Best Office Space Management Software Shortlist
Here’s the list of the best office space management tools that I’ll cover in this article, with detailed tool summaries below:
- 3. deskbird — Best office space management software for analyzing occupancy data to reduce overhead costs
- 9. Tango Space — Best office space management software for visualizing + maximizing office space utilization
In many ways, hybrid work represents the best of all worlds. Work from home when you need to focus. Pop into the office when you need to collaborate with the team. BUT, to make sure that hybrid work works you’ll need a little extra planning. The best office space management software systems automate the repetitive administrative tasks associated with a hybrid workspace to ensure the configuration remains a win/win for everyone.
Most office space management software provide the nitty gritty functionality like direct desk booking and meeting room booking. But the best space management software platforms go above and beyond to also provide valuable insight into space utilization; identifying underutilized spaces across your real estate portfolio and helping you repurpose them.
In this article, I’ll review the best office space management systems and their key functions. I’ll highlight their standout features, integrations, and pricing, to help you choose the best solution to suit your needs.
Selection Criteria
Wondering how I selected the best office space management software for this list? Here’s a summary of my evaluation criteria:
- User Interface (UI): I chose space management platforms with a modern, well-organized visual interface.
- Usability: I selected solutions that make it easy for employees to directly book meeting rooms and desks, and reschedule when necessary.
- Integrations: The best space management software solutions integrate with a variety of other platforms including calendars and email programs.
- Value for $: I picked office space management platforms that deliver piles of valuable features without breaking the bank.
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Overviews of the 10 Best Office Space Management Software
Here’s a brief description of each office space management software that showcases each tool’s best use case, their noteworthy features, and some pros & cons. I’ve also included screenshots to give you a snapshot of their user interface too.
Tactic
Best office space management software for collaboration between hybrid team members
Tactic encourages collaboration in hybrid workplaces by streamlining tasks like desk booking and meeting room booking.
Why I picked Tactic: It’s not always easy to gather all the members of your hybrid team in the same place at the same time. Tactic provides interactive maps that share information in real-time, allowing team members to see who is in the office, and book desks according to current availability. Meeting room bookings and desk bookings can also be conducted in advance. Their mobile app is available on iOS and Android, making it easy for employees to conduct self-serve bookings.
Tactic grants you access to in-depth data via analytics and reporting. You can pull reports on pandemic-related issues like vaccination status and office health logs, or items like desk and room utilization, visitor logs, and reservations by day or team.
Tactic Standout Features and Integrations
Features include office insights, visitor management, a mobile app, desk booking, meeting room booking, and interactive floor plans.
Integrations are extensive and include BambooHR, bob, Google Calendar, Gusto, Outlook, Okta, Rippling, SCIM 2.0, Slack, Workday, and Zoom.
Tactic Plans and Pricing
Pricing for Tactic begins at $2.50/desk/month and a 14-day free trial is available.
Pros
- Real-time booking data
- Links well to Microsoft 365
- Detailed interactive maps
Cons
- Available solely in English
Skedda
Best office space management for speed of implementation
Skedda is a mobile-friendly office space management software with custom, interactive floor plans.
Why I picked Skedda: Skedda’s customer assistance team is available 24-hours a day to help you implement their space management solution and start booking right away. You can access bookings via mobile or desktop with interactive maps that provide real-time availability data. Scheduling insights allow you to pull trends and forecast needs for the future as well.
Skedda’s cloud-based system allows you to set up rules and restrictions to dictate how and when users can book spaces. Things like visibility and booking length permissions can be configured according to what works for your hybrid workplace. And their booking calendar can be adjusted into several different views for maximum insight, including day, month, grid, and list views.
Skedda Standout Features and Integrations
Features include a booking calendar, mobile self-service, expert support, interactive floor plans, user management, automation rules, and data reporting.
Integrations are extensive and include FreshBooks, Google, MailChimp, Microsoft Teams, Slack, Stripe, Xero, and Zoho.
Skedda Plans and Pricing
Basic plans with Skedda are free. Users begin by signing up for a free account and starting a 30-day free trial to experiment with paid features. If you continue to use the paid features once the trial is over, billing begins depending on which features you use, starting as low as $7/month.
