Room Flow is the meeting room and equipment booking software that schedules everything directly in your own Zimbra/CalDAV calendars, from your own 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.
Atelier room
4th floor · seats 8A 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 (site, accounts, licences) is hosted in Switzerland, under GDPR and nFADP. Your schedules, meanwhile, stay on your infrastructure.
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.
One price per person, based on role — with unlimited rooms, equipment and resources. Free 30-day trial, no credit card — and the same privacy for everyone.
For everyone who books.
or 50 € / 50 CHF / user / year billed annually
For the people who manage the rooms.
or 150 € / 150 CHF / administrator / year billed annually
For large organisations.
Prices excl. VAT: 5 € / 5 CHF per user per month (4 € / 4 CHF per user beyond 20), 15 € / 15 CHF per administrator seat. Annual subscription: 10 × the monthly price — i.e. 50 € / 50 CHF per user and 150 € / 150 CHF per administrator per year, about 2 months free.
Free 30-day trial for the whole organisation, no credit card. Secure payment via Stripe. Cancel any time from your customer area — cancellation takes effect at the end of the paid period, with no hidden fees.