The fairest reservation of resources for companies and employees

The meeting rooms booking software with equal access for the entire team and no extra costs

Evita conflictos entre departamentos y gestiona reuniones sin bloqueos ni limitaciones.
A diferencia de otros sistemas, KALENA evita favoritismos y asegura una gestión imparcial para todos los equipos.

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Leading companies now enjoy room bookings
without favoritism with KALENA

Inefficient room booking management
can cause problems for the team…

Are some departments overbooking meeting rooms?

In many companies, some departments regularly block meeting rooms, leaving the rest of the team without options. With KALENA, you can Prioritize spaces by department and set your own booking rules and limitations. This way each team has access to the spaces they need without affecting their day-to-day operations.

Meeting rooms reserved without actual meetings

Reserved meeting rooms without actual meetings?

Lack of reservation control means many meeting rooms remain blocked and unused. With KALENA, you can set mandatory reservation check-in to prevent ghost bookings. If no one confirms, the room will be made available again to other teams.

There is a lack of resources in the meeting room

Are the necessary equipment missing in the reserved meeting room?

Without a centralized system for booking rooms and equipment, employees arrive at meetings only to discover screens, projectors, or other essential resources are missing. With room booking software like KALENA, you can manage everything you need in minutes.

If you’re facing problems booking meeting rooms,
say goodbye to them with KALENA.

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KALENA is fair for teams and companies

Join the most unbiased booking of meeting rooms and resources

While other systems allow uncontrolled bookings,
KALENA prevents abuse and ensures equal access for the entire team.

Reserve meeting rooms by department and avoid conflicts between teams with a clear system.

Add additional attendees and resources to your booking so you’re ready for your meeting.

Record check-in and check-out from meeting rooms and monitor occupancy.

Optimize your spaces: unused meeting rooms are automatically freed up and become available.

Check the availability of meeting rooms and equipment in real time, all from one place.

Avoid hidden costs: Add to your team without penalties with resource-based plans.

Schedule recurring bookings to organize meetings and daily activities without the hassle.

Establishes reservation rules and limitations for users and ensures equitable use.

Send automatic notifications to confirm, modify, or remind you of reservations.

Access usage reports and statistics to better manage and optimize your resources.

Book with a calendar view or interactive floor plan, and choose the format you prefer.

Integrates floor plans of all available meeting rooms for easy navigation and intuitive booking.

Discover more features

HOW DOES KALENA WORK?

Keep everything under control with an
efficient meeting room booking system.

With our meeting room booking software, your employees will be able to:

Use the calendar view or map view to book a meeting room in shared offices.
Dynamically view meeting rooms availability and check their characteristics, location, and available technical resources.
Use different filters by date, location, capacity, etc. to make your reservation.
Make meeting rooms recurring reservations for multiple days.
Check in/out of meeting rooms, either manually or by scanning QR codes installed in the spaces.
Request any additional equipment you need, such as connectivity or Wi-Fi, as well as access to the offices or parking space.
View your personal KALENA spaces reservation plan through the My Planning module (daily, weekly, or monthly reservation calendar).
View the dashboard for reports and statistics on space usage, with customizable views for each user.
Receive email communications regarding reservations or changes that may occur.
Check internal notifications from the user menu.

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software para la reserva de salas de reuniones - KALENA

OPTIMIZE THE USE OF MEETING ROOMS

Control occupancy and capacity when booking meeting rooms

Room capacity control, space reservation

With KALENA, your company can manage the occupancy and capacity of your office meeting rooms.

You can set maximum occupancy levels for meeting rooms. This way, you can’t invite more attendees to a meeting than the room’s capacity allows.
Pre-assign and prioritize meeting rooms reservations by department.
Block meeting rooms by area or team, controlling occupancy by zone or floor.
Configure the no-show feature so that the meeting room is released if, after the configured time has elapsed, no one has checked in.
Set your own booking rules and limitations for basic users, such as the maximum number of meeting rooms reservations a user can make daily, weekly, or monthly.
Manage the minimum and maximum advance notice time for making a reservation.
Set up automatic reservations for the next available slot after booking a meeting room for maintenance or cleaning.
Upload your maps by floor, building, and/or location in image format so that users can reserve spaces from the map view.
View advanced reports on office occupancy rates and workspace usage: historical records of reservations, users, resources, etc., to help you manage and optimize office capacity.

