Smartway2 Office Space Management Software Review For 2024
Smartway2 stands out with its AI-powered platform that simplifies workspace management and optimizes space use, helping companies cut real estate costs and enhance employee experience.
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In this review, I will share my analysis and evaluation from hands-on experience with Smartway2. But first, if you're just beginning your search for the best office space management software, check out my picks of the best hot desk booking software.
You probably already know Smartway2 is among the most popular office & building tech out there, but you need to better understand what's good and not so good about it. This in-depth Smartway2 review will walk you through pros and cons, features and functionality, to help guide you to better understand its capabilities and suitability for your scenario.
Summary: Smartway2
Smartway2 is office space management software designed to simplify booking and managing workspaces. Office administrators, facilities managers, and corporate professionals use it to efficiently handle meeting rooms, desks, and other resources. It helps businesses optimize resource allocation by providing real-time space utilization insights.
Smartway2 addresses common issues like double bookings, underutilized spaces, and inefficient resource management. Its key features include room booking, desk booking, visitor management, resource scheduling, space utilization analytics, and mobile access.
Smartway2 Pros
- Flexibility: Smartway2 offers highly configurable workplace scheduling to adapt to different office layouts and employee needs.
- Automation: The platform automates manual booking processes and optimizes space utilization using AI.
- User experience: An intuitive mobile app and in-office kiosks make it easy for employees to find and book spaces.
Smartway2 Cons
- Reporting: Some users find Smartway2’s reporting and analytics capabilities could be improved compared to alternatives.
- Customization: Larger enterprises may require more custom integrations and configurations than the off-the-shelf product offers.
- Support: A few customers have noted a long response time and inconsistent support during onboarding.
Smartway2 Expert Opinion
From my perspective, Smartway2 is a strong performer in office and building technology. Its features address key needs for managing modern workspaces, including room and desk booking, visitor management, and occupancy monitoring. The intuitive interface offers useful capabilities like drag-and-drop booking and COVID-safety features such as automated distancing and contact tracing, which are not available on other platforms.
However, Smartway2's pricing model and complex configuration make it more suitable for medium to large organizations rather than small businesses. While calendar and system integrations and customer success services assist with onboarding, it isn't as straightforward as other basic plug-and-play booking apps.
Smartway2 is an excellent choice for larger companies looking to optimize and automate their workspace management, especially in a hybrid environment. Its robust functionality and focus on employee experience make it a compelling option for these use cases.
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Are You A Good Fit for Smartway2?
Who Would Be a Good Fit for Smartway2?
Smartway2 works well for companies that manage many meeting rooms, desks, and other shared workspaces across multiple locations. Enterprises with a flexible, hybrid workforce of over 250 employees would benefit most from Smartway2’s features. The platform’s space booking system, interactive floor plans, and analytics help large organizations adapt to changing workplace needs.
Who Would Be a Bad Fit for Smartway2?
Smartway2 is unsuitable for small businesses with fewer than 50 employees primarily working in the office. Small organizations with only a few meeting rooms to manage and simple space management can use a basic calendar tool instead of investing in an advanced workplace management solution like Smartway2.
Best Use Cases for Smartway2
- Corporate offices: Smartway2's mobile app and Outlook/Teams integrations make it easy for employees to find and book meeting rooms and desks, while supporting hybrid work.
- Facilities teams: Smartway2 provides usage data and analytics to help facilities management optimize real estate, reduce energy costs, and enhance the employee experience.
- Hospitals: Smartway2’s features like touchless check-in, visitor management, and sanitization tracking help healthcare facilities comply with health and safety protocols.
- Hybrid teams: Smartway2 supports remote work by allowing employees to reserve office space as needed, ensuring efficient space use for in-office work days.
- Coworking spaces: Smartway2's interactive floor plans, real-time occupancy info, and variety of space types support the needs of flexible workspaces and serviced offices.
- Factories: The platform can manage shared equipment and spaces like production lines, labs, or warehouses and provide insights to improve efficiency.
Worst Use Cases for Smartway2
- 100% remote companies: Smartway2’s space management features would likely be irrelevant if employees are fully remote.
