Room booking
Complete, Easy Room Booking Software
Study rooms, meeting rooms, music rooms, gyms, labs, coworking spaces: Hector centralizes the booking of all your spaces. Show availability in real time, manage bookings and access, and put an end to double bookings for your users and your teams alike.
The benefits for your organization
Three reasons organizations rely on Hector to manage their rooms.
Self-service
booking
Your users book a room themselves from the web or mobile app. You choose between team approval or automated self-service, for a simple experience on both sides.
No more double
bookings
A clear view of all your rooms: what is available, booked or occupied, and the usage rate of each space. Sync with Microsoft Outlook or Google Calendar for a single, reliable schedule.
Everything for an
informed choice
Show your users everything they need: room type, capacity, available equipment, name or number, opening hours and floor plans.
From listing to access, in 4 steps
01
Create your rooms and spaces
Describe each room: type, capacity, equipment, floor plan, photos, hours and bookable slots.
02
Publish self-service and set your rules
Make your rooms bookable online. Turn on team approval or automated booking, with permissions by user type.
03
Book with real-time availability
The calendar shows free and occupied rooms live, synced two-way with Outlook and Google Calendar. No double booking possible.
04
Manage access and usage
With Salto KS, your users unlock the door from their phone. Track who accessed which space and analyze the usage rate of your rooms.
Track all your assets, not just your rooms
Hector is more than a room booking tool: it is also a complete inventory management solution.
- Rooms, offices and meeting spaces
- Book, magazine and media library lending
- Musical instrument lending
- IT fleet and software
- Vehicle fleet
- Furniture and equipment
- Medical or lab equipment
- and anything else you want to book
Control your doors remotely with Salto KS
Hector integrates seamlessly with Salto KS door locks. Salto is a digital key technology that lets a given user unlock a door from the Hector mobile app (available on Android and iOS). Your users can book a room, then unlock the door themselves, with no action on your part.
You manage all doors, users and locations in real time, wherever you are, and always know who was granted access to which location. Of course, you can add approval steps and permissions for different user types.
Hector vs a spreadsheet
Managing rooms in a spreadsheet or a shared calendar looks simple, until the first double booking. Manual entry, availability that is never up to date, no alerts: today, a spreadsheet for running your spaces is as outdated as a fax machine.
| Criteria | Hector | Shared calendar / spreadsheet |
|---|---|---|
| Double bookings | Blocked by real-time availability | Frequent |
| Room availability | Visible in real time | Check manually |
| User booking | Self-service (web and mobile) | By email or phone |
| Outlook and Google Calendar sync | Two-way | None or partial |
| Door access | Mobile unlock via Salto KS | Manual key management |
| Room usage rate | Tracked automatically | Unknown |
| Traceability (who, when) | Full history | Approximate |
Software built for every industry
Hector adapts to your needs, whatever your industry.
Everything you need
Asset Tracking
Get an instant overview of all your hardware and software assets, with a flexible tool that adapts to your needs.
Equipment Loans
Automate equipment check-in and check-out, and keep clear track of your loans and rentals.
Mobile App
Access Hector anywhere: track your assets, scan your items and reserve equipment securely.
Report Generation
No more manual reports. Generate your inventories and equipment audits in just a few clicks.
Notifications & Reminders
Get alerted automatically whenever an action, an overdue return or a maintenance task needs your attention.
Data Security
Your sensitive information is protected and stored in a highly secure environment.
Barcodes & QR Codes
Generate and scan barcodes and QR codes to track your assets quickly and without errors.
RFID Inventory
Identify your assets by radio frequency (RFID): no more manual entry or time lost during inventory counts.
See more features
User Synchronization
Import your employees, students or clients so they can access Hector and act autonomously.
Single Sign-On (SSO)
Log in instantly with single sign-on, without re-entering your credentials every time.
Operations Module
Manage your daily activities: procurement, preparation, delivery and repair of your equipment.
Cloud Solution
Your inventory hosted in the Cloud, synced and accessible anytime, anywhere.
Inventory Reconciliation
Compare your physical inventory against your Hector data, spot discrepancies and make your stock reliable fast.
Iris Module
Link your QR codes to specific actions and trigger creation, movement or consumption in a single scan.
Accounting Module
Centralize invoices and payments in Hector: templates, documents and clear tracking of your transactions.
Transfer order
Move equipment between stockrooms and sites, with full traceability of every transfer.
Purchase Orders
Order from your suppliers, receive equipment and enter serial numbers right at receipt.
Requisitions
Let your users request equipment from a catalog and track each request until fulfilled.
Work Orders
Plan and track repairs on your equipment, from the initial request to completion.
Maintenance
Schedule preventive maintenance by subcategory or asset and get alerted before each due date.
Customization
Adapt fields, grids, email templates and printouts so Hector fits your processes.
Artificial Intelligence
Generate subcategory images, sort imported models and rename technical references into names your teams recognize.
Rental rate
Apply hourly, daily, weekly or monthly rates automatically to every loan, all the way to the invoice.
Your questions, answered
What is room booking software?
Room booking software centralizes the management of an organization’s bookable spaces: meeting rooms, study rooms, gyms, labs, coworking spaces. It shows availability in real time, enables self-service booking, prevents double bookings and can drive door access control.
How does self-service room booking work?
Your users book a room themselves from the web or mobile app, using an availability calendar. You choose between approval by a staff member or automated self-service, with permissions by user type.
Does Hector sync with Outlook and Google Calendar?
Yes. The sync is two-way: your rooms are imported as bookable spaces and bookings are reflected both ways, which eliminates double bookings and double entry.
Can you control door access with Hector?
Yes, through the Salto KS integration. A user who books a room can unlock the door themselves from the mobile app, with no key management. A configurable grace period frames the access, and you always know who accessed which space.
How do you prevent double room bookings?
Each room’s availability shows in real time and syncs with Outlook and Google Calendar. A room already booked can no longer be booked for the same slot, which removes conflicts.
Is Hector suitable for universities, libraries and coworking spaces?
Yes. Hector fits schools and universities, libraries and media centers, coworking spaces, businesses, public bodies and labs. Beyond rooms, it also manages equipment loans, the IT fleet and vehicles in the same tool.