Meeting room and desk booking app for a 100-person office

We run an office for about a hundred people, and on paper four meeting rooms are enough for us. In practice every week ends with somebody arguing at a closed door. One meeting runs over, another was agreed verbally in the corridor, a third simply did not know the room was taken. The shared spreadsheet we use now is filled in by maybe half the team, and even when a line is there, nobody sees it at the moment they are standing at the door with a laptop under their arm. Twice this cost us a late start on a client call, and I was asked to close the question for good.

What I want is an internal web application that turns room occupancy into a fact instead of an opinion. A week view with all four rooms side by side, so a free hour is visible at a glance. Booking by the hour, and repeating bookings for the standing weekly meetings that never change. A card for every room showing what is actually inside it: number of seats, screen, whiteboard, speakerphone, so people stop taking the big room for a two-person call. A tablet mounted next to each door showing the status right now, the next booking, and a button to take the room on the spot when it is free. If nobody checks in within the first ten minutes, the booking releases itself and the room returns to the pool. The same system should cover flexible desks in the open space, and give me a utilisation report so that a request for a fifth room is backed by numbers rather than by feelings. Sign-in through our corporate mail, no separate passwords to lose.

Three points I want written into the design from the start. The utilisation report describes rooms, not people: it answers how busy a room was, and it must not be turned into personal ratings of employees by their bookings. Cancelling and moving a booking is the right of the meeting organiser; a forced release belongs to the office administrator alone, and it always sends a notification to the organiser, never happens silently. And when the network drops, the door tablet keeps showing the last schedule it knows and says plainly on screen that the data may be out of date, instead of pretending everything is current.

What the system has to do:
— week calendar of all four rooms with occupancy visible at a glance;
— booking by the hour and recurring series for standing meetings;
— room cards with capacity and equipment;
— door tablet with live status, next booking and a take-it-now button;
— automatic release of a booking nobody showed up for;
— flexible desk booking in the open space;
— utilisation report by room, by day and by hour;
— sign-in with corporate mail, separate rights for staff and the office administrator.