Which time slot is the meeting room booked for, who reserved the conference hall, who is arriving at the lobby today, and to whom did we issue that badge? Your ERP knows none of this. The Reservation, Visitor & Meeting module brings clash-checked room and vehicle booking, meeting planning with attendees and documents, and front-desk visitor check-in/check-out together in a single portal. No setup fee, no licences, no per-user charge; just one monthly subscription.
Logo, Mikro, SAP, Netsis or Uyumsoft handle your invoices, ledgers, stock and payroll. But none of them can answer 'Is Meeting Room A free tomorrow between 14:00 and 15:00', 'Is there a clash in the conference hall', or 'When did Mr Ahmet check in as a visitor, and did he return his badge?' Resource scheduling, time-slot overlap checking and front-desk visitor registration are facility-operations concerns; the ERP has no concept of physical room/vehicle availability or a visitor lifecycle. Building this into the ERP means creating a domain that never existed from scratch, at prohibitive cost. The portal fills this gap directly and feeds the ERP with employee master data.
Meeting rooms, the conference hall and vehicles are all booked from a single list. The system checks live for time-slot overlaps on the same resource and date (existing.start < new.end AND existing.end > new.start); a second booking on an occupied slot is blocked. Every booking is given a human-readable code such as RZ-0001.
The organiser opens a meeting with a title, description, agenda and notes, then adds attendees. Attendees are invited as organiser / participant / optional and respond as accepted / declined / tentative / pending (RSVP). Documents such as PDFs, presentations and minutes (up to 10 MB) can be uploaded to and downloaded from the meeting.
The meeting type can be set to in-person, online or hybrid; a video-conference link is added to online and hybrid meetings. Rooms are held with their equipment (video conferencing, projector, whiteboard), floor, location and capacity; suitable rooms are filtered by required capacity and equipment.
All meetings appear colour-coded on a FullCalendar-based calendar (scheduled, in progress, completed, cancelled). Today / this week / upcoming filters, room-organiser-date-search filters and recurring meeting patterns (daily, weekly, monthly, yearly) are all supported.
Visitors are registered with full name, company, phone, e-mail and ID number; a photo can be captured at check-in. Each visitor's past visits and appointments are visible on a single card; returning visitors do not need to be re-registered.
An appointment is created in advance for a visitor with a host employee, date, time and purpose of visit (scheduled / confirmed / completed / cancelled). When the visitor arrives, they are checked in with an arrival time, badge number and, where applicable, vehicle plate; on departure, a single click records check-out and the departure time.
The front desk is run from a single screen: today's active visits, expected visitors (today's confirmed appointments), recent visitors and live statistics (active / completed / cancelled visit and appointment counts). Who is on site and who is expected is visible at a glance.
A visitor can be flagged as pre-registered (is_pre_registered) and entered into the system in advance with an expected arrival time, speeding up the front-desk process on arrival. For visitors arriving by car, the plate is recorded so it can be matched against car-park and security entry logs.
A meeting can only be edited or deleted by its organiser or an authorised administrator; permission to delete a document is limited to the uploader or the organiser. Booking cancellation is governed by permissions (Gate/Policy). Rooms that require approval can be flagged per room with approval_required.
The user selects a meeting room, conference hall or vehicle and enters the date and time range. The system instantly scans existing bookings for that resource.
If the selected range overlaps an occupied slot, the booking is rejected and the user is warned. If it is free, the booking is created, an RZ code is assigned and it drops onto the calendar.
The room booking is linked to a meeting; the organiser adds the agenda, notes, attendees and documents. Invitations go out to attendees and RSVP responses are collected.
If an external attendee is due to join, an appointment is created with the host employee. On arrival, the visitor is checked in with a badge number, photo and plate; they appear as 'on site' on the reception dashboard.
On departure the visitor is checked out, the departure time is recorded, and the meeting is marked as completed. The full history remains as an audit trail on the visitor and room cards.
This module is largely a pure intranet / facility-operations function; it manages physical resource availability and visitor traffic that have no counterpart in the ERP. It has no hard dependency on the ERP, yet it runs by drawing employee master data from the ERP and, if you wish, writes the relevant results back.
Host employees, organisers and attendee lists come from employee records mirrored read-only from the ERP (SAP/Uyumsoft/Logo). When a new employee is added, you do not need to create a separate record in the portal; the ERP remains the single source of truth.
Rooms and visitor records are tied to the company's location/department structure. This structure is kept aligned with the ERP or HR module; in multi-site groups, each location's rooms and reception are managed separately yet within a single portal.
Bookable resources also include vehicles. The same clash check applies to vehicles; together with the Fleet Management module, vehicle availability, driver assignment and the cost side are unified in a single flow.
Where needed, approved bookings or visitor entry records are pushed to the ERP or a BI layer for reporting/accounting purposes. The portal reads, then writes the approved result to the ERP; no duplicate records are created.
Tell us your ERP and your process. We’ll show how this module works and scope it into your subscription — no man-day, licence or setup fee.
Book a Demo →