The short version
- The Meeting Room Dashboard (or EA Dashboard) gives one person a single screen for every room booking they manage, across every office
- Filter rooms by location and capacity, and a close match list surfaces near-miss rooms when the exact time or size is not available
- Book on behalf of executives in seconds; rooms you do not control go in as pending for the local owner to approve
- Every booking syncs automatically to the Outlook calendar, so the diary stays the source of truth
If you manage the calendars of busy people, meeting rooms are where the time goes. One board meeting across three cities means three room searches, three booking systems or mailbox calendars, three chances for a double booking, and a morning gone. The Meeting Room Dashboard, which our EA users simply call the EA Dashboard, exists to collapse that into one screen.
Here is our founder Chris Burke walking through it in three minutes:
What the walkthrough shows
The scenario in the video is the real one: a board meeting that needs rooms lined up in New York, San Francisco and Melbourne at the same time. From the dashboard’s meeting room view, you skip forward to the meeting date, select the locations you care about, and see every available room across those offices at once.
Two filters do the heavy lifting. A capacity filter narrows the list to rooms that seat your group, and a close match section at the bottom shows rooms that nearly fit, where the time slot or capacity is slightly off. That close match list is the detail EAs tell us matters: when the perfect room does not exist, you want the next best option in front of you, not another search.
Booking on behalf, and what happens when the room is not yours
Booking each room takes a name and a save. In the video, the Melbourne and New York rooms are managed by the person booking, so they confirm instantly and appear in the bookings list at the bottom of the screen, which shows everything booked by you in one place.
The San Francisco room belongs to a colleague. The booking still goes in from the same screen, but it shows as pending until the person who looks after that room approves it. Nothing gets silently taken from a local team; the request is simply queued where they can see it.
Every booking, confirmed or pending, updates the Outlook calendar automatically, so the executives you support see the right rooms against the right meetings without anyone re-typing anything. It works alongside room scheduling features like auto-release, which quietly deals with the ghost meetings that plague shared calendars.
Who this is for
The dashboard earns its keep for anyone booking space on behalf of others: executive assistants running global diaries, office managers who own the rooms for a whole floor, and team coordinators lining up recurring meetings across sites. If that is one person in your business, this is the screen they will live in.
It is one part of HybridHero’s meeting room management software, which sits on the same platform as desk booking, visitor management and parking. If you are still comparing tools, our ranking of the 15 best meeting room booking systems covers the whole market honestly.
Frequently asked questions
Can one person manage rooms across different time zones?
Yes. The video shows exactly that: rooms in New York, San Francisco and Melbourne booked from one screen, filtered by location, for the same board meeting.
What happens if I book a room another office manages?
The booking goes in as pending and the person responsible for that room approves it. You can see its status alongside your confirmed bookings.
Does it work with Outlook?
Yes. Bookings made in the dashboard update the Outlook calendar automatically.