Pros
- Easy to add reservations
- Flexible set-up
- Simple interface
Cons
- No drag-and-drop feature on calendars
deskbird
Best office space management software for analyzing occupancy data to reduce overhead costs
Deskbird is a modern office space management software designed to make managing your workspace facilities and equipment simple. With Deskbird, organizations can easily create and manage workspaces, assign seating arrangements, and track resources such as desks and meeting rooms. Additionally, the software provides a suite of powerful analytics tools that allow administrators to quickly analyze their workspace utilization data to make better decisions about how they use their office resources.
Deskbird also comes with an intuitive user interface that makes it easy for users to book desk spaces and other resources online. It even offers several advanced features such as drag-and-drop booking capabilities for quick adjustments on the fly.
Why I Picked Deskbird: Deskbird lets you book rooms and desks and immediately sync this data to your Outlook or Google calendar, Slack, or status updates within the Deskbird platform. That means any team member can scroll through a list of employees and see who is working where, as well as any special notes like if someone is away using PTO or sick days. This team schedule overview means capacity planning and meeting management can account for remote/hybrid workforces.
Deskbird Standout Features & Integrations
Features include data visualization, external integrations, Google apps integration, notifications, calendar management, data export, email integration, scheduling, vacation & absence calendar, API, and multi-user.
Integrations include Google and Outlook calendars, Microsoft 365, MS Teams, SAP, and Personio.
Deskbird Plans and Pricing
Deskbird costs from $1.80/user/month and comes with a 14-day free trial.
Pros
- Work location sharing
- QR codes for on-the spot bookings
- Easy to use and intuitive
Cons
- Integration with HRIS locked to Enterprise plan
Smartway2
Best office space management software for optimized desk utilization
Smartway2 is an office space management software that ensures maximum desk utilization to boost collaboration and productivity.
Why I picked Smartway2: Smartway2’s Smart Desk Recovery feature allows you to release unused desks in real-time to increase availability as needed. Desks can be permanently assigned to certain individuals who may have specific needs (whether related to pandemic health measures or accessibility requirements). QR codes and contactless check-ins make the office entry process smooth and efficient.
Smartway2 enables you to optimize your workspace utilization by measuring via wifi, sensors, or badge data. Their reporting feature will help you understand how space is currently being used, and identify under-utilized spaces that could be freed up for hybrid work. Data can be visualized by displaying interactive floor plans and heat maps.
Smartway2 Standout Features and Integrations
Features include mobile desk booking, analytics and reporting, smart desk recovery, meeting room displays, mobile booking app, workplace analytics, and visitor management.
Integrations are not explicitly listed on the Smartway2 website, but an Outlook integration is mentioned.
Smartway2 Plans and Pricing
Custom pricing for Smartway2 is available on request, along with a free demo.
Pros
- Excellent training and support
- User friendly
- Highly customizable
Cons
- Parking space management lacks efficiency
Zynq
Best office space management with guest/vendor check-in features
Zynq is a provider of workspace/office space management software systems that are geared towards hybrid teams. It is a collaborative office management solution that caters to SMBs and large enterprises that employ remote and hybrid workforce.
Zynq is equipped with robust workforce management features on top of the office space management software systems. This includes smart desk bookings, buddy attendance alerts, and the proprietary Magic Meetings™. The software also provides smart suggestions to notify users which days they are required to work at the office, which in turn enables office managers to boost in-office employee days.
Why I Picked Zynq: Zynq’s Floorplans functionality is completely custom-designed by in-house experts and can be submitted in any desired format. This makes it easier and quicker for users to get started with their office space management process and saves companies a lot of money, time, and effort. The software has a control dashboard that provides the right tools for administrators to efficiently manage seating arrangements, monitor usage, create attendance schedules, and generate in-depth reports.
Zynq allows SMBs and large enterprises to leverage detailed historical data to help them make informed decisions when it comes to future office space usage. This includes adding more office desks, meeting rooms, and other multi-purpose office spaces. The software utilizes industry-grade encryption to provide data security and protection for companies. Moreover, Zynq’s office space management software system is SOC2 Type II, CCPA, and GDRP certified.
