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With so many different office space management software available, figuring out which is right for you is tough. You know you want a system to help you organize your work spaces and make your usage more efficient, but you need to figure out which tool is best. In this article, I'll help you make your choice easy by sharing my insights on the best office space management software to optimize your office space based on my years of HR admin experience.

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Best Office Space Management Software: Quick 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 and business needs.

Tools Price
OfficeSpace Pricing upon request
HubStar Pricing upon request
Tactic From $2.50/desk/month
Skedda From $99/month
SwipedOn From $19/month
Zynq From $2/desk/month
Condeco From $35/user/year
Accruent EMS Pricing upon request
Tango Space Pricing upon request
Cloudbooking Pricing upon request
Preview Image - <h2 class="c-block__title b-summary-table__title c-listicle__title h3" > Compare Software Specs Side by Side</h2>

Compare Software Specs Side by Side

Use our comparison chart to review and evaluate software specs side-by-side.

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How to Choose Office Space Management Software

Office space management software can help you manage your office space more effectively, providing a smoother and better experience for your hybrid employees. To help you figure out which office space management platform best fits your needs, you need to pinpoint your key users and document their specific challenges first.

As you work through your own unique software selection process, keep the following points in mind:

  • What problem are you trying to solve - Start by identifying the challenges you're trying to overcome. This will help you clarify the features and functionalities the office space management software needs to provide.
  • Who will need to use it - To evaluate cost and requirements, consider who will use the software and how many licenses you'll need. For office space management software, you'll probably want access for your entire workforce, with special access for your HR administrators and other support staff. Once that's clear, it's also useful to rank the needs of your different users to identify the key priorities for your power users, managers, and employees, to ensure they're all met.
  • What other tools it needs to work with - Clarify what tools you're replacing, what tools are staying, and the tools you'll need to integrate with, such as digital calendars, internal communication like Slack or Microsoft Teams, or your HR management system.
  • What outcomes are important - Review the capabilities you want to gain or improve, and how you will measure success. For example, you may want to entice your hybrid employees to return to the office more frequently, replace your current clunky desk booking system, or make better use of your floor space so you can reduce (or sublet) unused physical space. You could compare office space management software systems until you’re blue in the face but if you aren’t thinking about the outcomes you want to achieve, you could waste a lot of valuable time.
  • How it would work within your organization - Consider the software selection alongside your existing workflows and systems. Evaluate what's working well, and any problem areas that need to be addressed.

Remember every business is different — don’t assume that an office space management system will work for your organization just because it's popular.

Best Office Space Management Software Reviews

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.

Best office space management software for scenario planning

  • Free demo available
  • Pricing upon request
Visit Website
Rating: 4.7/5

OfficeSpace is a workplace management platform that caters to the complexities of hybrid work environments by providing tools for space planning, day-to-day operations, and fostering employee connectivity.

Why I picked OfficeSpace: I selected this platform after evaluating its extensive set of features, which includes a distancing planner and desk booking, crucial for today's dynamic work environments. What distinguishes OfficeSpace is its scenario planning tools, portfolio reports, and real-time analytics that support data-driven decisions for optimizing space utilization and maintaining an organized, accessible workplace.

OfficeSpace Standout Features & Integrations

Features include a comprehensive set of tools for managing office spaces effectively. First, Desk Booking enables employees to reserve workspaces and see which colleagues are present. Then, Distancing Planner assists in configuring office layouts to adhere to social distancing protocols. Finally, Visual Directory diplays an interactive map for locating colleagues and available desks.

Integrations include HR and employee management systems like Active Directory, Google Workspace, SAP, and Ultipro. For interactive floor plans, real-time room booking, AI support, in-building logistics, and occupancy monitoring, OfficeSpace integrates with tools such as ELO, Google Calendar, Microsoft Teams, Moveworks, and SCLogic.

OfficeSpace Plans & Pricing

Pricing for this platform is available upon request.

Pros and cons

Pros:

  • Extensive reporting capabilities
  • Real-time information sync across the platform.
  • User-friendly interface

Cons:

  • Limited online knowledge base
  • Requires training to fully use all features

Best for analyzing planned versus actual office space usage

  • Free demo available
  • Pricing upon request
Visit Website
Rating: 5/5

HubStar is a dynamic workplace management platform that caters to the needs of hybrid work environments. It's designed to balance space supply with the complex demands of hybrid work, enabling businesses to manage attendance, occupancy, and the workplace experience effectively.

