FREERoom Booking
Book the right room, every time
From quick huddles to all-hands — Gaia Room Booking eliminates double-bookings, ghost meetings, and wasted space with intelligent scheduling and real-time availability.
89%
Room utilization rate
Up from 66% with manual booking
37%
Less unused bookings
No-shows detected and released automatically
2.1s
Average booking time
From search to confirmed in one flow
15+
Calendar integrations
Outlook, Google, Teams, iCal, and more
Smart Room Discovery
Find the perfect room in seconds
No more scrolling through endless lists. Gaia's intelligent search filters by capacity, equipment, floor, and real-time availability — showing you exactly what's open right now.
- Filter by capacity, amenities, floor, and zone
- Real-time availability — no stale data
- Favorite rooms for one-click rebooking
- Auto-suggest alternatives when preferred room is full
Calendar Sync
Your calendar, your rooms
Book directly from Outlook or Google Calendar — rooms auto-sync with your existing workflow. No context-switching, no duplicate entries.
Two-way sync with Outlook & Google Calendar
Auto-release rooms after 10 min no-show
Smart conflict resolution for recurring meetings
Supported
Outlook
Google Calendar
Microsoft Teams
Book a Resource
See availability at a glance
Rooms, desks and parking in one view. Every card shows live availability, capacity, floor and amenities — pick a slot and book it in one click.
- Live availability, capacity, floor and amenities on every card
- Filter by building, floor, date and time range
- One-click booking with approval rules when required
London HQThe ShardFloor B1
2026-10-082026-10-0808:0022:00RoomsDesksParkingDevicesBatch
10 resources found
FREE
FREE
ApprovalFREE
FREE
FREE
FREE
FREE
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FREEAnalytics & Optimization
Know how your space is actually used
Move beyond gut feeling. Get data on room utilization, no-show patterns, peak hours, and capacity trends to optimize your real estate spend.
- Utilization heatmaps by floor, room, and time
- No-show tracking with auto-release rules
- Right-sizing recommendations for each floor
- Export reports for facilities and finance teams
Room for Every Meeting
From focus pods to boardrooms
Whether it's a quick 1:1 or a company all-hands, find the perfect space for every type of meeting.
Focus Pods
Private 1:1 spaces for interviews, coaching sessions, and deep focus work.
2-4 people
15-30 min
Huddle Rooms
Quick collaboration spaces for team standups and spontaneous brainstorms.
4-6 people
30-60 min
Meeting Rooms
Standard rooms with AV equipment for project reviews and client calls.
6-12 people
1-2 hours
Training Rooms
Flexible spaces with modular furniture for workshops and onboarding sessions.
15-30 people
Half/Full day
Boardrooms
Premium executive spaces with video conferencing and whiteboard walls.
12-24 people
1-4 hours
All-Hands Space
Large venues for company townhills, all-hands meetings, and celebrations.
30+ people
Event-based
Live Floor Overview
See every room,
in real time
Know exactly what's happening across your workspace — which rooms are in use, which are available, and how your team is actually using space. No more guessing, no more wasted walks.
89%
Utilization rate
10AM–2PM
Peak booking hours
42 min
Avg meeting duration
Available
Covent Garden
Floor B1 · The Shard
8 seats · Whiteboard · Video
In Use
Mayfair
Floor B1 · The Shard
12 seats · Video conf
Available
Soho
Floor B1 · The Shard
6 seats · Whiteboard
In Use
Kensington
Floor B1 · The Shard
6 seats · Screen
Available
Hampstead
Floor B1 · The Shard
4 seats · Whiteboard
In Use
Richmond
Floor B1 · The Shard
4 seats · Video
- Mayfair booked for 14:00–15:00 · 2 min ago
- System released 3 unused bookings · no-shows auto-cleared
- Peak hour starting — 12 of 18 rooms in use
Bring clarity to your workplace operations
Empower your teams to collaborate effortlessly and maximize the performance and utilization of every facility in your organization.