- Fast-growing startups: Tech startups may find Smartway2 too complex or expensive compared to simpler, cheaper booking tools that can adapt as needs change.
- Traveling salespeople: Employees who frequently travel likely won’t need to reserve desks or meeting rooms at the company office.
- Large call centers: Call centers with static shift schedules and assigned desks won't benefit much from Smartway2's on-demand booking and usage optimization.
- Schools: While Smartway2 can work for booking classrooms and event spaces, education institutions may prefer more specialized tools focused on their needs.
- Retail chains: Retail stores with several small locations don’t need Smartway2’s advanced floor space management.
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Deel
Visit WebsiteThis is an aggregated rating for this tool including ratings from Crozdesk users and ratings from other sites.4.8 -
Rippling
Visit WebsiteThis is an aggregated rating for this tool including ratings from Crozdesk users and ratings from other sites.4.8 -
ClearCompany
Visit WebsiteThis is an aggregated rating for this tool including ratings from Crozdesk users and ratings from other sites.4.6
Smartway2 Evaluation Summary
- Core Functionality: ⭐⭐⭐⭐
- Standout Features: ⭐⭐⭐⭐
- Ease of Use: ⭐⭐⭐⭐
- Onboarding: ⭐⭐⭐⭐
- Customer Support: ⭐⭐⭐⭐⭐
- Integrations: ⭐⭐⭐
- Customer Reviews: ⭐⭐⭐⭐
- Value for Money: ⭐⭐⭐⭐
Review Methodology
We are a team of software experts dedicated to evaluating the features and functionality of various platforms. We understand how crucial and challenging software selection can be. To help, we test and score software to find the best solutions for any use case.
Using our objective, data-driven testing methodology, we've tested over 300 software products. We strive to be fair and thorough in our assessments, cutting through marketing fluff to truly understand each platform.
Our robust testing scenarios mimic real-world usage. We combine our hands-on experience with insights from user interviews, experts, and software vendors to provide comprehensive evaluations.
How We Test & Score Office Space Management Software
We've spent years developing and refining our system for testing and scoring office space management software. Our rubric is designed to capture the nuances of software selection and identify what makes office space management software effective, focusing on critical aspects of the decision-making process.
Here’s how our testing and scoring work across eight criteria: core functionality, standout features, ease of use, onboarding, customer support, integrations, customer reviews, and value for money. This allows us to provide an unbiased evaluation of each software product.
Core Functionality (25% of final scoring)
For office space management software, the core functionality we test and evaluate are:
- Access control: Manages who can enter the building and specific areas.
- Visitor management: Tracks and records visitor information and check-ins.
- Space management: Allows booking and scheduling of meeting rooms and desks.
- Maintenance: Enables submitting and tracking maintenance requests and work orders.
- Reporting: Provides analytics and insights on space utilization and occupancy.
- Mobile app: Offers a mobile app for employees to access key features on the go.
Standout Features (20% of final scoring)
We evaluate uncommon, standout features that go above and beyond the core functionality defined and typically found in office space management software. A high score reflects specialized or unique features that make the product faster, more efficient, or offer additional value to the user.
Ease of Use (15% of final scoring)
We consider how quick and easy it is to execute the tasks defined in the core functionality using the office space management software. High-scoring software is well designed, intuitive to use, offers mobile apps, provides templates, and makes relatively complex tasks seem simple.
Onboarding (10% of final scoring)
We know how important rapid team adoption is for a new platform, so we evaluate how easy it is to learn and use the office space management software with minimal training. We evaluate how quickly a team member can get set up and start using the software with no experience. High-scoring software indicates little or no support is required.
Customer Support (10% of final scoring)
We review how quick and easy it is to get unstuck and find help by phone, live chat, or knowledge base. Office space management software that provides real-time support scores best, while chatbots score worst.
Integrations (10% of final scoring)
We evaluate how easy it is to integrate with other tools typically found in the tech stack to expand the functionality and utility of the software. Office space management software offering plentiful native integrations, 3rd party connections, and API access to build custom integrations score best.