Why I picked HubStar: I chose to include HubStar in this list due to its ability to analyze complex hybrid work patterns and suggest space optimizions for maximum office occupancy. If your actual occupancy consistently falls below your planned occupancy, it will suggest space reductions to help you reduce your overhead costs. In short, its ability to standardize floor plans and assign hybrid occupancy profiles to match supply with demand makes it stand out.

HubStar Standout Features and Integrations

HubStar's platform is modular, with several distinct products that merge into their all-in-one platform called HubStarOne. HubStar Utilization leverages patented algorithms to measure and predict occupancy, integrating data from badge swipes, booking systems, sensors, and Wi-Fi to offer comprehensive analytics for space management. HubStar Scheduling facilitates resource management, including meeting rooms and desks, by integrating with existing calendars and providing analytics to support decision-making. HubStar Space offers next-generation space management tools to right-size offices and assign spaces to hybrid workers, enhancing productivity and collaboration.

Additionally, HubStar adheres to ISO 9001, ISO 27001, ISO 27701 standards, GDPR compliance, WCAG 2.1 AA accessibility, and ensures secure hosting.

Integrations are available with systems covering WiFi infrastructure, occupancy sensors, and access control systems to provide comprehensive data for workplace management. HubStar also supports integration with BI platforms, authentication & user provisioning systems, and productivity tools such as Outlook, Zoom, and Teams.

Pros and cons

Pros:

  • Also enables bookings for parking spaces and lockers
  • Robust data management procedures
  • Supports advanced occupancy data analysis

Cons:

  • Unclear if you can purchase individual modules or not
  • Pricing details are not transparent

Best office space management software for collaboration between hybrid team members

  • 14-day free trial
  • From $2.50/desk/month

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 and cons

Pros:

  • Real-time booking data
  • Links well to Microsoft 365
  • Detailed interactive maps

Cons:

  • Available solely in English

Best office space management for speed of implementation

  • 30-day free trial
  • From $99/month
Visit Website
Rating: 4.7/5

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 and cons

Pros:

  • Easy to add reservations
  • Flexible set-up
  • Simple interface

Cons:

  • No drag-and-drop feature on calendars

Best for easy desk and resource booking & visitor and employee sign-in

  • 14-day free trial
  • From $19/month
Visit Website
Rating: 4.9/5

SwipedOn is a hybrid workplace management software. It can be used for employee and visitor sign-in and management, and resource bookings including desks, parking spaces, equipment, and more.

Why I chose SwipedOn: This software covers not just hot desking but also other types of resource booking, and visitor management. Employees can book desks, and administrators can segment desks for specific departments or teams. Equipment like technology can also be booked through the platform and availability updates in real-time. When visitors arrive at your office space, they can check in using an iPad at your reception or their own device.

Additionally, its real-time analytics make facility management and future planning a breeze.

SwipedOn Standout Features & Integrations

Features include interactive maps, desk segmentation, QR codes, contactless sign-in, analytics tools, and resource bookings for equipment, parking spaces, and vehicles.

Integrations include Microsoft Active Directory, Azure Active Directory, Slack, and Microsoft Teams.

SwipedOn Plans and Pricing

SwipedOn Plans and Pricing Paid plans start from $19 per month, and a 14-day free trial is available.

Pros and cons

Pros:

  • QR codes can facilitate ad hoc bookings
  • Interactive maps show real-time availability
  • Desk and other resource booking included

Cons:

  • 10 employee maximum with lite plan
  • Different sign in flows locked to enterprise plan

Best office space management with guest/vendor check-in features

  • Free demo available
  • From $2/desk/month
Visit Website
Rating: 5/5

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 and cons

Pros:

  • Heath checks & monitoring
  • Guest/visitor sign-in features
  • Low per-desk cost

Cons:

  • Site map updates require Zync staff help

Best office space management software for flexible booking

  • Free demo available
  • From $35/user/year

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 and cons

Pros:

  • Easy integration with Outlook
  • Book meetings far ahead of time
  • Flexible booking and cancellations

Cons:

  • Best for mid to large-sized companies

Best office space management software for enterprise

  • Free demo available
  • Pricing upon request

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.

Pros and cons

Pros:

  • Detailed analytics graphs and tables
  • Simplified online reservation process
  • Easy to use

Cons:

  • Initial setup takes time

Best office space management software for visualizing + maximizing office space utilization

  • Pricing upon request

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 and cons

Pros:

  • CAD and IoT integrations
  • Mobile app for hoteling
  • Comprehensive integrated work management system (IWMS)

Cons:

  • Most suitable for enterprises

Best office space management software for global businesses with multi-language needs

  • Free demo available
  • Pricing upon request

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.

