February 16, 2018

Scheduling Software

Flexibility and ease of use: these are the terms that appear most frequently in descriptions of room and event scheduling software. As such, this product spotlight feature highlights software that exemplifies these qualities, from both companies that specialize in providing solutions for libraries and those with a broader client base.

The web-based calendars listed below don’t just facilitate room reservations and event and resource management; most also include public view calendars, regular updates, support and training sessions, and the ability to generate reports and send emails. The most flexible systems allow for considerable customization: several programs, for instance, can be configured to require patrons to enter their library card numbers in order to register for events online; some permit administrators to add data fields as needed.

Because the programs are capable of such a wide range of services, from patron-initiated room requests to sophisticated security and approval features, an exhaustive list of each program’s features simply isn’t possible. What follows instead is a brief overview of some of the most popular room and event scheduling software.

Products: Events, Room Reserve, SignUp, Spaces, D!BS
Company: Evanced Solutions, Indianapolis (DEMCO)

Room Reserve

Evanced’s software is built to each library customer’s specifications and allows for an unlimited number of users and events. In addition to Events and its companion Room Reserve, first introduced in 2002, Evanced recently introduced SignUp and Spaces. These are “modern-looking, intuitive, and easier to use,” according to Evanced president and cofounder Rob Cullin (a 2007 LJ Mover & Shaker). Meanwhile, “The original platform offers more control and flexibility.” (Current users can switch to the newer programs at no cost.) Evanced also recently launched D!BS, an unmediated room-booking module for academic libraries; students are the main users of this mobile-integrated program.

Cullin notes that programs are automatically updated on a weekly basis, and “recent updates include supplementary authentication options and social media integration.” Prices start at $450 a year per subscription.

Products: EventKeeper, EKRooms, EKRegistration
Company: Plymouth Rocket, MA

Event Keeper

This provider of library solutions allows users to list programs on their library’s homepage, send mail, and schedule repeating events. Room reservation requests can be made online; approval from staff converts these requests into reservations. EventKeeper also incorporates social media into the mix, enabling libraries to display upcoming activities on Facebook and Twitter pages. And for handheld device users, there’s an EventKeeper Mobile app.

EventKeeper add-ons include EKRegistration, which enables libraries to include a registration form with events, and EKRooms, a room and equipment management program. A one-year subscription (starting at $250) allows users to manage up to 300 events, 30 notes, and three editors at any one time; according to Plymouth Rocket’s Jim Stewart, free enhancements to the core application are rolled in automatically.

Product: rm.Insight
Company: Library Insight, Groton, MA

rm.Insight combines room, equipment, event, and program management in one program—there’s no need for add-ons. Users can configure the software to allow online registration for events and programs by patrons, along with registration limits as well as wait list management.

Other features include the ability to send automatic reminder emails to patrons, online patron-initiated meeting space requests, and the Marquee option, which lets libraries present event and program information on the website’s homepage.

Product: Meeting Room Manager
Company: Asure Software, Austin, TX

Meeting Room Manager

Cloud-based Meeting Room Manager bills itself as an Outlook “add-in” solution: it synchronizes with the popular Micro­soft program and enables simultaneous scheduling with Microsoft LiveMeeting and Cisco Meetingplace. There are also Meeting Room Manager apps for iPad and iPhone users.

Additionally, Meeting Room Manager provides a shared online SocialView Public Calendar, while the browser-based Report Designer allows users to create or modify reports based on data collected in the program.

“Our customers don’t have to worry about buying any additional hardware or maintaining servers—in fact, they have no ongoing maintenance whatsoever on their end because we take care of all of that for them,” notes regional sales manager Anne Reed. “All you need is an Internet connection, and your users can access the application on the go, anytime, from anywhere.”

Product: Connect Daily
Company: MH Software, Inc., Broomfield, CO

Connect Daily

In addition to event management and resource scheduling on an unlimited number of calendars and the importation of data from remote calendars, Connect Daily provides a strong social media component: events can be posted to Facebook and Twitter, and there’s a WordPress Calendar Plugin. The patron experience is also stressed; for smartphone and tablet users, Connect Daily offers optimized views with simple inter­faces. Additionally, end users can subscribe to the calendar, which can be configured to allow members of the public to add events.

Connect Daily can be installed on the library’s server or hosted by MH Software. For installation on 25 computers, nonprofit pricing starts at $575; support and training are ­included.

Product: Calcium
Company: Brown Bear Software, Anchorage, AK

Integration with other software and social media is emphasized with Calcium, which provides dynamic calendar merging with programs from Apple, Microsoft, and Google, plus email, including automatic reminders. Calcium can also incorporate an RSS feed, so libraries can inform subscribers about upcoming events. Following installation, all administration, including editing and adding of events and custom event fields, is done on the user’s web browser; one installation supports unlimited calendars.

A new version of Calcium will be out this year. “This will be somewhat modernized to better support large installations (thousands of calendars) and easier integration without systems,” says Brown Bear’s Fred Steinberg.

Product: Calendarix
Company: Calendarix Enterprise, Singapore

Calendarix’s scope is large: it can provide an unlimited number of calendars and events, which in turn can be accessed by an unlimited number of users. This calendar can be viewed by members of the public; unusually, Calendarix is available in multiple languages, including Basque, Chinese, and Slovenian.

The basic version of Calendarix is free. An advanced edition, which offers features like RSS feeds (and integration of external RSS channels), additional customized data fields, and emailed event notification and scheduled reminders, is available for a small fee. Nonprofit licensing starts at $50.

Elizabeth Michaelson is a freelance writer and editor in New York City. She previously worked as a librarian in the Queens Library system.

This article was published in Library Journal's February 1, 2014 issue. Subscribe today and save up to 35% off the regular subscription rate.

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  1. Can integrate ERP with Calcium. I have a IT Training Center with have more related books. I have use One local Accounting Software So want to Integrated with Calcium.

  2. Shameless plug – there’s also LibCal from Springshare. It does room reservations, event management, and appointment scheduling in one integrated platform. LibCal is used by 1,600 libraries worldwide (as of February 2014). http://springshare.com/libcal

    Slaven Zivkovic
    (from Springshare :)

  3. Our IT department set up calendars in Microsoft Outlook for the meeting rooms on campus and in the library. Anyone can view the folder, but only certain people can schedule the room. Adding entries to the rooms is easy, and I can invite people to meetings. I don’t know what level of tech know how is required to set something like this up.

  4. Another great solution if you are looking more for employee scheduling software is ZoomShift. This is a little bit different than event scheduling, but many businesses require both.

    *Discalimer – I’m one of the founders of ZoomShift.

  5. Missing from this overview: Library Events from EngagedPatrons.org, a robust online events management and online registration solution built specifically for public libraries.

    The service, available since 2006, is FREE for libraries receiving less than $1 million/year in income (85% of US public libraries). Features include: display events in calendar or list view, online registration, search/filter by keyword, RSS feed, WYSIWYG editing, widgets that can be placed anywhere on your site, integration with PayPal for events requiring admission fees and more.

    Unique feature: EngagedPatrons staff can integrate the service into the library website’s look and feel.


  6. For those using resources in Exchange or Google Apps for Business as means of scheduling meeting rooms I would like to tip that there is a way to add an Android based Meeting Room Display. This is wall mounted outside meeting rooms and display the exact status: green for available and red for occupied. Basically the system is a combination of a standard Android OS Tablet and an app like Room Display 3 by Goget (www.gogetcorp.com).