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.
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.
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 $2.25/user/month and comes with a 14-day free trial.
- Work location sharing
- QR codes for on-the spot bookings
- Easy to use and intuitive
- Integration with HRIS locked to Enterprise plan
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.
- Easy to add reservations
- Flexible set-up
- Simple interface
- No drag-and-drop feature on calendars
Kadence is an office space management software that makes it easy for hybrid teams to collaborate on projects.
Why I picked Kadence: Kadence allows hybrid team members to set up personal profiles that share their booking habits and workplace preferences. This information can be shared cross-functionally to encourage collaboration throughout the organization. Managers and team members can make informed decisions about booking with visibility across all team members' needs. And on occasions where team members are making a last-minute booking, it’s easy to see real-time insight on desk utilization.
The Kadence mobile app lets you view room availability and easily book hot desks and conference rooms. The app sends check-in reminder notifications to mitigate no-shows, and the calendar integration empowers users to book straight from their calendar. Interactive floor plans are also handy for quickly locating your meeting space.
Kadence Standout Features and Integrations
Features include smart space management, mobile app, interactive floor plans, desk booking, meeting room booking, multi-language support, and data export.
Integrations include BambooHR, Google, Gusto, JumpCloud, Microsoft Teams, Okta, OneLogin, Outlook, vmware, and Workday.
Kadence Plans and Pricing
Pricing for Kadence begins at $4/active user/month and is billed annually. A free demo is also available.
- Pricing based on usage
- Features personal profiles
- Multi-language support
- Team managers cannot cancel on behalf of other team members
Accruent EMS is an office space management software that helps users make informed decisions regarding space optimization.
Why I picked EMS: Accruent EMS has an extensive set of analytics capabilities to give you a bird’s eye view on space utilization across your real estate portfolio. Track metrics like usage, service changes, meeting types, and cancellations so that you can identify underutilized spaces and take advantage of available space. Interactive maps can help you understand how spaces could be reconfigured to better meet the needs of your team.
The Accruent EMS mobile app enables self-serve booking, making it easy for employees to reserve, modify or cancel their reservations. Their room booking software gathers usage data so that you can identify empty desks and free them up for use. You can also assign custom rules and processes to determine how, when, and by whom your spaces can be booked.
Accurent EMS Standout Features and Integrations
Features include interactive floor plans, permissions-based access, no-touch booking, a mobile app, meeting room booking, and reporting & analytics.
Integrations include Google Workspace, Microsoft Outlook and Teams, Section Scheduler CLSS, Webex, and Zoom.
Accruent EMS Plans and Pricing
Custom pricing for Accruent EMS is available upon request. A free demo is also available.
- Detailed analytics graphs and tables
- Simplified online reservation process
- Easy to use
- Initial setup takes time
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.
- Works for hot desking
- Track key metrics
- Easy to use
- Extensive features may be best for large businesses
Cloudbooking is an office space management software that supports 8 languages: Polish, Dutch, French, Italian, Spanish, Portuguese, and both British and American English.
Why I picked Cloudbooking: Cloudbooking is an office space management software that helps users improve space utilization and enhance collaboration between team members. Their hot desk booking system allows you to see what spots are available and place bookings according to real-time data. And their mobile app makes it easy for employees to confirm meeting room bookings and desk bookings from their smartphones.
For companies operating at a global scale, Cloudbooking has the benefit of supporting 8 languages. So whether you’re operating in North America, South America, Europe or beyond, they have you covered.
Cloudbooking Standout Features and Integrations
Features include desk booking, meeting room booking, visitor management, parking space management, a mobile app, and customizable floor plans.
Integrations are extensive and include sensor integration platforms, wayfinding, user management, and calendar apps. Some of these tools include Azure, ForgeRock, Google, Okta, OneLogin, and PingIdentity. Custom integrations can also be configured through their API.
Cloudbooking Plans and Pricing
Custom pricing for Cloudbooking is available upon request, along with a free demo.
- Floorplans do not require CAD files
- Quick check-in/out with QR codes
- Supports 8 languages
- App load times need improvement
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.
- CAD and IoT integrations
- Mobile app for hoteling
- Comprehensive integrated work management system (IWMS)
- Most suitable for enterprises
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.
- Easy integration with Outlook
- Book meetings far ahead of time
- Flexible booking and cancellations
- Best for mid to large-sized companies
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.
- Excellent customer service
- Custom neighborhoods
- Buddy Sync feature for collaboration
- Certain features cannot be modified by admins
Eden is a modular office space management software that can be configured according to your needs.
Why I picked Eden: Eden is an excellent option for small teams and startups because you can pick and choose which features you require and only pay for what you need. Choose from features like pandemic-related team safety, deliveries, visitor management, desk booking, and meeting room booking.
When first configuring their space management solution, you set up floor plans and assign amenities so that employees can easily see which spaces meet their specific needs when booking. You can track conference room usage metrics, and team members can benefit from easy check in/out, as well as room release (which frees up booked rooms that are not claimed).
Eden Standout Features and Integrations
Features include hot desking, desk metrics, desk hoteling, amenity tracking, easy check-in, room release, meeting room metrics, and a mobile app.
Integrations are extensive and include ADP, Azure Active Directory, BambooHR, bob, Cloudflare, Duo, G Suite, MicrosoftOAuth, Okta, OneLogin, Oracle, Rippling, Salesforce, and Workday.
Eden Plans and Pricing
Pricing for Eden is highly customizable and affordable. The desk booking feature starts at $2.25/desk/month, sold in sets of 25 desks.
- Excellent customer service
- Modular features
- Customizable pricing
- Some lack of functionality on iPad check-in
Best office space management software for analyzing occupancy data to reduce overhead costs
14-day free trial
|From $2.25/user/month||Visit Website|
30-day free trial
|From $7/month||Visit Website|
Free demo available
|From $4/user/month||Visit Website|
Free demo available
|Pricing upon request||Visit Website|
14-day free trial
|From $185/month||Visit Website|
Free demo available
|Pricing upon request||Visit Website|
Best office space management software for visualizing + maximizing office space utilization
|Pricing upon request||Visit Website|
Free demo available
|From $35/user/year||Visit Website|
Free demo available
|Pricing starts at $2/desk/month||Visit Website|
Free demo available
|From $2.25-$4/user/month||Visit Website|
Here are a few more options that didn’t make the best office space management software list:
Best office space management software for optimized desk utilization
Best office space management with guest/vendor check-in features
Best office space management software for collaboration between hybrid team members
Best office space management software for all-in-one flexible office space management
Best office space management software for mobile bookings
Best office space management software for employee productivity
Best office space management software for modular space configurations
Best office space management software for interactive maps and wayfinding
Best office space management software for Slack integration
Best office space management software for ease of deployability
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.
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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