A meeting room booking where nobody shows up, leaving the room occupied on the calendar but physically empty and unavailable to others.
Ghost meetings are one of the most common sources of wasted meeting room capacity. Someone books a room, the meeting gets cancelled or moved, but nobody releases the booking. The room shows as unavailable in the system while sitting completely empty. Studies suggest that 30-40% of meeting room bookings become ghost meetings in offices without enforcement.
The impact compounds quickly. If you have 10 meeting rooms and 35% are ghost-booked at any given time, you effectively have only 6.5 usable rooms. Teams complain about room shortages while rooms sit empty behind locked calendar entries.
The standard solution is check-in verification. If nobody confirms their presence within the first 5-15 minutes, the system automatically releases the room. This simple policy can recover 20-30% of meeting room capacity overnight.
The process of reserving meeting rooms, conference spaces, or other shared rooms through a booking system to prevent conflicts and maximise usage.
The percentage of bookings where the person who reserved a resource does not show up or check in, wasting the reserved capacity.
A process requiring people to confirm their physical presence at a booked resource, typically within a set time window, or the booking is automatically released.
A situation where two or more people attempt to reserve the same resource for overlapping time periods, requiring detection and resolution.