Last fact-check: 2026-09-09. Independent review based on official vendor documentation; no hands-on test is claimed.

Verdict

Clearooms is an office workspace, meeting room, and desk management software platform developed by Clearooms Limited in the United Kingdom [https://clearooms.com/]. It provides tools for hybrid workplace management, including hot desk booking, meeting room scheduling, door display apps, visitor sign-in, and car park management [https://clearooms.com/features].

For commercial cleaning companies, trade contractors, and field service cleaning operators, an upfront clarification is critical: Clearooms is not a field service management, cleaning job scheduling, or janitorial dispatch software. It does not contain field service shift rotas, mobile job checklists for cleaning crews, client invoicing tools, or chemical inventory tracking [https://clearooms.com/features]. Unverified market assumptions that Clearooms simplifies field cleaning jobs or generates client invoices are incorrect based on the official product documentation [https://clearooms.com/].

However, Clearooms is a valuable operational tool for facilities management teams, in-house cleaning departments, and contracted site managers who operate within corporate offices, healthcare facilities, and educational campuses [https://clearooms.com/]. Specifically, Clearooms provides live occupancy visibility via display apps and includes a "Meeting Room Services" module that captures room layout and catering requirements [https://clearooms.com/features]. This allows facilities cleaning leads to coordinate room resets, sanitization routines, and turnover schedules based on real-time room status.

Evaluation Metric Corporate Facilities & In-House Cleaning Teams Independent Cleaning Contractors / Trade Buyers
Primary Use Case Managing room turnover, layout changes, and desk usage in hybrid offices Field job scheduling, cleaner dispatch, and client invoicing
Product Match High Match: Directly tracks room bookings, status, and service requests [https://clearooms.com/features] Poor Match: Lacks field service dispatch, job ticketing, or client billing [https://clearooms.com/features]
Pricing Structure Billed per managed desk, room, or parking bay (unlimited users) [https://clearooms.com/pricing] Not applicable for field crew management
Key Capability Real-time traffic light status on door consoles for room resets [https://clearooms.com/features] None for off-site customer job tracking

What the official documentation confirms

Official documentation from Clearooms Limited confirms that the platform is built from the ground up for hybrid workspace management across corporate, healthcare, and education sectors [https://clearooms.com/]. The software is accessed via a web portal and mobile applications for iOS and Android [https://clearooms.com/features].

+-------------------------------------------------------------------+
|                        CLEAROOMS PLATFORM                         |
+---------------------------------+---------------------------------+
|        Workspace Booking        |       Facilities & Services     |
+---------------------------------+---------------------------------+
| • Hot Desk & Floorplan Maps     | • Meeting Room Layout & Catering|
| • Meeting Room Scheduling       | • Live Door Console Display App |
| • Visitor Management & Sign-In  | • Paxton & Salto Access Control |
| • Car Park & EV Bay Reservation | • Utilization & Space Analytics |
+---------------------------------+---------------------------------+

Core Product Capabilities

  1. Hot Desk Booking & Interactive Floor Plans:

    • Interactive visual maps allow users to search and reserve hot desks [https://clearooms.com/features].
    • Smartbooking & AI Favourites: Automated desk discovery allows users to find desks near team members [https://clearooms.com/].
    • Desk Lock & Social Distancing: Administrators can lock out specific desks for dedicated staff or enforce distance spacing rules [https://clearooms.com/features].
    • Team Spaces: Specific desk zones can be assigned to designated departments [https://clearooms.com/features].

  2. Meeting Room Booking & Door Display App:

    • Centralized meeting room scheduling integrated with corporate calendar platforms [https://clearooms.com/product/integrations].
    • Tablet Display App: Runs on device-agnostic tablets (iOS, Android, or Windows) mounted on meeting room doors, showing a clear traffic-light status (Green = Free, Red = Occupied) [https://clearooms.com/features].
    • Touchless & On-the-Fly Booking: Users can scan QR codes via mobile phones to confirm check-ins or book empty rooms on the spot [https://clearooms.com/features].
    • Auto-Release Logic: Rooms are automatically released for re-booking if attendees do not check in within a defined timeframe, preventing wasted space [https://clearooms.com/features].
    • Privacy Mode & Eco Mode: Sensitive meeting titles can be masked, and displays can be powered down automatically outside office hours [https://clearooms.com/features].