Free trial

Optimize your office,
empower your team.

Opt for a win-win meeting room booking system

Request a free 15-day trial of KALENA and discover at your own pace how to manage your office workspaces in the most equitable way for both companies and employees.

If you prefer, you can also schedule a personalized demo with our sales department to discuss your case and see how KALENA can help you meet your needs.

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Why choose KALENA over other corporate resource reservation solutions?

The most competitive price on the market. With KALENA, you save up to 35% with our resource-based plans, and not user-based plans.

Secure and robust software. We audit KALENA’s security and are ISO 27001 certified. KALENA never fails: in five years, there have been zero critical incidents or system failures.

Unique and differentiating features. KALENA is constantly evolving and innovating to make booking spaces and other resources better for your team every day.

Ability to scale and adapt KALENA to your organization’s needs. You can customize your Plan as much as you want at any time and to suit you.

Premium comprehensive support. We know that every company is unique, which is why our approach is personal and individualized. We support you throughout every phase of the project, from requirements gathering and configuration to implementation.

The fairest experience for your team. KALENA allows a better distribution of available resources, avoiding conflicts and improving the work environment.

Check out our reasons in detail

Do you have questions about KALENA?

Learn how to ensure efficient and equitable meeting room booking.

Managers

How does KALENA ensure equitable use of meeting rooms in my company?

With KALENA, you can set custom rules, such as booking limits per user or department. You can also define priority criteria based on specific needs.
If check-in is not completed within the allotted time, the meeting room is automatically released and becomes available to the entire team.

Can I block meeting rooms for certain teams or strategic projects?

Yes, KALENA allows you to reserve meeting rooms by department if the company enables it, ensuring that each team has access to the appropriate spaces. Additionally, the administrator profile can temporarily block meeting rooms for internal events or even for technical maintenance and cleaning tasks. This ensures efficient and orderly use of available resources.

Does KALENA automatically release meeting rooms if a meeting is not confirmed?

Yes, KALENA includes a mandatory check-in system that helps prevent ghost bookings. If attendees don’t confirm their arrival within the established time, the meeting room is automatically released for other teams to use. This improves availability, prevents team tension, and optimizes meeting room management within the company.

How can I find out which meeting rooms are in high demand and which ones are under-occupied?

From KALENA’s statistics, administrators can view detailed metrics on meeting room occupancy. They can view real-time statistics, identify usage patterns, and identify underutilized rooms to make informed decisions about space management. Additionally, the tool offers reports on booking trends, meeting duration, and cancellation rates, allowing them to optimize resources based on the company’s actual needs.

Can I set up different types of meeting rooms depending on the equipment available?

Yes, KALENA displays the available equipment in each meeting room, such as screens, projectors, and video conferencing systems, so users can choose the space that best suits their needs.
Additionally, if a meeting room lacks the necessary equipment, additional equipment can be reserved through the room booking software, ensuring more productive meetings.

Team

How can I book a meeting room with KALENA?

Simply access KALENA, check real-time availability, and select the meeting room that best suits your needs. You can filter by location, capacity, and available equipment. Once your reservation is confirmed, you’ll receive a notification with the details and, if enabled by your company, integration with your calendar so you don’t forget the meeting.

How do I know which meeting rooms are available when I need them?

From KALENA, you can see in real time which meeting rooms are available on the date and time you need. Additionally, the system suggests alternative options if your preferred room is occupied and allows you to make immediate room reservations.

What happens if I don't confirm a meeting room reservation?

If no meeting attendees check in within the established time, KALENA automatically releases the room for another team to use. This prevents unnecessary blockages and improves space availability. Depending on the company’s configuration, repeated no-shows may result in restrictions on future bookings.

Can I add equipment if the meeting room doesn't have it?

Yes, KALENA allows you to reserve additional equipment directly from the meeting room booking software. If the room you selected doesn’t have the equipment you need, such as screens, projectors, or whiteboards, you can request it as an additional resource linked to the room reservation to ensure everything is ready when the meeting time arrives.

Does KALENA send me reminders about my booked meetings?

Yes, KALENA will send you a notification to confirm your reservation with details of the location, date, and available equipment. It will also notify you if you have made any changes. Additionally, from the user menu, you can access the internal notifications module, where you can view all your notifications in bulk: event creation, updates, or cancellations, pre-reservations and attendees in the reservation, as well as maintenance notifications.