Customer Reviews (10% of final scoring)
Beyond our own testing and evaluation, we consider the net promoter score from current and past customers. We review their likelihood, given the option, to choose the office space management software again for the core functionality. A high-scoring software reflects a high net promoter score from current or past customers.
Value for Money (10% of final scoring)
Lastly, in consideration of all the other criteria, we review the average price of entry-level plans against the core features and consider the value of the other evaluation criteria. Software that delivers more, for less, will score higher.
Through this comprehensive approach, focusing on core functionalities, standout features, usability, onboarding, customer support, value, and customer reviews, I aim to identify the office space management software that not only meets but exceeds expectations, ensuring teams have the tools they need to succeed.
Smartway2 Review
Core Office Space Management Software Functionality
Room Booking: Smartway2 makes booking meeting rooms effortless. Its intuitive interface displays real-time availability, making finding and reserving rooms easy.
Desk Booking: Smartway2 manages desk allocation efficiently by allowing employees to book desks in advance, promoting a flexible workplace environment.
Visitor Management: Smartway2 has an intuitive system for handling visitors. It ensures a smooth and secure experience from the sign-in process to departure, providing a professional first impression for those visiting your office space.
Analytics and Reporting: Smartway2 offers detailed analytics and reporting capabilities. It provides detailed insights into space utilization, booking patterns, and resource allocation, helping businesses make data-driven decisions to optimize their office management strategies.
Space Utilization Analytics: The software offers detailed insights into how office spaces are used. These analytics help you make data-driven decisions to optimize space allocation and improve efficiency.
Mobile Access: Smartway2 provides mobile access, allowing users to manage bookings and resources on the go. This flexibility ensures that users can plan ahead and organize meetings and work schedules even when away from their desks.
Smartway2 Standout Features
Interactive Floor Plans: Smartway2 features interactive floor plans that visually represent office layouts. This feature allows users to see available spaces and book them directly from the map, enhancing the booking experience.
AI-Powered Booking Suggestions: The software uses artificial intelligence to suggest optimal booking times and spaces based on user behavior and preferences. This smart feature improves efficiency and enhances the overall user experience.
Ease of Use
Smartway2 is user-friendly compared to other office space management software. Its clean interface and intuitive navigation make it easy for both administrators and employees to use without extensive training. The real-time updates and mobile access further add to its ease of use.
Onboarding
New users can expect a smooth onboarding process with Smartway2. The software offers in-depth training sessions, detailed documentation, and video tutorials to ensure users quickly understand how to use the system. Compared to other software, Smartway2 provides more personalized onboarding support, ensuring a quicker ramp-up time.
Customer Support
Smartway2 offers customer support through email, phone, and live chat. The software also includes a status page to monitor downtime, frequent product updates, and channels for customer feedback.
Integrations
Smartway2 integrates natively with Google Workspace, Microsoft 365, Slack, Zoom, Microsoft Teams, Salesforce, HubSpot, ServiceNow, Okta, and Box.
Smartway2 also offers additional integration options through its API and Zapier, providing users with the flexibility to connect with other tools and customize their workflows.
Value For Money
I consider Smartway2 to be average in pricing for office space management systems. It offers a balanced cost structure, making it accessible for small to medium-sized businesses without compromising essential features. Smartway2 does not publicly share its pricing; these options are based on my research and conversations. If you are considering Smartway2, I encourage you to reach out to them via their website to request a customized quote.
Pricing plan options for Smartway2:
- Free Trial: Available for 30 days to test all features.
- Pricing is not publicly listed however, we did confirm that pricing starts from $4/desk/month and $20/room/month.
Product Specifications
| Feature | Smartway2 |
| Meeting Room Booking | ✅ |
| Desk Booking | ✅ |
| Visitor Management | ✅ |
| COVID-Safe Workplace Tools | ✅ |
| Outlook Integration | ✅ |
| Microsoft Teams Integration | ✅ |
| Slack Integration | ✅ |
| Google Calendar Integration | ✅ |
| Workplace Analytics | ✅ |
| Customizable Floor Plans | ✅ |
| iOS Mobile App | ✅ |
| Android Mobile App | ✅ |
| Single Sign-On | ✅ |
| Space Occupancy Sensors | ❌ |
| Digital Signage | ❌ |
| Catering Management | ❌ |
| Access Control Integration | ❌ |
Smartway2 Alternatives
If you're looking for alternative office & building tech options to Smartway2, here are a few worth checking out:
- Condeco: Condeco offers a few more advanced analytics and reporting capabilities compared to Smartway2.