  3. Meeting Room Services (Catering & Configuration):

    • Clearooms includes a dedicated Meeting Room Services feature [https://clearooms.com/].
    • When users schedule a room, they can submit specific requests for room configuration (e.g., boardroom, theatre, or classroom setups) and catering needs [https://clearooms.com/].
    • Facilities staff and site cleaning leads can review these requests to ensure rooms are cleaned, sanitized, and configured prior to start times [https://clearooms.com/].

  4. Visitor Management:

    • A complete visitor sign-in system that logs guests arriving at reception [https://clearooms.com/features].
    • Visitor parking space allocation can be included automatically alongside meeting invitations [https://clearooms.com/pricing].

  5. Car Park Management:

    • Integrated parking space booking allowing employees and contractors to reserve bays alongside desks [https://clearooms.com/pricing].
    • Supports specialized bay management, including Blue Badge (disabled), Electric Vehicle (EV) charging stations, contractor permits, and visitor parking [https://clearooms.com/pricing].

Pricing and total-cost questions

Clearooms operates on an itemized pay-as-you-use pricing structure [https://clearooms.com/pricing]. Unlike conventional B2B SaaS platforms that charge per user license, Clearooms charges only for the physical resources added to your floor plan—desks, meeting rooms, and parking bays [https://clearooms.com/pricing]. This means an organization can invite an unlimited number of employees or facilities cleaning staff to access the platform without increasing software licensing fees [https://clearooms.com/pricing].

+-------------------------------------------------------------------+
|                    CLEAROOMS PRICING STRUCTURE                    |
+-------------------------------------------------------------------+
|  • Billed per physical desk, room, or parking bay managed         |
|  • Unlimited user accounts on all tiers                           |
|  • Rolling monthly commitment (cancel anytime, no minimum term)   |
|  • 10% discount applied to annual billing                         |
|  • 30-day full-feature free trial (no credit card required)      |
+-------------------------------------------------------------------+

Confirmed Price Tiers (Billed Monthly vs. Annual)

Documentation confirms pricing in multiple currencies, including GBP (£), USD ($), and EUR (€) [https://clearooms.com/pricing]:

1. Desk Booking Pricing Tiers

Tier Band Number of Desks Monthly Billing (GBP) Annual Billing (GBP/mo equivalent)
Plan 1 1 – 19 Desks £66.00 / month £60.00 / month
Plan 2 20 – 49 Desks £105.00 / month £95.00 / month
Plan 3 50 – 99 Desks £171.00 / month £155.00 / month
Plan 4 100 – 199 Desks £303.00 / month £275.00 / month
Plan 5 200 – 299 Desks £473.00 / month £430.00 / month
Plan 6 300 – 399 Desks £748.00 / month £680.00 / month
Plan 7 400 – 499 Desks £1,155.00 / month £1,050.00 / month
Enterprise 500+ Desks Contact Sales Contact Sales

2. Meeting Room Pricing Tiers

Meeting rooms are charged on a flat rate per room per month [https://clearooms.com/pricing]:

Tier Band Number of Rooms Monthly Billing (GBP/room) Annual Billing (GBP/room/mo)
Tier 1 1 – 9 Rooms £11.00 / room / month £10.00 / room / month
Tier 2 10 – 29 Rooms £10.00 / room / month £9.00 / room / month
Tier 3 30 – 74 Rooms £9.00 / room / month £8.00 / room / month
Tier 4 75 – 149 Rooms £8.00 / room / month £7.00 / room / month
Tier 5 150 – 299 Rooms £7.00 / room / month £6.00 / room / month

3. Parking Space Pricing Tiers

Parking spaces follow the same plan bands as desks (Plan 1 for 1–19 bays is £66/mo monthly or £60/mo annually) [https://clearooms.com/pricing].