Some of the software features include the ability to manage and organize conference rooms, desks, parking spaces, health screenings, visitors, surveys, and smart desk bookings. Zynq is fully compatible with Web Apps, Android, and iOS devices.
Zynq Standout Features & Integrations
Features office management, collaboration tools, desk booking, health and wellness tools, live floorplans, schedule look-up, meeting room booking, capacity management, calendar sync, visitor management, predictive insights, and reporting.
Integrations include Slack, Outlook, Azure, Google, and Microsoft tools.
Zynq Pricing & Plans
Pricing starts at $2/desk/month. Interested parties can schedule a demo to get custom pricing based on company size and features required.
Pros
- Heath checks & monitoring
- Guest/visitor sign-in features
- Low per-desk cost
Cons
- Site map updates require Zync staff help
Condeco
Best office space management software for flexible booking
Condeco is an office space management software that lets you make every workspace searchable and bookable.
Why I picked Condeco: Condeco provides users with insight into utilization rates for every space, helping you respond to recent trends so you can flexibly adapt your space allocation accordingly. Seating arrangements can be searched by date and team member, allowing you to easily book in where teammates are nearby.
Not only can you quickly make a reservation, but you can easily reschedule and find alternate conference rooms if the plans change. When a meeting is rescheduled or the space is moved, attendees are automatically notified. And if you have a recurring meeting, you can set up a repeat booking to make sure the space you prefer is always ready when you need it.
Condeco Standout Features and Integrations
Features include visitor management, meeting room booking, desk booking, automatic notifications, a mobile app, and reporting & analytics.
Integrations are extensive, and include MapsPeople, Metricus, Microsoft Outlook and Teams, Okta, Orelogix, PointGrab, ProxyClick, Vpod, and Zoom. More integrations are available via their API.
Condeco Plans and Pricing
Pricing for Condeco begins at $35//user/year, and a free demo is available.
Pros
- Easy integration with Outlook
- Book meetings far ahead of time
- Flexible booking and cancellations
Cons
- Best for mid to large-sized companies
OfficeRnD
Best office space management software for employee self-serve OfficeRnD
Office RnD is an office space management software that allows employees to book seating arrangements directly.
Why I picked OfficeRnD: OfficeRnD makes it easy for your employees to schedule meeting spaces and book desks according to their own preferences. Conference rooms and hot desking can be booked via Microsoft Teams, Outlook, Chrome, or Calendar.
OfficeRnD also allows users to book additional resources like lockers and parking spaces, which is handy for hybrid workplaces. You can track metrics like utilization rates, top performing locations, and current occupancy to optimize your asset management. Office RnD also allows you to automate the check-in experience with their reception management system.
OfficeRnD Standout Features and Integrations
Features include contactless sign-in, visitor automation, workplace reports, interactive widgets, mobile booking, desk sharing and hoteling, and a room scheduling system.
Integrations are extensive and include Google Calendar/Chrome/Workspace, Hubspot, Microsoft 365/Office/Teams, Moneris, Okta, Quickbooks, Slack, and Xero. More integrations are also available through a paid account with Zapier.
OfficeRnD Plans and Pricing
Pricing for OfficeRnD begins at $185/month and a 14-day free trial is available.
Pros
- Works for hot desking
- Track key metrics
- Easy to use
Cons
- Extensive features may be best for large businesses
Ronspot
Best office space management software for all-in-one flexible office space management
Why I picked Ronspot: Ronspot makes it easy for users to place desk bookings and meeting room bookings in real-time. Users can view who is in the office and which desks are available, and then click a spot directly on the map to choose where they would like to sit. Employees receive instant booking confirmations once their request has been placed.
Ronspot’s mobile app is a perfect solution for companies who have more employees than parking spots. Users can schedule and reserve parking spots subject to availability and according to any rules and preferences you set ahead of time. Employees can view the interactive floor plan and tap on a spot to reserve.
Ronspot Standout Features and Integrations
Features include desk booking, meeting room booking, parking spot booking, interactive floor plans, mobile app, live availability calendar, and reminder and cancellation notifications.