Pros and cons

Pros:

  • Floorplans do not require CAD files
  • Quick check-in/out with QR codes
  • Supports 8 languages

Cons:

  • App load times need improvement

Other Office Space Management Software

Here are a few more options that didn’t make the best office space management software list:

  1. Ronspot

    Best office space management software for all-in-one flexible office space management

  2. OfficeRnD

    Best office space management software for employee self-serve OfficeRnD

  3. Eden

    Best office space management software for small teams and startups

  4. Kadence

    Best office space management software for coordinating projects, people, and spaces

  5. deskbird

    Best office space management software for integrating with MS Teams & Outlook

  6. NSpace

    Best office space management to increase office utilization in hybrid work environments

  7. Officely

    Best for efficient desk booking through Slack

  8. Smartway2

    Best office solution to optimize occupancy and make data-driven decisions

  9. Othership

    Best office management tool for optimizing office use and collaboration time

  10. Ofisly

    Best tool for managing desk and parking space bookings

If you still haven't found what you're looking for here, check out these other related tools that we've tested and evaluated:

Selection Criteria for 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. 

My approach to choosing the best office space management software is grounded in thorough research and my years of office admin experience using meeting room booking software (an ancestor to office space management software) to pinpoint the features that add a lot of value for administrators and employees alike. Here are the details I evaluated to decide on my final picks:

Core Office Space Management Software Functionalities (25% of total score): To be considered for inclusion in this list, each solution had to offer the following basic functionalities first:

  • Digital tools to manage bookings for desks, meeting rooms, and other workspaces
  • Tools to customize your booking policies for your business needs
  • Tracking tools to analyze space utilization to inform space optimization and office layout decisions
  • Features to manage maintenance requests and schedules to ensure a functional and safe workspace
  • Mobile app functionality to enable bookings via mobile devices
  • Real-time updates and notifications to gauge space availability
  • Software integrations with digital calendars and communication tools

Additional Standout Features (25% of total score): To help me uncover the best office space management software out of the numerous options available, I also took note of any unique features, including:

  • Innovative use of AI or machine learning for predictive analytics and space optimization
  • Advanced health and safety monitoring and compliance tools
  • Advanced analytics and reporting tools that offer deeper insights into space utilization and efficiency
  • Environmental monitoring features that help in maintaining optimal working conditions
  • Integration capabilities with other workplace tools such as HR systems, access control, and HVAC for a holistic management approach
  • Interactive maps with wayfinding features for complex workspaces
  • The ability to manage multiple office spaces within one platform
  • E-commerce features that allow you to offer workspaces for rent
  • Advanced physical hardware like digital signage and scannable QR codes to help users check in at physical spaces

Usability (10% of total score): To evaluate the usability of each office space management system, I considered the following:

  • An intuitive design that simplifies the booking process, including on mobile devices (both Android and iOS mobile devices)
  • A clean, user-friendly interface with features to make bookings using interactive office maps or through drag-and-drop functionality
  • Clear, concise, and contextual help documentation within the platform
  • Features that operate smoothly in Windows and Mac environments
  • Role-based access control that's straightforward to configure

Onboarding (10% of total score): To get a sense of each software provider's customer onboarding process, I considered the following factors:

  • Quick setup processes and clear configuration guidelines
  • The availability of training materials such as videos, interactive tutorials, or live chatbots to quickly bring new users up to speed
  • Support for migrating employee data into the new platform

Customer Support (10% of total score): To evaluate the level of customer support each vendor offered, I considered the following:

  • The availability of multiple support channels, including email, phone, and chat
  • The existence of a self-service knowledge base, FAQ repository, or other self-help resources to speed up troubleshooting
  • The overall quality, responsiveness, and helpfulness of the support team during customer onboarding and post-purchase, as inferred from customer reviews

Value for Price (10% of final score): To gauge the value of each software, I considered the following factors:

  • The availability of free trials or demos to test the software before purchasing
  • Transparent pricing models that clearly explain which features are included at each level
  • Tiered pricing plans that cater to different business sizes, from small to medium-sized businesses (SMBs) up to enterprise-level organizations
  • Competitive pricing models that offer volume-based discounts for large-scale workspaces
  • The total cost of ownership, including setup, monthly fees, and any additional fees for advanced features, hardware, or customer support

Customer Reviews (10% of final score): Evaluating customer reviews is the final element of my selection process, which helps me understand how well a product performs in the hands of real users. Here are the factors I considered:

  • Whether a product has consistently high ratings across multiple review platforms, indicating a broad level of user satisfaction
  • Specific praises, criticisms, or trends in customer feedback that indicate the software's strengths or areas for improvement
  • Whether customer feedback specifically mentions issues with ease of use, customer support responsiveness, or lacking key features
  • Any user reviews that highlight improvements in space management practices or how specific pain points were addressed

By using this assessment framework, I was able to identify the office space management software that goes beyond basic requirements to offer additional value through unique features, intuitive usability, smooth onboarding, effective support, and overall value for price.