Total Cost Verification Questions for Sales Demos

  1. Does our quote include all hardware mounts and tablet power configurations for room display apps, or is hardware acquired separately? [https://clearooms.com/features]
  2. If our facilities team adds or removes meeting rooms mid-month, how quickly does pro-rata billing update on our account statement? [https://clearooms.com/pricing]
  3. Are custom floor plan creation or update requests beyond the initial 48-hour draft subject to separate design fees? [https://clearooms.com/pricing]

Workflow and integrations

Clearooms connects directly into enterprise identity, calendar, and access control infrastructure [https://clearooms.com/product/integrations]. Crucially, Clearooms documentation confirms that all integrations are included as standard across every plan without gated enterprise upgrades [https://clearooms.com/product/integrations].

+-------------------------------------------------------------------+
|                     CLEAROOMS INTEGRATION HUB                     |
+-------------------------------------------------------------------+
| Identity & SSO     | Microsoft Entra ID, Google, Okta, JumpCloud  |
| Calendar & Teams   | Outlook / Office 365, Google Calendar, Teams |
| Access Control     | Paxton Access, Salto Systems Door Locks      |
| Messaging & Alert  | Slack (Low-battery alerts, check-in reminders)|
| Custom & Workflow  | Zapier (6,000+ apps), Open REST API          |
+-------------------------------------------------------------------+

Identity and Single Sign-On (SSO)

Clearooms supports SSO and automated SCIM user provisioning [https://clearooms.com/product/integrations]:

  • Microsoft Azure Active Directory (Entra ID): Automatic sync of employee lifecycle and credentials [https://clearooms.com/product/integrations].
  • Google Workspace: Direct authentication for Google-based organizations [https://clearooms.com/product/integrations].
  • Okta, OneLogin, JumpCloud, & Microsoft AD FS: Comprehensive support for cloud and on-premises identity providers [https://clearooms.com/product/integrations].

Workspace & Communication Platforms

  • Microsoft Outlook & Office 365: Two-way synchronization ensures desk and meeting room reservations reflect instantly in Outlook calendars and resource mailboxes [https://clearooms.com/product/integrations].
  • Microsoft Teams: Allows users to view floor plans, reserve desks, and receive booking notifications directly inside the Teams application [https://clearooms.com/product/integrations].
  • Slack: Sends check-in reminders, in-office statuses, and system warnings (such as low-battery alerts for room display consoles) directly to Slack channels [https://clearooms.com/features].

Physical Access Control

  • Paxton Access & Salto Systems: Integrates physical building access with workspace bookings [https://clearooms.com/product/integrations]. When an employee or contractor holds a valid Clearooms reservation, the access control integration grants door access automatically upon arrival [https://clearooms.com/product/integrations].

Custom Integration & API

  • Zapier: Connects Clearooms events to over 6,000 external applications [https://clearooms.com/product/integrations].
  • REST API: Fully documented open API available on all plans, allowing custom data extraction into facility management dashboards or maintenance reporting tools [https://clearooms.com/product/integrations].

Implementation and support

Implementing Clearooms is designed to be completed in minutes for standard office environments [https://clearooms.com/features].

+-------------------------------------------------------------------+
|                    ONBOARDING & SETUP WORKFLOW                    |
+-------------------------------------------------------------------+
|  Step 1: Register Account & Name Office Location                  |
|  Step 2: Upload Office Floorplan (or submit for 48hr draft)       |
|  Step 3: Define Bookable Desks, Rooms, and Parking Bays           |
|  Step 4: Configure Calendar Sync, SSO & Door Display Tablets      |
|  Step 5: Invite Employees & Facilities Servicing Staff            |
+-------------------------------------------------------------------+

Implementation Milestones

  1. Floor Plan Setup:

    • Organizations can upload existing office floor plan graphics [https://clearooms.com/features].
    • Clearooms provides a dedicated Floor Plan Creation Service, offering a 48-hour turnaround for the first floor plan draft [https://clearooms.com/].

  2. Display Hardware Selection:

    • Clearooms is device-agnostic [https://clearooms.com/features]. Organizations can repurpose existing iOS, Android, or Windows tablet hardware to serve as door display consoles rather than purchasing expensive proprietary screens [https://clearooms.com/features].

  3. User Onboarding:

    • Administrators configure SSO/SCIM for automated user provisioning or invite staff directly via email [https://clearooms.com/product/integrations].