Integrations include Duo, Google, Microsoft Azure AD, Okta, and OneLogin.
Ronspot Plans and Pricing
Ronspot’s community plan is free. Their premium plan starts at $2.20/spot//month, and a 30-day free trial or a free demo are available.
Pros
- Excellent customer support
- Intuitive mobile app
- Available in 7 languages
Cons
- No waiting list for parking space availability
Tango Space
Best office space management software for visualizing + maximizing office space utilization
Tango Space is an office space management software for enterprises that enables you to visualize utilization across an entire real estate portfolio.
Why I picked Tango Space: Tango Space optimizes space utilization for hybrid work by providing CAD-based display information that can improve workplace potential. You can survey future space requirements by department and create an unlimited number of “what if” scenarios to test out new configurations. This space management solution also allows you to integrate with internet of things (IoT) and smart building technologies to fully take advantage of all the tools at your disposal.
Users can reserve spaces using their booking system function via kiosk, mobile app, or web request. Meeting room bookings and seating arrangements for social distancing configurations can be easily secured from the platform.
Tango Space Standout Features and Integrations
Features include CAD integration, meeting room booking, interactive floor plans, visitor management, hoteling, a mobile app for bookings, IoT integrations, and space utilization forecasting.
Integrations are not explicitly listed on the Tango Space website, but it is mentioned that the platform integrates with several IoT tools.
Tango Space Plans and Pricing
Custom pricing for Tango Space is available upon request.
Pros
- CAD and IoT integrations
- Mobile app for hoteling
- Comprehensive integrated work management system (IWMS)
Cons
- Most suitable for enterprises
Zynq Workspace
Best office space management software for hybrid teams
Zynq Workspace is a collaborative office management platform designed for hybrid SMBs and large enterprises.
Why I picked Zynq Workspace: the platform offers powerful workforce management features such as buddy attendance alerts, smart desk bookings, and Magic Meetings™. Smart suggestions notify users which days to attend the office, enabling office managers to increase in-office employee days.
Floorplans are 100% custom-designed by an in-house design team. Floorplans can be submitted in any format, making it quick and hassle-free to get started, saving companies time and money. The control dashboard gives administrators the tools to control seating arrangements, create attendance schedules, book on-behalf-of, monitor usage, and generate detailed reports. Companies can utilize detailed historical data to make informed future space usage decisions, such as adding more desks, rooms, and other multi-purpose spaces. Industry-leading encryption ensures companies can be confident their user data is secure.
The platform is SOC2 Type II, GDRP and CCPA certified.
Zynq Standout Features & Integrations
Features include the ability to manage desks, rooms, visitors, parking spots, surveys, vaccine-proof uploads, health screenings, smart desk bookings, and much more.
Integrations include most enterprise systems, including Azure, Google, Microsoft, Teams, Outlook, Slack, and more. The API allows for companies to create custom workflows and integrate them with their existing security infrastructure. The platform is fully compatible with iOS, Android, Online, and tablets.
Zynq Plans & Pricing
Pricing for Zynq is modular and can be custom-quoted based on the specific requirements of companies. Plans typically start at $2 per desk per month.
Pros
- Excellent customer service
- Custom neighborhoods
- Buddy Sync feature for collaboration
Cons
- Certain features cannot be modified by admins
10 Best Office Space Management Software Comparison Chart
This comparison chart summarizes basic details about each of my top office space management software selections. You can view pricing details and the availability of free trials or demos side-by-side to help you find the best system that works for your budget.