As organizations continue to adapt to hybrid work models and seek to optimize their physical workspaces, the technology underpinning office space management software has advanced to meet these needs. Here are several key trends that are shaping the future of office space management software:

  • Advanced Utilization Analytics: There's a clear trend towards advanced analytics capabilities, with software now providing deeper insights into space usage and occupancy patterns. This functionality helps organizations make data-driven decisions about space planning and optimization, ensuring that they can adapt to changing workplace dynamics efficiently.
  • AI and Machine Learning for Space Optimization: Novel and unusual functionalities include the use of AI and machine learning algorithms to predict space needs and suggest optimization strategies. This cutting-edge feature allows for dynamic space allocation, improving the overall efficiency of office space use.
  • Environmental and Health Monitoring: Another in-demand feature is the integration of environmental and health monitoring tools within office space management software. This includes air quality sensors, occupancy sensors to ensure social distancing, and contact tracing functionalities, reflecting the ongoing concern for health and safety in the workplace.

These trends demonstrate a clear shift towards creating more adaptable, efficient, and employee-centric workplaces. As you narrow in on the best software for your needs, keep an eye out for these features to ensure you're making a solid choice.

What is Office Space Management Software?

Office space management software is a tool that helps companies manage their office spaces for maximum efficiency. It includes tools to help plan office layouts, allocate bookable spaces, and track utilization trends. Hybrid employees who want to come into the office can use the integrated booking system to reserve desks or meeting rooms according to their personal preferences, even from mobile devices.

Office space management software helps organizations remain flexible and adaptable in the face of changing work preferences, improving employee satisfaction. They also help companies maximize their space usage and make data-driven decisions that help reduce costs by eliminating unused physical spaces.

Features of Office Space Management Software

Office space management software can play a pivotal role in streamlining your space allocation practices and offering a more flexible and productive work environment. Here are the features I considered essential when evaluating which office space management software platforms to include in this list:

  • Booking and Reservation System: This feature refers to tools that help employees book workspaces, meeting rooms, and other resources, including hot desking or hoteling. It supports flexible working arrangements by allowing employees to reserve the spaces they need, when they need them, enhancing overall efficiency and satisfaction.
  • Interactive Floor Plans: This feature gives users the ability to view and interact with floor plans digitally. This makes it easier to allocate, reconfigure, and optimize spaces based on current needs and future growth, without the need for physical walkthroughs.
  • Real-time Space Utilization Data: This feature provides immediate insights into how office spaces are being used. Understanding real-time occupancy rates and patterns helps in making informed decisions about space allocation, ensuring that every square foot is utilized optimally.
  • Mobile Accessibility: Software with a smartphone interface allows you to book directly via mobile devices. This allows employees and managers to manage and book spaces on the go, supporting a dynamic and flexible working environment.
  • Usage Analytics and Reporting: The feature describes the ability to pull data on usage across your real estate portfolio for improved facility management. These insights can drive strategic decisions about office layout changes, identify underutilized areas, and help in forecasting future space requirements.
  • Customizable Permissions, Roles, and Rules: Customizable permissions ensure that the right people have the right level of control and visibility over space allocation, maintaining security and privacy where necessary. 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.
  • Environmental Controls Integration: Integrations with lighting, heating, and cooling systems can enhance employee comfort and reduce energy costs by adjusting the environment based on actual space usage.
  • Cloud-based / SaaS: Though many of these software 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.
  • Notifications and Cancellations: This feature ensures that all affected parties are immediately informed about any changes in space reservations, reducing confusion and optimizing space usage by quickly reallocating canceled desk reservations.
  • Visitor Management & Wayfinding: Visitors should have a seamless, ideally contactless check-in experience that includes wayfinding support. This enhances the visitor experience by simplifying check-ins and providing clear directions to meeting locations, thereby reflecting a well-organized and professional workplace environment.

Selecting office space management software with these features is essential for organizations looking to streamline their space allocation practices and create a more flexible, efficient, and employee-friendly workplace.