Support & Framework Accreditation

  • UK Government G-Cloud Accredited: Clearooms is an accredited supplier on the UK Government’s Digital Marketplace framework, confirming compliance with public sector procurement standards [https://clearooms.com/product/integrations].
  • Support & Location: Clearooms Limited operates from Huddersfield, UK, providing responsive customer support and onboarding assistance [https://clearooms.com/].

Security and privacy questions

As a cloud platform hosting employee schedules, visitor records, and workplace occupancy data, security and data privacy are core structural considerations [https://clearooms.com/privacy-policy].

+-------------------------------------------------------------------+
|                   SECURITY & PRIVACY ARCHITECTURE                 |
+-------------------------------------------------------------------+
|  • Hosting Infrastructure: Amazon Web Services (AWS)             |
|  • Regulatory Compliance: UK GDPR / EU GDPR                       |
|  • Security Controls: Privacy Mode, SSO, SCIM Provisioning        |
|  • Privacy Governance: Data Privacy Manager (DPM) Oversight       |
+-------------------------------------------------------------------+

Confirmed Security & Data Handling Standards

  • Data Hosting: Hosted on Amazon Web Services (AWS) infrastructure [https://clearooms.com/clearooms-user-terms].
  • Data Controller vs. Data Processor: Clearooms Limited acts as a data controller for direct account credentials and as a data processor for employee and hot-desking data uploaded by client organizations [https://clearooms.com/privacy-policy].
  • Data Retention Policies: Transaction and billing records are retained for six years following the end of the relevant tax year to comply with statutory accounting requirements [https://clearooms.com/privacy-policy].
  • Data Privacy Governance: Clearooms maintains a dedicated Data Privacy Manager (DPM). Formal data privacy inquiries or subject access requests can be directed to privacy@clearooms.com or via postal mail to Clearooms Limited, Abacus House, Pennine Business Park, Longbow Close, Huddersfield, HD2 1GQ, England [https://clearooms.com/privacy-policy].
  • Display Privacy: The Display App includes a built-in "Privacy Mode" that prevents sensitive meeting titles or guest names from being displayed publicly on hallway screens [https://clearooms.com/features].

Limitations and who should not buy

To avoid misaligned software procurement, trade buyers and cleaning contractors must recognize the strict operational boundaries of Clearooms [https://clearooms.com/features].

+-------------------------------------------------------------------+
|                     PRODUCT BOUNDARY CHECKLIST                    |
+-------------------------------------------------------------------+
|  [YES] Office Desk & Hot Desk Booking                             |
|  [YES] Meeting Room Scheduling & Door Displays                    |
|  [YES] Room Layout & Catering Requests (Meeting Room Services)    |
|  [YES] Visitor Sign-In & Parking Bay Reservations                 |
|  [NO]  Field Cleaning Crew Scheduling or Shift Rotas              |
|  [NO]  Mobile Job Completion Checklists for Cleaners              |
|  [NO]  Client Invoicing, Payment Links, or Quote Generation         |
|  [NO]  Chemical Inventory or Cleaning Asset Tracking              |
+-------------------------------------------------------------------+

Who Should Not Buy Clearooms

  1. Independent Commercial Cleaning Contractors:

    • If you run an external commercial cleaning agency servicing multiple client locations, Clearooms will not manage your field crews, track employee clock-ins via GPS, or send invoices to clients [https://clearooms.com/features]. You require dedicated field service management software.

  2. Residential & Maid Service Businesses:

    • Residential cleaning providers requiring route optimization, job pricing calculators, and consumer credit card processing cannot use Clearooms, as it lacks all consumer billing and dispatch capabilities [https://clearooms.com/pricing].

  3. Facilities Teams Requiring Maintenance Ticketing:

    • Organizations seeking a full Computerized Maintenance Management System (CMMS) to log work orders, repair assets, or track chemical supplies will find Clearooms limited strictly to space booking and room configuration requests [https://clearooms.com/features].