| Tool | Free Option | Price | ||
|---|---|---|---|---|
| 1 |  Tactic Best office space management software for collaboration between hybrid team members | 14-day free trial | From $2.50/desk/month | Visit Website |
| 2 | Skedda Best office space management for speed of implementation | 30-day free trial | From $7/month | Visit Website |
| 3 | deskbird Best office space management software for analyzing occupancy data to reduce overhead costs | 14-day free trial | From $1.80/user/month | Visit Website |
| 4 | Smartway2 Best office space management software for optimized desk utilization | Free demo available | Pricing upon request | Visit Website |
| 5 |  Zynq Best office space management with guest/vendor check-in features | Free demo available | From $2/desk/month | Visit Website |
| 6 |  Condeco Best office space management software for flexible booking | Free demo available | From $35/user/year | Visit Website |
| 7 |  OfficeRnD Best office space management software for employee self-serve OfficeRnD | 14-day free trial | From $185/month | Visit Website |
| 8 |  Ronspot Best office space management software for all-in-one flexible office space management | 30-day free trial + free demo | From $2.20/spot/month | Visit Website |
| 9 |  Tango Space Best office space management software for visualizing + maximizing office space utilization | Not available | Pricing upon request | Visit Website |
| 10 |  Zynq Workspace Best office space management software for hybrid teams | Free demo available | Pricing starts at $2/desk/month | Visit Website |
Other Options
Here are a few more options that didn’t make the best office space management software list:
- Accruent EMS
Best office space management software for enterprise
- Cloudbooking
Best office space management software for global businesses with multi-language needs
- Eden
Best office space management software for small teams and startups
- Kadence
Best office space management software for coordinating projects, people, and spaces
- Teem
Best office space management software for mobile bookings
- Robin
Best office space management software for employee productivity
- Envoy
Best office space management software for modular space configurations
- SpaceIQ
Best office space management software for interactive maps and wayfinding
- Officely
Best office space management software for Slack integration
- OfficeSpace Software
Best office space management software for usage data analytics
How to Choose the Best Office Space Management Software
As we’ve seen, office space management software comes in a variety of configurations. Some (like integrated workplace management software) offer a multitude of features. Others keep it simple, offering primarily hot desking functionality best suited for coworking spaces.
Choosing the best office space management software for your company will depend on the extent of functionality you require, the size of your organization, and several other factors. What else should you consider? Let’s take a look.
How Does Office Space Management Software Work?
Office space management software automates many of the administrative tasks associated with managing a hybrid workforce. It allows employees to directly book meeting rooms, hot desks, and parking spaces, and enhances collaboration by improving visibility on who is in the office when. These solutions will also help you maximize space utilization across your real estate portfolio by identifying underutilized spaces that can be repurposed for better use.
What Key Features Should I Look For?
Some of the key features you should look for when comparing office space management software platforms include:
- Hot desk booking + hoteling: The ability to book individual desks on an as-needed basis.
- Meeting room booking: The ability to book meeting and conference spaces based on size, availability, and functionality.
- Mobile app: A smartphone interface that allows you to book directly with just a few clicks.
- Cloud-based / SaaS: Though many of these solutions do also have hardware components (for sign-in, or motion sensors for usage data), you’ll want to choose a platform that operates primarily on the cloud for ease of use.
- Reporting and analytics: The ability to pull data on usage across your real estate portfolio for improved facility management.
- Rules and parameters: Since hybrid workforces often have employees with permanent desks, the ability to set rules and restrictions allows you to block those spots off from hot desk bookings.
- Interactive floor plans: Floor plans that can be customized and clicked directly to book a desk or meeting room.
- Notifications and cancellations: Automatic notifications for confirmations, reminders, and cancellations make sure all team members are on the same page.
- Visitor management + wayfinding: Visitors should have a seamless, ideally contactless check-in experience that includes wayfinding support.
What Are The Main Benefits of Office Space Management Software?
78% of workers say they prefer a hybrid workspace. Office space management software makes it easy to balance the needs of remote employees, in-office employees, and everyone in between by automating the tedious administrative tasks associated with desk booking and meeting room booking. Some of the key benefits are:
- Self-serve: Employees can book their own desks and meeting spaces directly, according to their needs
- Contactless: During the pandemic, it became pertinent that visitors minimize contact with office staff. Direct booking mitigates the number of contacts a visitor has to interact with at check-in.
- Space utilization: Many of these solutions will identify underutilized spaces and make suggestions for how to repurpose them.
- Collaboration: These solutions make it easy to organize time with your remote team, allowing you to search based on both room and personnel availability.
Other Resources
Curious about the difference between hoteling vs. hot desking? Or eager to learn more about the best hot desk booking software? Look no further, because People Managing People has you covered there too. Take a look at these additional resources if you still want more information:
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