Room and resource booking platform for a campus in London

The verdict in three sentences

A 120-room campus that manages bookings by phone and shared spreadsheet loses on average 45% of its slots, through double bookings, blocked rooms and cancelled classes never released. A room and resource booking app synced with the timetable and offering occupancy analytics costs 180,000 to 320,000 MAD excl. tax (about EUR 16,500 to 29,500) and ships in 10 weeks. The occupancy rate typically rises from 55% to 72%, which delays or avoids renting extra space, a decisive saving whether you operate in Rabat or London.

Features that change daily operations

The facilities director does not need a full university ERP. He needs a single, reliable view of who uses what, when and with which equipment.

Automatic release is often the most profitable feature: a QR code at each room entrance confirms attendance, and the room becomes available again if nobody checks in within 15 minutes.

Budget and options

Foreign SaaS room booking tools charge USD 3 to 8 per user per month. For 300 lecturers and admin staff, that means 100,000 to 260,000 MAD a year, with no adaptation to your priority rules or student records system.

Rolling out on a campus

Three choices prevent project failure. First, set clear priority rules: regular classes, exams, make-up sessions, then events and societies. Next, start with a pilot building of 25 to 30 rooms for 3 weeks. Finally, drop the phone channel for simple bookings once the pilot ends, keeping a help desk for emergencies.

Mini case study

Mr Benjelloun, facilities director of a private university (4,000 students, 120 rooms), handles about 60 booking calls a day and sees a 55% occupancy rate. The university plans to rent a 20-room annex building for 1,200,000 MAD a year. He picks the Standard level at 250,000 MAD excl. tax, delivered in 10 weeks. After one semester, occupancy reaches 72%, the equivalent of 28 rooms freed in the timetable. The annex lease is postponed by two years. With hosting at 3,000 MAD a month, the first-year cost reaches 286,000 MAD, against 1,200,000 MAD of rent avoided: the project pays back in under 3 months.

FAQ

Does the app connect to our student records system?

Yes, through an API if the system offers one, or through a daily automatic CSV or Excel import. This sync represents about 20% of the budget and removes double entry.

Can students book study rooms?

Yes, with a per-student quota, for example 2 hours a day and 6 hours a week. Login uses the existing university account.

How are exams that block many rooms handled?

Exam periods are imported with top priority and lock the rooms concerned. Conflicting bookings are cancelled automatically with 7 days' notice.

Is the data handling compliant?

The app processes limited personal data, name, role and booking history. In the UK this falls under UK GDPR, and in Morocco it must be declared to the CNDP under Law 09-08; hosting with an access log is recommended in both cases.

Do we need a mobile app?

A responsive web app covers 95% of uses, including QR check-in. An installable PWA can be added for 30,000 to 50,000 MAD excl. tax.

Let's scope your project. Tell us the number of rooms, resources and your priority rules, and we will price the app with an indicative budget and a 10-week schedule. Detailed quote within 48 h. WhatsApp +221 77 596 93 33.