Room management module
Booking for municipal rooms and equipment
Booking management software for rooms and equipment.
Make room management easy: a smooth process for everyone, and a way to showcase your town’s public assets.
Features
What can the room booking platform do?
- Online booking 24/7 from your website
- A clear view of the booking schedule
- Detailed, visual listings for every room and piece of equipment
- Supporting documents handled within the booking process
- A dashboard to track every request
- A single communication channel between staff and the applicant
- Full booking history for each resident
Before / after
Make room rental easier, with tailored support
Simplify requests, optimize schedules and manage your rooms more efficiently.
Before
- Rental management that is complicated and slow.
- Limited visibility on schedules.
- Too much paperwork, every day.
- Facilities that residents barely know about.
With HelloSpot
- Automated booking for your rooms and equipment.
- A clear, shared schedule.
- A simple, fast rental process.
- Your facilities showcased on the channels you already use.
Shared schedule
How do you get instant visibility on all your room and equipment rentals?
No more mistakes or fuzzy schedules. Every booking automatically appears in a shared schedule that all the departments involved can consult.
Whether it is a community hall, a gym or municipal equipment, all availability is visible in real time.
- Simplified booking
Quick, easy online booking that cuts down on phone calls and lost information.
Equipment tracking
How do you anticipate, plan and stay in control of your local authority’s rentals?
Equipment tracking shows you resource availability in real time, lets you follow bookings and organize access according to the rules set by your departments.
Every rental request is tracked, approved and added to a clear, shared dashboard. It saves time for staff and residents alike, who enjoy a smoother, more transparent service.
Anticipate quiet periods to schedule maintenance or offer attractive time slots that make the most of public facilities.
- Equipment tracking
Manage and monitor the occupancy rate of your rooms and how long your equipment is booked.
Events and facilities
How do you easily manage events, sports facilities and meeting rooms?
Make organizing events easier with a centralized booking system available online. Association meetings, workshops, local festivities or conferences: residents book available rooms on their own.
Sports facilities such as gyms, playing fields and municipal swimming pools are managed to suit the needs of clubs and associations. Local businesses and public bodies get quick, simple access to meeting rooms.
- Booking confirmation and reminder
Every booking is confirmed by email, and a reminder text message is sent the day before so nothing is forgotten.
And also
The module at a glance
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Showcase your rooms
Your rooms and equipment always on display, with photos: your local authority’s public assets, pictured.
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A radically simple process
A better experience for staff and residents alike, transparent availability and higher occupancy rates.
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Booking control
Booking requests arrive in a single channel, and you stay in charge of approving them.
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Dashboard
All booking requests centralized in one clear dashboard.
Learn more: Dashboard
HelloSpot in numbers
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10
years of experience
Since 2016, HelloSpot has become a key partner of public service organizations.
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700
customers
HelloSpot supports more than 700 public services across France.
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4,000
staff users
Our platform is used by more than 4,000 staff members across many local authorities, for efficient, centralized management.
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1M
procedures
HelloSpot has supported more than 1,000,000 administrative procedures, a sign of the trust and satisfaction of our customers and of the public.
Customer reviews
A real impact on your organization, every day
Take back control of requests between residents and your departments, for free
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Allaire Town Hall
We chose HelloSpot to reduce the number of phone calls. The software makes life easier for residents and has sharply cut the number of calls. We are very satisfied with both the software and the team’s responsiveness.
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Bouillargues Town Hall
With the sharp rise in ID document applications, our Excel spreadsheet was no longer enough for booking appointments. HelloSpot gives us better visibility over our organization and saves us a considerable amount of time.
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Craponne Town Hall
It saves time with online appointment booking and sending the list of required documents. The e-mail reminder the day before means very few missed appointments.
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Thann Town Hall
We are really satisfied with HelloSpot and we will not go back.
FAQ
Frequently asked questions
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Who can book a room or equipment through the platform?
Residents, local associations, partner businesses and municipal departments can all make bookings, according to the rules set by the local authority. Each profile has suitable permissions (hours, types of premises, frequency). -
How do you make a booking online?
Residents simply go to the dedicated area on the local authority’s website, choose the room or equipment they want, then select the date, time and duration. -
How are booking requests approved?
Once a request is sent, the relevant department handles it and can approve it, decline it or suggest another time slot. The resident is automatically notified of the request’s status. -
Can a booking be canceled or changed?
Yes, within the deadlines set by the local authority. -
What happens if two bookings clash?
The management system shows booked time slots in real time to prevent double bookings.
Page updated on January 7, 2026.
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CONTACT
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