirming whether it was booked or not.

We needed a smarter, fairer system that everyone could rely on, something accessible, visual, and real-time.

The Solution: Meet the Meeting Room Reservation App

Built in Microsoft Power Apps, the system allows every team to:

• View all existing reservations in a shared calendar
• Create new meeting bookings
• Edit or delete reservations easily when plans change
• Automatically block rooms that are already booked, so no team can double-book the same room

 The beauty of it lies in its simplicity, clear, visual, and built around how our teams actually work.

How We Built It

It started with the idea of creating a practical Meeting Room Reservation system using Power Apps. What began as a simple concept quickly evolved into something much bigger, a fully functional internal tool that our teams now use every day.

The app connects directly with SharePoint lists for data management and Power Automate for syncing and notifications. Every booking entry updates the shared calendar instantly, ensuring transparency and real-time visibility across all teams.

We didn’t buy a fancy scheduling system; we built one that fits our culture and our way of working.

The Impact: How It Changed Our Work

Meetings now start on time. Teams plan better and collaboration feels smoother than ever.

Results That Matter

• 100% visibility of room usage
• Improved team coordination and reduced last-minute chaos

Closing Statement

The Meeting Room Reservation App isn’t just a tool; it’s a reflection of how we’ve evolved as a company.

It brought orders where there was confusion, and efficiency where there was frustration.

Built with Power Apps, powered by teamwork, it’s how we made our meetings smarter.