Managing rooms, halls, vehicle fleets and other resources sounds easy - until you have to do it yourself.
Telephone enquiries, Excel lists, double bookings, paper forms, queries and complicated coordination are still part of everyday life in many organisations.
This not only costs time, but also money, nerves and lost revenue for the future.
But there is a much simpler and more modern way: with a centralised, digital booking system.
The biggest challenges in space management
for enquiries, confirmations and changes of dates
about free times or capacity utilisation
or vacant rooms
and scattered information
that can be reconciled - but no centralised solution
Citizens and clubs due to long waiting times
Many municipalities, companies and associations are struggling with the same problems
Time is lost, revenue is not generated,
capacities remain 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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Coordinate appointments
-
Answering emails
➡ with 500 bookings per year → around 83 hours of work
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Rooms remain empty even though there is demand
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Nobody sees free times
➡ 10% better utilisation often brings €4,000-6,000 per year
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Paper, printing, folders, toner, maintenance
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Personnel costs
➡ Up to €175 per year for paper & printing alone
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Long response times
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Unclear responsibilities
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Dissatisfied citizens or associations due to lack of feedback
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Multiple - partly outdated - calendar statuses
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No transparency for all parties involved
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No traceability
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Data by e-mail or 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 is time for the essentials: Meetings, projects and good service - efficient, transparent and modern.
A modern booking system like SaaS.de combines all processes in one platform:
✔ Rooms, halls and resources can be booked online
✔ Booking plan with real-time availability
✔ Automatic confirmation & conflict detection
✔ Calendar synchronisation (Outlook, Google, Apple)
✔ Role-based rights and user management
✔ Transparent history - audit-proof
✔ Comprehensive billing that can also be integrated via API
✔ Can be used on PC, tablet or smartphone
Result: less effort, full transparency, better utilisation
Billing included - can be integrated with other management programmes
Organisations that rent out rooms can bill directly in the system
✔ S tore prices & tariffs
✔ Create invoices automatically
✔ Export for accounting (API)
✔ Fewer errors & less rework
This is an enormous advantage, especially for local authorities and clubs , as it eliminates the need for manual recalculation:
- Manual recalculation
- Excel price lists
- Paper receipts
- Forgotten payments
And best of all:
SaaS.de can be operated flexibly 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 use is also possible.
All data is stored exclusively in Germany.
SaaS.de is a product of Egotec AG, certified according to ISO/IEC 27001:2022 and guarantees the highest standards of information security, data protection and compliance.
Security - Made in Germany.
Concrete savings - in black and white
700,000 bookings have already been successfully processed via SaaS.de
✔ 7 ,000,000 minutes of time saved
= 116,667 hours
= over 19 years of administration time
✔ > 2.9 million in cost savings
(calculated with a staff hourly rate of just €25)
✔ > 2,100,000 pages of paper saved
= 10,500 kg CO₂
= as much CO₂ as 850 trees bind in one year
Digital saves - measurably, permanently and sustainably.
SaaS.de in practice: the city of Freiburg as an example
The city of Freiburg already manages all school and sports halls digitally.
Clubs, schools and citizens can see what is available around the clock - and book immediately.
✔ Less telephone work
✔ Less paper
✔ Full capacity utilisation
✔ Transparent processes
✔ Automated processes
A modern solution (here on-premises) - data protection-compliant, user-friendly and ready for immediate use.
How this works in reality
Would you like to see how digital booking systems can make your day-to-day work easier?
Then we cordially invite you to our webinar.
📅 Dates in November:
✔ 1 0.11.2025 - 14:00 - 15:00
✔ 1 7.11.2025 - 14:00 - 15:00
✔ 24. 11.2025 - 14:00 - 15:00
💡 Live, free of charge, with practical part and Q&A session
🔗 More information about the webinar
Conclusion
Conclusion
A digital booking system is no longer a luxury, but saves measurable effort every day:
✔ Less administrative work
✔ Better capacity utilisation and revenue
✔ Clean billing
✔ Real-time transparency for all users
✔ more sustainable and paperless
✔ S ecure and data protection-compliant