Schools & Universities

Room and equipment booking for schools and universities

Computer rooms, science labs, classrooms, laptop carts: SpotBooker lets teachers book them in a few clicks, on a fixed slot grid, within the quotas you set and with approval from school management when needed.

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Built around how a school actually runs

Rooms, labs and equipment in one place

Computer rooms, science labs, classrooms, gym, auditorium, laptop or tablet carts, projectors: every shared resource becomes bookable, organised by category and building, and can be placed on a floor plan.

A slot grid that follows the school day

Enforce fixed slots of 15, 20, 30 or 60 minutes: bookings start on the dot and last whole slots, no more 10:07 to 10:52. Set one duration for the school, another for a tag or a single resource.

Fair quotas per teacher

Cap hours per day, week or month, or the number of bookings on a high-demand room. Give teachers, students or staff different limits through groups, and make late cancellations count.

Approval by school management

Send requests for sensitive rooms or equipment through one or several levels, for example the lab technician then the deputy head. Each level has a response deadline; an unanswered request expires and frees the slot.

Sign in with school Microsoft accounts

Connect your Microsoft Entra ID directory: staff sign in with their school account, restricted to your domains if you wish, and directory groups can feed SpotBooker groups at every login.

Bookings in everyone's calendar

Users who opt in get a calendar invitation with each booking email, updated as approval progresses. Subscription links mirror a person's bookings or a room's full schedule in Outlook, Google or Apple Calendar.

What changes for your school?

From the paper sheet on the staff-room door to a schedule everyone can trust.

Without SpotBooker

The computer room is booked on a paper sheet or a shared spreadsheet, with overlapping entries and no history
A few teachers hold the best rooms and equipment for the whole term
Requests for labs or special rooms go back and forth by email until someone in management answers

With SpotBooker

Teachers see what is free and book on slots that match the school day
Quotas per group keep access fair, and everyone sees their remaining allowance
Requests follow an approval chain with deadlines, and the full trail is included in the statistics export

How a school sets up SpotBooker

Three steps, from your directory to the first booked lesson.

Connect accounts and groups

Link your Microsoft Entra ID directory or import users from a CSV or Excel file. Create groups such as teachers, students and administration, and map directory groups to them.

Add rooms, labs and equipment

Create resources by category, then set the slot grid, the quotas and which resources require approval. Place rooms on a floor plan if it helps people find them.

Teachers book, management keeps control

Teachers book a single slot or a weekly series, approvers decide from the dashboard or from the email, and statistics show fill rate and no-shows room by room.

Good to know before you start

The slot grid uses regular slots of 15, 20, 30 or 60 minutes counted from midnight. It does not import your timetable: periods starting at 8:05 or lasting 55 minutes must be rounded to the nearest grid.
Calendars are fed through invitations (.ics) and subscription links for Outlook, Google Calendar and Apple Calendar. There is no two-way sync with Microsoft 365 calendars.
Microsoft sign-in requires your IT administrator to grant consent for the whole organisation in Microsoft Entra ID before the first login.
The slot grid, booking limits, multi-level approval and Microsoft sign-in are included in paid plans.

Ready to transform your spaces?

Create your account, add a few rooms and a laptop cart, and see how SpotBooker fits your school week before opening it to every teacher.