Naestved Municipality was looking for a solution for managing their resources and meeting activities. Their problem was time-consuming business processes, lack of oversight, large number of delivery errors, and heavy workload with manual internal billing.

With proNestor Booking (PNB) they save time and a lot of money - up to 10 minutes per meeting distributed among all departments involved. Workflow for resource and meeting booking is simplified for all parties. Delivery errors are minimized. Internal billing is automated.

proNestor Booking is fully integrated with Microsoft Outlook and has the same simple interface. It is extremely easy to use. Booking of meetings are today done in one step instead of two or three in the past – it is also greatly simplified and far less time consuming.

Flemming Moes, System Administrator for proNestor Booking, Naestved Municipality

With enhanced corporate focus on efficiency, employee satisfaction, cost and error minimization the requirement for optimization of companies' internal systems is more relevant than ever.

proNestor Booking simplifies workflow for booking of meetings and resources. In an efficient, convenient and obvious way, it is possible to book, prepare, hold and settle in meetings with associated rooms, AV equipment, catering etc.

All parties involved achieve optimum utilization of time and resources.

proNestor Booking supports multiple location scenarios. Meeting information can be displayed on screens for instance in the reception area and out side meeting rooms. Electronic guest registration with print of guest badges is also possible.

PNB works via the web browser and is also a fully integrated part of Microsoft Outlook with the same simple interface.

PNB can be installed on the client's own servers or delivered as a hosted solution (cloud computing, software as a service, software plus service).

The meeting organizer can directly from his Outlook calendar appointment search, filter and view available meeting rooms and also book AV equipment, catering services etc. all in one step.

If the appointment is changed (also through repetition / recurrence and copying), the ordering of the associated meeting resources will change accordingly.

Before PNB was implemented at Naestved Municipality, meeting organizers were forced to use several different systems to book meetings and resources. The canteen, internal service department, reception desk and financial department also needed a more efficient and cost effective tool for their tasks in the booking process.

With proNestor Booking all involved parties in the booking process save between 3 and 10 minutes per meeting booking because of proNestor Bookings optimized workflow.

With PNB the relevant departments of Naestved Municipality are now able to achieve the following:  

• Various reports of the day's meetings, resources and activity in the various meeting rooms.

• Overview of the day's catering orders and where the orders should be delivered.

• Overview of the day's sales of catering items allocated by type of meeting, departments, projects etc.

Prior to PNB the canteen received orders by notes and mail which gave them huge administrative workload.

Today the canteen receives reports from PNB which give them an easy overview of the day’s orders. With PNB they save approx. 2 hours daily.

Reporting and transfer of economic data from proNestor Booking has been streamlined, and thereby save Naestved Municipality approx. 18 hours per. months on internal billing in the financial department.

Meetings with only meeting rooms booked

Saving is three minutes per meeting for the meeting organizer.

Naestved Municipality book around 900 meetings per month.

Total time saved per month is 45 hours.

Meetings with both meeting rooms and catering booked

Saving is approx. 11 minutes per meeting. Meeting organizer saves 7 minutes, canteen saves 3 minutes, and the financial department saves 1 minute per meeting.

Naestved Municipality book around 1,100 meetings per month.

Total time saved per month is 192 hours.

Total savings

237 hours per month, representing USD 10,800 by an hourly rate of USD 45