Room Flow schedules your rooms and equipment directly in your own Zimbra/CalDAV calendars and on your machines. Your bookings never pass through our servers: we can't read them and we can't sell them — by design.
No credit card required. Cancel anytime.
A deliberately minimal interface: your teams see what's free, book it, and get on with their day.
All your rooms at a glance: capacity, floor, availability. A free slot can be booked straight from the grid.
Projectors, vehicles, video-conferencing gear: equipment is booked exactly like rooms, with the same schedule and the same rules.
Weekly meeting, monthly board: define the recurrence once and Room Flow places every slot and flags conflicts.
Each organization manages its own admin and user seats. Each account activates a defined number of devices; the admin can see active devices and revoke any of them at any time.
Your bookings are written to calendars you already own. No duplication, no data silo at a third-party vendor.
Your license is a signed certificate stored on your machine. The application verifies it locally: it works without a permanent connection to our servers.
Every promise in this section matches what the software actually does — not a marketing intention.
The portal collects only what your account and license strictly require: your organization's name, the email address and (hashed) password of each account, and — for each device activation — the account email and a device fingerprint. The exhaustive list, item by item, is in our privacy policy. No superfluous fields, no data collected “just in case”.
Rooms, equipment, attendees, recurrences: everything is written to your Zimbra/CalDAV calendars and your machines. None of it is centralized with us — we couldn't show you your schedules even if you asked.
Your data belongs to you and stays with you. From your account area, you can export the data the portal holds (JSON format) and delete your account or organization at any time, without going through support.
The portal (website, accounts, licenses) is hosted in Switzerland or the EU, under the GDPR and the Swiss nFADP. Your schedules stay on your own infrastructure regardless.
We don't sell data, we don't rent it, and we build no advertising profiles. Our business model is the subscription — you pay for the software; you are not the product.
Privacy isn't a setting you switch on: it's the architecture. Minimal data by default, zero third-party resources loaded on this site, and audience measurement only after your explicit consent.
| Data | Purpose |
|---|---|
| Organization name | Create and identify your account area |
| Contact email | Login, account verification, service emails |
| Per activation: account email + device fingerprint | License anti-sharing (active devices, revocable) |
| Billing data | Handled by Stripe — your card never passes through our servers |
| Your bookings, attendees and schedules | Never collected: they stay in your calendars and on your machines |
| Third-party cookies, ad trackers, resale | None |
Six screens from the application, with demonstration data. What you see here is what your teams will use.
The dashboard: the state of your rooms and equipment in real time — free, occupied, upcoming meetings.
The room schedule: every slot of the day, room by room — booked, requested or free.
The equipment schedule: the same principle as rooms, applied to your shared gear.
Requests: bookings that require approval are accepted or declined in one click, with conflicts flagged.
Rooms and their calendars: zone, capacity, equipment and status of every resource, managed in one place.
Analytics: room occupancy, meetings by type and by zone — to size your spaces based on facts.
Every plan starts with a free 30-day trial, no credit card required. Privacy is not a paid add-on: it's identical across all plans.
For small organizations with one site.
For multi-team organizations.
For tailored needs.
Free 30-day trial on every plan, no credit card required. Secure payment via Stripe. Cancel anytime from your account area — cancellation takes effect at the end of the paid period, with no hidden fees.