Techniques are presented herein for scheduling meeting rooms for participants by a server in communication with user devices. The server receives a meeting trigger signifying a necessity for scheduling of a meeting. The server then determines that a meeting room is needed for the meeting. After determining that a meeting room is needed, the server queries the plurality of meeting rooms located within a proximity of the first user for characteristics of the meeting rooms. The server then filters a subset of the plurality of meeting rooms based on a set of constraints for the meeting. Any rooms whose characteristics do not meet the constraints are filtered out of the plurality of meeting rooms. The subset of the plurality of meeting rooms are then sorted based on their usage state. The server then reserves one of the meeting rooms from the subset for the meeting between the participants.