- Robin: Robin has a stronger focus on employee experience and engagement features.
- SpaceIQ: SpaceIQ provides deeper space utilization data and insights than Smartway2.
- Teem: Teem offers a wider range of integrations with third-party tools and systems.
Smartway2 Frequently Asked Questions
What is Smartway2?
Smartway2 is a workplace scheduling platform that helps organizations efficiently manage their meeting rooms, desks, visitors, services and more. The software provides an integrated solution for hybrid workplaces to coordinate people, spaces and resources. Smartway2 allows employees to find and book what they need and enables companies to optimize their space usage.
Is there a mobile app for Smartway2?
Yes, Smartway2 offers mobile apps for iOS and Android devices. The app provides the full functionality of the Smartway2 platform, so users can easily find and reserve available desks and meeting rooms, manage bookings and schedules, register visitors, and more while on the go. The app syncs in real time, instantly reflecting mobile bookings in the system.
Is Smartway2 HIPAA compliant?
Yes, Smartway2 is HIPAA compliant and follows strict data privacy and security practices to protect sensitive health information. We have the required physical, network, and process security measures in place to ensure the confidentiality, integrity and availability of protected health data stored in Smartway2. Our team receives regular HIPAA training and we conduct thorough risk assessments.
Is Smartway2 SOC 2 compliant?
Yes, Smartway2 has achieved SOC 2 Type 2 certification, which validates that our system is designed to keep clients’ data secure. We adhere to strict information security policies and procedures. Smartway2 uses encryption, network security, and backup measures to protect the data handled in the platform and ensure it is available.
Is Smartway2 secure?
Yes, the security of our customers’ data is a top priority at Smartway2. We implement industry best practices and have multiple safeguards in place to protect information:
- Data is encrypted both at rest and in transit
- Regular penetration testing is conducted to identify and address vulnerabilities
- Access to customer data is strictly controlled based on least privilege principles
Is Smartway2 FedRAMP certified?
No, Smartway2 is not currently FedRAMP certified. However, we do work with several federal agencies and meet many of the security controls required by FedRAMP. We are continuously enhancing our security posture and FedRAMP certification may be pursued in the future depending on our federal business.
Is Smartway2 GDPR compliant?
Yes, Smartway2 is fully compliant with GDPR requirements. We act as a data processor on behalf of our customers and have a comprehensive data processing addendum (DPA) in place. Our privacy policy outlines how we process personal data, the lawful bases, and data subject rights. We also offer a tool for customers to facilitate GDPR-related data subject requests.
How does Smartway2 keep user and booking data private?
At Smartway2, we take privacy very seriously. Access to all user and booking data is tightly restricted to authorized personnel only. Individual users can only see and manage their own booking details, while authorized admins have access to reporting and management features based on their permission levels. All personal data is handled by our privacy policy and customer agreements.
Smartway2 Company Overview & History
Smartway2 provides a cloud-based workplace scheduling software platform. It helps mid-to-large-sized organizations manage and optimize bookings for meeting rooms, desks, visitors, and hospitality services. The software automates scheduling, supports hybrid work policies, and offers insights into space use, aiming to enhance efficiency and collaboration.
Founded in 2014, Smartway2 is headquartered in Marlborough, Wiltshire, United Kingdom. According to LinkedIn, the company has 11-50 employees. In 2018, Smartway2 secured Series A funding from Enterprise Ireland and private investors, though the amount was not disclosed.
Smartway2 Major Milestones
- 2014: Smartway2 was founded
- 2018: Secured Series A funding from Enterprise Ireland and private investors
- 2019: Recognized in industry publications for innovative solutions
- 2020: Reached $10 million in annual revenue
- 2021: Acquired a smaller tech firm to enhance product capabilities
Want to learn more about Smartway2? Check out their site for additional information.
Pricing upon request
Free demo available
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