Alternatives to evaluate

When evaluating B2B software, cleaning trade buyers and facilities teams must match their core operational requirement against the correct software category:

+-------------------------------------------------------------------+
|                     SOFTWARE CATEGORY MAP                         |
+-------------------------------------------------------------------+
| Requirement: Office Space & Desk Booking                         |
| Category: Workplace Management Software                           |
| Examples: Clearooms, Hybrid Workplace Platforms                   |
+-------------------------------------------------------------------+
| Requirement: Field Cleaning Dispatch & Client Billing            |
| Category: Trade & Field Service Management (FSM)                  |
| Examples: Cleaning Business Software, Trade Scheduling Apps       |
+-------------------------------------------------------------------+
| Requirement: Equipment Maintenance & Work Orders                 |
| Category: Computerized Maintenance Management (CMMS)              |
| Examples: Maintenance & Facilities Operations Systems             |
+-------------------------------------------------------------------+

  1. For Field Service Cleaning Contractors:

    • Category to evaluate: Cleaning Field Service Management (FSM) Software.
    • Key capabilities needed: Mobile job dispatch, cleaner GPS time tracking, client quoting, automated invoicing, customer portals, and job site checklists.

  2. For Corporate Facilities Cleaning Teams:

    • Category to evaluate: Hybrid Workplace & Space Planning Systems (such as Clearooms) [https://clearooms.com/].
    • Key capabilities needed: Visual floor plans, meeting room service requests, live door display apps, calendar synchronization, and space utilization reporting [https://clearooms.com/features].

  3. For Facility Maintenance & Asset Tracking:

    • Category to evaluate: CMMS / Enterprise Asset Management.
    • Key capabilities needed: Preventive maintenance scheduling, work order dispatch, inventory management, and vendor tracking.

FAQ

1. Is Clearooms software designed for managing commercial cleaning crews?

No. Clearooms is an office workspace management platform for hot desking, meeting room booking, visitor sign-in, and parking management [https://clearooms.com/]. It does not contain field service features such as cleaner rotas, job dispatch, mobile cleaning checklists, or client billing tools [https://clearooms.com/features].

2. How can cleaning and facilities teams use Clearooms effectively?

Facilities managers and in-house cleaning teams use Clearooms to view live room availability via door display tablets and track "Meeting Room Services" requests [https://clearooms.com/features]. This helps cleaning crews identify when meeting rooms are free for turnover, sanitization, or catering reset [https://clearooms.com/].

3. How does Clearooms charge for its software?

Clearooms charges based on the number of bookable desks, meeting rooms, and parking spaces added to your floor plan [https://clearooms.com/pricing]. User accounts are unlimited on all plans, and pricing is offered on a rolling monthly contract with no minimum term or setup fee [https://clearooms.com/pricing].

4. Can Clearooms automatically release meeting rooms if people don't show up?

Yes. Clearooms includes auto-release functionality [https://clearooms.com/features]. If attendees fail to check in at the room door display console within a pre-set timeframe, the reservation is canceled and the room is marked green (free) for others [https://clearooms.com/features].

5. Does Clearooms integrate with door access control systems?

Yes. Clearooms integrates natively with Paxton Access and Salto Systems [https://clearooms.com/product/integrations]. When an individual has a valid booking in Clearooms, access control doors automatically unlock upon their arrival [https://clearooms.com/product/integrations].

6. Does Clearooms generate client invoices or collect customer payments?

No. Clearooms does not generate customer invoices or process field service payments for cleaning jobs [https://clearooms.com/features]. It is billed directly to corporate workspace operators for space management [https://clearooms.com/pricing].

7. What hardware is required for the meeting room display app?

Clearooms is device-agnostic [https://clearooms.com/features]. You can run the Display App on standard iOS, Android, or Windows tablets mounted outside meeting room doors, eliminating the need for expensive proprietary hardware [https://clearooms.com/features].

Official next step

If you are a corporate facilities manager or site cleaning director evaluating workspace and meeting room management software, review the official documentation directly on the vendor portal:

Before completing your procurement evaluation, ask the Clearooms team:

  1. How can our facilities servicing team access real-time meeting room layout and catering requests submitted through the Meeting Room Services module? [https://clearooms.com/]
  2. Can Slack or Teams notifications be automatically routed to our cleaning supervisor channel when a meeting room is released early? [https://clearooms.com/product/integrations]
  3. What is the exact process for uploading custom floor plans during our 30-day trial? [https://clearooms.com/pricing]