Hamilton Apps
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Book a meeting room and welcome your guest without reception bottlenecks

Your client arrives at 2 pm: their badge is already ready, and they check in independently at the kiosk without queueing at reception. Your teams handle fewer manual tasks, access remains controlled and the external-guest journey is smoother. This matters even more as average office occupancy has shifted from 64% to 35%, according to CBRE.

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Key benefits

Five benefits of declaring attendance in one click

Add an external guest while booking the room and keep reception, security and host teams aligned in one process.

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Day to day

  • Invite in one click

    Add your guest while booking the meeting room: they automatically receive their badge and access details, with no extra steps.

  • Time-limited access

    The badge activates at meeting time and deactivates automatically when the meeting ends.

  • Access separate from your internal IT directory

    External guests are not added to the employee directory or staff SSO.

  • One register across all sites

    Every external-guest visit is logged across all locations, whichever building is used.

  • Traceability for visits, not employee profiling

    Data supports security and compliance, never individual employee monitoring.

Host greeting an external guest arriving for a meeting

Three months: set how long access logs are retained

  • In many organisations, especially smaller and mid-sized businesses, external guests are still managed through manual actions: a call to reception, a last-minute printed badge, or details passed informally between colleagues. This can lead to several issues:

  • a badge that is not ready when the visitor arrives

  • access remaining active after the meeting

  • an external guest moving through corridors with limited visibility on presence and authorised zones.

These gaps are reinforced by lower day-to-day office attendance. With average occupancy down to 35%, compared with 64% before the pandemic according to CBRE, you can no longer rely on a permanently staffed reception desk or an available employee to handle every arrival. A room booking alone no longer guarantees your guest will be welcomed, their badge will be ready, or access will be managed correctly.

This is not only about image. Badge and access logging also operate within a regulatory framework: according to CNIL guidance, access-control log data should be deleted three months after recording.

With paper logs, information can accumulate without clear retention periods or central visibility. A digital process lets you track visits in real time and define retention duration site by site, improving traceability and simplifying data governance.

Book a room and badge your external guest with no friction

Without a meeting-room booking flow connected to visitor management, each arrival requires manual coordination between organiser, reception and security.

Hamilton Apps centralises the full process at booking stage. You get one journey that is smoother and easier to roll out across all company sites.

External guest journey status linked to a meeting booking

Badge generated when the room is booked, with no reception call

Welcoming a partner or client shapes your brand image from the entrance hall. When the process is complex, teams bypass it: an informal message to reception, then ad hoc handovers between colleagues. This creates recurring issues:

  • badge requests made urgently when the guest arrives

  • forgotten notifications to workplace services

  • visit records that remain outside controlled access monitoring.

Connected to meeting-room booking, Hamilton Apps lets you add an external guest in one action. You enter their details while reserving the room, with no second tool and no reception dependency. The badge and access plan are then sent automatically before the guest reaches site.

Related features

FAQ

Frequently asked questions

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How does meeting room booking software prevent double bookings?

All rooms share a single reference calendar that is updated in real time. If someone requests a time slot that is already booked, the request is declined or flagged to the organiser, who is shown similar rooms available at the same time.

Does the software integrate with Outlook and Teams?

Yes. You can add a room directly from an Outlook or Teams invitation without entering the details twice. It appears in every participant's calendar, the video meeting link is added automatically, and any changes or cancellations are synchronised both ways.

How long does it take to deploy a meeting room booking system?

The timeline depends on the number of sites and rooms, as well as the integrations you need. We provide a tailored estimate during the demonstration once we understand the scope of your project.

Can I book a room from a mobile or a tablet outside the room?

Yes. You can book from a computer, mobile or tablet installed at the room entrance. The on-site display shows the room's current status and lets you book the next time slot in seconds.

What happens if someone does not turn up for a booked room?

An unconfirmed booking can be released automatically after a period that you define. The room then becomes available to other teams, while the rate of unattended bookings remains visible in your occupancy analytics.

How can I see Outlook and Teams synchronisation and conflict alerts working with my rooms?

Request a demonstration and we will recreate the journey using a representative selection of your sites and rooms, including Microsoft 365 synchronisation.

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