VK — Meeting Room Booking System

The Challenge — What was broken in meeting room booking

In VK offices, meeting rooms could be booked only through the company’s intranet — an internal platform with various tools for employees.

The booking feature, however, was hard to find and caused multiple pain points:

• Hidden navigation — the booking function was buried deep inside the intranet.
• High support load — difficulty finding and using the system led to frequent support tickets.
• Unclear room location — in large, multi-floor offices, maps didn’t always clearly indicate where a room was or what it looked like.
• Unreleased bookings — rooms remained reserved when meetings were canceled without updating the booking.

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My Role & Goals

What I set out to fix and why

I was tasked with designing a tablet interface to be installed at the entrance of each meeting room, enabling employees to quickly and easily book a room on the spot.

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‍While shaping the concept, I identified three key design criteria critical for success:

• Follow VK’s brand guidelines to ensure consistency with the company’s visual identity.
• Blend with the office interior so the device would feel like a natural part of the space.
• Make the room’s status visible from a distance to help employees instantly decide whether to approach it.

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The Design Journey

How I solved the booking problem

To address the challenges and meet the design criteria, I:

• Refined the booking confirmation feature by defining clear rules: confirm 15 minutes before or within 5 minutes after the meeting starts, otherwise the room becomes available again.
• Designed a fast, intuitive UI/UX for quick on-the-spot booking, reducing the steps needed to reserve a room.
• Developed color-coded status indicators visible from a distance, carefully selecting hues to fit VK’s brand identity and office interior.
• Built and tested interactive prototypes in Figma, identified a touch accuracy issue, and resolved it by enlarging the tap area.
• Oversaw implementation, ensuring accurate use of VK’s design system and faithful delivery of the intended UI.

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The Impact

What changed after launch

In the office

• Deployed in approximately 200 meeting rooms across VK’s largest offices.
• On-site tablet booking became more popular than the website, making the process faster and more convenient for employees.

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On the screen

• Noticeable drop in support tickets related to booking issues, as the new interface was easier to find and use.
• Positive feedback from employees, praising the clarity, speed, and convenience of the system.