Managing rooms, halls, vehicle fleets and other resources sounds simple – until you have to do it yourself.
Telephone enquiries, Excel spreadsheets, double bookings, paper forms, follow-up queries and complicated coordination are still part of everyday life in many organisations.
This not only costs time, but also money, causes stress and results in lost future revenue.
But there’s a much simpler and more modern way: with a centralised, digital booking system.
The biggest challenges in space management
for enquiries, confirmations and changes to appointments
regarding availability or capacity utilisation
or empty rooms
and scattered information
which need to be reconciled – but there is no one-size-fits-all solution
Citizens and organisations due to long waiting times
Many local authorities, businesses and organisations are grappling with the same problems
Time is wasted, revenue is not generated,
capacity remains unused – every day.
What many people don’t even realise today: the invisible losses
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Approx. 10 minutes per booking
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Arrange appointments
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Replying to emails
➡ with 500 bookings per year → around 83 hours’ work
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Premises remain empty, even though there is demand
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Nobody can see the available slots
➡ A 10% improvement in capacity utilisation often brings in €4,000–6,000 per year
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Paper, printing, files, toner, maintenance
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Staff costs
➡ up to €175 a year on paper and printing alone
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Long response times
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Unclear responsibilities
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Dissatisfied members of the public or organisations due to a lack of feedback
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Several – in some cases out-of-date – calendar entries
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No transparency for all parties involved
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No traceability
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Data by email or on paper
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Lack of documentation
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GDPR challenges
The solution: Everything in one system – centralised, simple, automated
Instead of paperwork, there’s time for what really matters: interactions, projects and good service – efficient, transparent and modern.
A modern booking system such as SaaS.de brings all processes together on a single platform:
✔ Rooms , halls and resources bookable online
✔ Booking calendar with real-time availability
✔ Automatic confirmation & conflict detection
✔ Calendar synchronisation (Outlook, Google, Apple)
✔ Role-based access rights and user management
✔ Transparent history – audit-proof
✔ Comprehensive billing, which can also be integrated via API
✔ Can be used on a PC, tablet or smartphone
Result: less effort, full transparency, better capacity utilisation
Billing included – can be integrated with other management programmes
Organisations that let out rooms can manage billing directly within the system:
✔ Set prices and rates
✔ Generate invoices automatically
✔ Export data for accounting (API)
✔ Fewer errors & less rework
This is a huge advantage, particularly for local authorities and clubs , as it eliminates the need for:
- Manual recalculation
- Excel price lists
- Paper receipts
- Missed payments
And best of all:
SaaS.de can be flexibly operated as a cloud solution or on-premises.
The cloud version is ready to go straight away and requires no installation.
For organisations that prefer local operation, on-premises deployment is also possible.
All data is stored exclusively in Germany.
SaaS.de is a product of Egotec AG, certified to ISO/IEC 27001:2022, and guarantees the highest standards in information security, data protection and compliance.
Security – Made in Germany.
Tangible savings – in black and white
700,000 bookings have already been successfully processed via SaaS.de
✔ 7 ,000,000 minutes saved
= 116,667 hours
= over 19 years of administrative time
✔ > €2.9 million in cost savings
(calculated using a staff hourly rate of just €25)
✔ > 2,100,000 pages of paper saved
= 10,500 kg of CO₂
= as much CO₂ as 850 trees absorb in a year
Going digital saves money – measurably, permanently and sustainably.
SaaS.de in practice: the case of the City of Freiburg
The City of Freiburg already manages all its school and sports halls digitally.
Clubs, schools and residents can see what’s available around the clock – and book straight away.
✔ Less time spent on the phone
✔ less paperwork
✔ full utilisation
✔ transparent processes
✔ Automated processes
A modern solution (in this case, on-premises) – compliant with data protection regulations, user-friendly and ready for immediate use.
How this works in practice
Conclusion
Conclusion
A digital booking system is no longer a luxury; it delivers measurable time savings every day:
✔ less administrative work
✔ better capacity utilisation and revenue
✔ accurate billing
✔ real-time transparency for all users
✔ more sustainable and paperless
✔ Secure and compliant with data protection regulations