Make Enterprise Promotion Site

The challenge

The company grew fast, and with growth came a familiar pain: meeting rooms booked but never used.

As the organization scaled, room allocation became an operational bottleneck. Some rooms were also converted to permanent team use, shrinking availability further. The result: rooms that show as busy in the calendar but sit empty in practice - "ghost rooms" - while other employees hunt for a place to meet.

18 ghost rooms per day on average, 25% of all daily bookings

72 bookings per day on average

33 rooms monitored, but 10 specific rooms are the most in demand, which is what made the bottleneck so painful

This wasn't a general shortage of rooms. It was that a quarter of bookings were "dead" while the rooms stayed occupied on paper. When it's the 10 popular rooms, even a quarter of ghost bookings creates a constant queue.

The approach

A Slack bot that runs automatically every morning, sends each meeting organizer a personalized reminder of the rooms they booked for that day, and lets them release the rooms they don't need with a single click.

The thinking behind it: instead of building a new system, we connected the three systems the client already uses - Zoom Rooms, Google Calendar, and Slack - into one scenario that handles the entire flow.

01 · MORNING

One consolidated message per person. An organizer with 3 meetings gets one message with 3 lines, not three pings.

02 · ONE CLICK

"Release Room" frees the room automatically in Google Calendar. The meeting itself stays; only the room allocation is dropped.

03 · SAFE DEFAULT

No response means the room is kept as-is. No one loses a room through simple inattention.

How we built the logic

Inside the scenario

This isn't a simple webhook. It's a full business process with real logic.

Three synchronized integrations

Zoom Rooms Pulls the list of monitored rooms. Not every room is included; there's a dedicated list.
Google Calendar Pulls the day's events, identifies the organizer, and performs the actual room release.
Slack Sends the daily message and captures the user's button click.

Business logic that isn't trivial

Seniority-based routing. If the organizer is a C-level executive, the message goes to their Executive Assistant instead of directly to them. The manager-to-EA mapping lives inside the scenario itself.
Monitored-room mapping. Not all rooms are included. A dedicated list is managed inside the scenario, and rooms not on it are ignored.
Daily per-person consolidation. Someone with several bookings in a day gets one unified message, not one per booking.
Timezone awareness. Each user receives the message in their own timezone.
Safe default. There's no "confirm room" button. No response means the room stays, so no one loses a room by not paying attention.

Fully interactive inside Slack: the user never leaves. No external app to install, no separate system to log into. One button, one action in the calendar.

Why this couldn't be built easily any other way

Simple trigger-action tools break here

Three coordinated integrations, conditional logic (C-level detection, EA mapping, timezone, consolidating bookings per person), and state to maintain, all beyond the scope of basic point-to-point automation.

Pure code means constant maintenance

Every change to the monitored-room list, the EA list, or the routing logic would need a deployment. In Make Enterprise, changes happen in a visual builder, with no deployment.

The data is sensitive

Who's in which meeting, who the organizers are, who the executives' EAs are. Make Enterprise keeps the data inside the client's own environment, with no third-party intermediary.

The results

78% release rate. 14 rooms freed automatically each day out of 18 ghost rooms on average. In daily terms, 19% of all bookings are cancelled ahead of time and freed again for other employees.

33 rooms, 49 active users. The bot sends its morning message to an average of 49 different users a day across 33 rooms. Stable in production since January 2026.

A behavioral change, not just a number. Once organizers know a daily question is coming, they think twice before a speculative booking. The scenario doesn't just free rooms; it encourages responsible stewardship of shared resources.

Why Make Enterprise

Security-first. The data stays in the client's environment, never exposed to third-party servers.

Visual building. Logic changes (room list, EAs, routing rules) happen in the builder, with no deployment.

Three integrations in one scenario. Instead of three separate tools coordinated by hand, everything lives in one object you can maintain.

Built to last. Office Management or IT can update the monitored list, the EAs, and the hours, with no dependency on a developer.

Reclaiming meeting rooms with Slack-native automation

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