Room Flow, the
sovereign alternative to Clearooms
Clearooms charges per resource: so much per meeting room, so much per desk. Room Flow reverses the logic — you pay per person, and anything that is a calendar (room, desk, equipment, vehicle) can be booked at no per-unit cost.
What Clearooms does well
A deliberately simple solution for hybrid offices: room and desk booking, displayed prices, quick onboarding — without the complexity of a workplace suite.
The Clearooms pricing model, in figures
Figures from 22 July 2026: meeting rooms at roughly 10 to 13,50 £ per room per month depending on volume, and desks from 80 $/month up to 19 desks, in bands. Two separate meters — rooms and desks — feed the invoice. The tiers make cost predictable for a small inventory; you do, however, have to re-budget every time a room or a batch of desks enters the scope.
A concrete example
Based on these figures, 12 rooms come to about 120 to 162 £/month, before desks. With Room Flow, an organisation with 10 users and 1 administrator pays 65 CHF (≈ 70 €) per month — unlimited rooms and other resources, each resource being just a calendar.
Calculate for your headcountFour criteria that matter.
| Criterion | Clearooms | Room Flow |
|---|---|---|
| Where your bookings live | On the vendor's servers (cloud SaaS). | In your Zimbra/CalDAV calendars and on your workstations — the vendor has no access to them. |
| Working without internet | Cloud service: a connection is required. | Yes: the licence is verified locally via a signed certificate; the app works offline. |
| Pricing unit | Per room or per desk: rooms from around £10–13.50 per room per month; desks from $80/month. | Per person: €5 per user, €15 per administrator per month (excl. VAT) — unlimited rooms, equipment and resources. |
| GDPR compliance | Contractual: a data processing agreement (Art. 28 GDPR), since your booking data is hosted by the vendor. | Architectural: booking data is not collected by the vendor — there is nothing to outsource. |
Positioning and public prices of Clearooms recorded on 22 July 2026; they change — check them on the vendor's site before any decision. A factual comparison with no intent to disparage, to be reviewed by a lawyer before publication.
The model's limits
- Two billing meters (rooms + desks): cost changes with every resource added, in tiers.
- Cloud only: presence and meeting schedules are hosted with the vendor.
- Designed first for rooms and desks: equipment, vehicles or shared gear falls outside the natural pricing frame.
When Clearooms remains a good choice
For a small, fully cloud-based team that wants to book a few rooms and flex-office desks without hosting anything, Clearooms' simplicity is a real argument.
Migrating from Clearooms
-
Step 1
List your billed resources (rooms, desks): each becomes a Zimbra/CalDAV calendar, including those you had not connected for cost reasons.
-
Step 2
Flex office is modelled the same way: a desk is a bookable calendar, exactly like a room.
-
Step 3
The invoice changes its base: it follows your users and administrators, no longer your resource inventory.
Your bookings stay with you
Schedules, attendees and bookings live in your Zimbra/CalDAV calendars and on your workstations — not with the vendor, not in a foreign cloud subject to extraterritorial laws.
The network goes down, your bookings don't
The licence is a signed certificate verified locally: the app keeps working without a connection, network outage included.
A lean, auditable client
No trackers, no embedded analytics, no CDN: what the app does can be verified — nothing has to be taken on faith.