Fewer phone-booking mix-ups and no-shows,
with online booking and next-day reminders.
'Do you have a room for 10 next Tuesday afternoon?' If every such call means checking the schedule and writing down details by hand, pencil.in lets clients see room capacity and availability and book themselves. A reminder email goes out automatically the day before.
No credit card. Ad-supported, completely free.
Sound familiar?
Misheard phone bookings
A misheard date, time or company name, and on the day the client says their booking isn't there.
No-shows and date mix-ups
The person who booked forgets the date, and the room sits empty while you turned others away.
Projectors and other equipment
The room is free, but the projector is in use in another room and nobody noticed until the day.
Can't answer 'Can we extend?' right away
Mid-meeting extension requests have to wait until you check whether the next booking clashes.
How it helps your operation
Room names that show capacity
Name rooms like 'Room A (10)' and clients can choose a room that fits their group.
Clients book without an account
Put the booking URL on your website. Clients book with a name and email and receive a confirmation.
Next-day reminders cut no-shows
The person who booked gets a reminder email automatically the day before.
Decide on extensions on the spot
Staff check the next booking on a phone and extend the end time in the dashboard. Overlaps can't be saved, so you're safe.
Example: a business with 3 rentable meeting rooms
Put capacity in each room name, and list portable equipment separately from the rooms.
What to register
- Room A (20)Category: meeting room. For seminars and training
- Room B (10)Category: meeting room
- Room C (4)Category: meeting room. For interviews and client meetings
- ProjectorCategory: equipment. Portable, usable in any room
Tip: Fixed equipment like a wall display only needs a mention in the room name. Make only portable equipment bookable.
Up and running in 3 steps
- 1
Sign in with Google
One operator account is all you need.
- 2
Add rooms and equipment
Pick the meeting room template, add capacity to each room name, and list equipment one per line.
- 3
Put the booking page on your site
Link your website's 'Book' button to the booking URL. A view-only URL works for availability checks.
Frequently asked questions
- What if a client asks to extend mid-meeting?
- Extend the booking's end time in the dashboard. If it would overlap the next booking it can't be saved, so you know right away whether it's possible.
- Can clients book equipment like projectors?
- Yes. List equipment as its own item and clients can book it along with a room. It can't be booked while in use elsewhere.
- Can it issue invoices or receipts?
- There's no invoicing or payments. Issue invoices and receipts with the tools you use today.
- Can all staff see the schedule?
- Yes, through the view-only URL or an iCal subscription. Changes are made from the admin account.
Replace booking calls with online booking.
Sign in with Google and add your rooms. Your booking page is ready.
Booking management for other industries
Rental spaces
Multi-purpose and photo studio bookings via share URL.
Coworking spaces
Meeting rooms, booths, and gear via a member share URL.
Rental salons
Seats, private rooms, and beds via share URL.
Gyms & sports facilities
Courts, fields, and gyms via share URL.
Rental kitchens
Cooking zones and equipment via share URL.
Rental gyms & studios
Training rooms and studios via share URL.
In/out boards
Who's where, on a share URL anyone can update.
Company cars
Vehicle bookings via share URL, alongside rooms.
Music studios
Rehearsal rooms, booths, and gear via share URL.
Clubrooms
Clubroom and gear booking that survives turnover.