Benefits of Office Space Management Software

Office space management software is a modern tool that helps organizations optimize their physical workspace and enhance employee satisfaction. Here are several benefits you can expect to gain by investing in the best office space management software for your needs:

  • Increased Employee Satisfaction: By allowing employees to book their desks, meeting rooms, or work areas in advance, the software ensures that everyone has the space they need when they need it, boosting overall job satisfaction.
  • Improved Resource Management: Office space management software helps in tracking and managing office resources like meeting rooms, projectors, and other assets, ensuring they are used efficiently and are always available when needed.
  • Cost Savings: By optimizing space usage, companies can lower their operational costs related to real estate, energy consumption, and maintenance, contributing to a healthier bottom line.
  • Real-time Data and Analytics: Access to real-time utilization data and analytics helps businesses understand space usage patterns, informing future office layout decisions and investments.
  • Improved Health & Safety: During the pandemic, it became pertinent that visitors minimize contact with office staff. Contactless booking mitigates the number of contacts a visitor has to interact with at check-in.

As you can see, office space management software can help you provide a more flexible workplace while also positively impacting your bottom line through more efficient use of your resources.

Costs & Pricing for Office Space Management Software

These platforms offer a range of functionalities designed to optimize the use and management of physical office spaces, from desk booking to space utilization analytics. Pricing and plans vary widely, depending on the features, scalability, and level of support you require.

To help you understand the pricing landscape, I've compiled the average price ranges for each plan level into a comparison table.

Plan Comparison Table for Office Space Management Software

Plan TypeAverage PriceCommon Features
Free$0Basic desk booking, limited space analytics, and community support
Basic$5-10 per user/monthDesk booking, room reservations, basic analytics, and email support
Professional$10-25 per user/monthAdvanced booking, analytics, integration capabilities, and priority support
EnterpriseCustom pricingCustomizable features, full analytics suite, dedicated account manager, and 24/7 support
A breakdown of plans and pricing details for office space management software.

When considering which plan to choose, you should assess both your immediate needs and potential future requirements. Opting for a scalable plan that offers room for growth can prevent the need for a disruptive platform change as your organization expands.

Frequently Asked Questions

Still wondering how office space management software can help you create a better workplace experience? These answers to frequently asked questions should set you straight:

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.

Why is office space management important for hybrid teams?

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. However, to make sure that hybrid work works, a little extra planning is required. The best office space management software systems automate the repetitive administrative tasks associated with a hybrid workspace management to ensure the configuration remains a win/win for everyone.

Most office space management software solutions 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. They’ll help you identify underutilized spaces across your real estate portfolio so you can repurpose them.

How customizable are these software solutions to fit unique office layouts?

Most office space management software options offer a good level of customization to adapt to various office layouts and needs. These solutions typically allow you to map out your unique office space digitally, including different rooms and areas, so you can manage everything from desk assignments to meeting room bookings effectively. Some platforms will even allow for booking parking spaces and other unique or custom space types.

The degree of customization can vary between software, but many provide tools to tailor the software to your specific workspace configuration, ensuring it fits your organization’s unique structure and requirements. Always check with the provider to understand the full extent of customizable features to make sure it aligns with your needs. Details about customizability can be found in my specific reviews above.

Can these software tools track and report on space utilization over time?

Yes, many of these software solutions are designed to track and report on space utilization over time, and offer analytics and reporting features. These tools enable HR professionals and managers to understand how office spaces and resources are being used. This can include data on factors like:

  • Peak occupancy times
  • Frequently used meeting rooms
  • Underutilized areas

By analyzing this data, you can make informed decisions about space planning, identify opportunities for optimization, and improve overall workplace efficiency. It’s a valuable feature for strategic planning and ensuring your office space meets your team’s needs.

How do these solutions manage conflicts in booking resources like meeting rooms?

Office space management solutions typically handle booking conflicts through real-time availability checks and automatic conflict resolution mechanisms. When someone tries to book a resource like a meeting room, the system immediately checks for prior reservations. If a conflict arises, it either prevents the booking or suggests alternative times or resources.

Some tools also offer waiting lists or priority booking features for high-demand resources, ensuring fair access and efficient utilization of office amenities. Other tools have access controls to differentiate which employees can book which types of spaces. This streamlines the booking process, making it seamless and conflict-free for all users.

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:

Final Thoughts

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.

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By Kim Behnke

Kim Behnke is an HR Tool Expert & Writer for People Managing People. She draws on her 9 years of human resources experience and her keen eye for systematic processes to support her analyses of the top HR tools on the market. She is passionate about maximizing efficiencies and streamlining workflows to ensure internal systems run smoothly. Kim's HR experience includes recruitment, onboarding, performance management, training and development, policy development and enforcement, and HR analytics. She also has degrees in psychology, writing, publishing, and technical communication, and recently completed a Certified Digital HR Specialist program through the Academy to Innovate HR. When away from her desk, she can usually be found outside tending to her ever-expanding garden.