AI Smart Venue Booking System
Handle everything from finding venues to notifying colleagues in one stop
- Filter instantly by capacity
- Auto-notify after approval
- Booking statuses at a glance
- Optional digital door signs
Input date, time slot, and capacity to instantly view suitable venues school-wide. Once approved, automatically write to the school calendar and notify the school office and the IT team, eliminating repetitive communication.
Booking venues often requires back-and-forth enquiries
Checking venues individually for availability
Currently, one must select a venue first and check day by day. Without capacity records, an 80-person event might occupy the hall, leaving large events nowhere to go due to resource mismatch.
Must notify individually after approval
Must separately notify the school office to arrange tables and chairs and janitor staff, and the IT team to prepare projectors and microphones. Cancellations require notifying again; when busy, omissions easily cause janitor staff to wait in vain.
Scattered information, discovering a clash late
Maintenance, classroom reassignment, or external group bookings rely on emails, hard to grasp when booking. Large events require manual entry to the school calendar, repeating work.
How do we assist schools?
Filter first, then book
Input date, time slot, and capacity to instantly list suitable venues and equipment. If full, the system suggests alternative dates or time slots, avoiding individual checking.
- Filter venues by capacity
- View school-wide availability
- Suggest alternatives when full
Fill one form, auto-send notifications
Request required tables and chairs, projectors, microphones, and setup and cleanup times during application. Upon approval or cancellation, the system automatically emails the school office and the IT team.
- Request venues, equipment, janitor staff
- Auto-notify cancellation to avoid omissions
- Specify setup and cleanup times
Set approvals and locks by school rules
Regular activities can bypass approval; one-off activities require admin approval. Submission temporarily locks the venue, preventing a clash. Can set minimum advance days, facilitating janitor staff arrangements.
- Regular activities exempt, one-offs require approval
- Lock on submission, prevent double booking
- Set minimum advance days
Auto-sync venue status and calendar
Maintenance or booking statuses uniformly display on the calendar; lesson times are automatically blocked. Once approved, the system automatically creates an event in the school's Microsoft / Google calendar.
- Uniformly display maintenance and booking statuses
- Auto-block lesson times
- Auto-write to Microsoft / Google calendar
Digital door signs
Can add displays outside venues, showing real-time booking information for current and next sessions (time slot, activity, and teacher-in-charge), facilitating confirmation and reducing wrong entries.
Differences from other solutions
Over 7 years of experience serving Hong Kong schools, familiar with local operations.
Over 7 years serving HK schools
Familiar with local school operations like extra-curricular activities, janitor staff arrangements, and lesson blocking, saving schools from explaining from scratch.
Tailor-made for actual workflows
Form fields, approval levels, notification recipients, and minimum advance days can be set according to current school practices.
One-year post-delivery support
Provide one year of support, continuous adjustments within agreed scope, and dedicated staff to follow up on school enquiries.
Service workflow
Online meeting to understand needs
Confirm venue list, form fields, approval levels, and notification recipients.
Provide data to build the system
Schools submit venue, capacity, and equipment lists; we build the system accordingly and link it to the school's Microsoft / Google calendar.
Trial and revision
Some colleagues trial first, revise based on feedback, and roll out school-wide upon confirmation.
Provide one-year support, ensuring smooth operations.
Want to learn about the booking workflow suitable for your school?
We can understand your current practices first, then propose optimisation suggestions.