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Creating an engaging, inviting experience at your physical workspace can be tricky. And juggling the logistics of desk availability, team sections, equipment can quickly become overwhelming for HR personnel and employees alike. Hot desk booking solutions like Smartway2 can help you create a hybrid work setup that makes it easy for staff to work from the office as easily as from home.

But how do you know if Smartway2 is the right tool to meet your needs? There are tons of options out there, and each one offers different features, functionalities, and integrations to connect with your existing tools. I've covered all this and more in my in-depth review of Smartway2, to help you evaluate if it's the best option for your team.

smartway2 review showing the screenshot of the mobile booking app
I love how streamlined and straightforward Smartway2's mobile app is for the employee experience.

Smartway2: Product Overview

Smartway2 is a dynamic solution for scheduling and managing workplace resources. It primarily serves facility managers and office administrators, offering them a streamlined way to coordinate spaces and resources. The tool enhances efficiency, simplifies booking processes, and provides valuable data for workspace optimization.

It effectively addresses common pain points such as double bookings, resource misallocation, and lack of real-time availability insight. Key features include an intuitive interface, robust analytics, and a customizable way to book meeting rooms, and conference rooms, and do online bookings.


  • User-Friendly Interface: The scheduling software boasts an intuitive design, making it easy for users to navigate and manage bookings effectively for ultimate employee experience
  • Advanced Analytics: Smartway2 provides detailed analytics, enabling better decision-making and optimization.
  • Customizability: This tool offers high customization for booking rules, catering to diverse organizational needs and preferences.


  • Limited Integrations: Smartway2 has fewer integrations with third-party apps compared to some competitors, which could limit functionality for some users.
  • Higher Learning Curve: New users may find the software slightly complex initially, necessitating a brief adaptation period.
  • Basic Mobile App: The mobile application lacks some features present in the desktop version, potentially affecting on-the-go usability.

Expert Opinion

As a workplace management professional, I find Smartway2 to be a competent player in the realm of workplace booking software. Its user-friendly interface and advanced analytics stand out, enhancing workplace efficiency and decision-making. However, its limited integrations and a more complex initial user experience can be drawbacks compared to simpler, more connected alternatives. Its robustness and customizability make it well-suited for medium to large organizations that value detailed resource management and are willing to invest time in mastering its features.

In comparison to other software, Smartway2 excels in analytics and customization but falls short in ease of onboarding and mobile functionality. It's a solid choice for those prioritizing detailed resource management and customization, while others might prefer more straightforward, integrated solutions.

Smartway2: A Deep Dive

Smartway2 sets itself apart in the crowded field of workplace scheduling tools with features that specifically address the evolving needs of modern workspaces.

Smartway2's outlook integration for scheduling bookings
Smartway2 is compatible with Outlook, Exchange, Office 365, and Outlook for Mac, offering advanced and reliable integration with zero-install deployment, surpassing others in the industry in terms of functionality.

Standout Functionality

Smartway2 distinguishes itself with a few key functionalities not commonly found in other workplace booking software:

  1. Advanced Space Optimization: One of the most notable features of Smartway2 is its use of artificial intelligence to suggest the most efficient use of the workspace. This functionality goes beyond mere booking; it analyzes usage patterns, space availability, and organizational needs to recommend optimal arrangements. This can be particularly beneficial for dynamic work environments where space needs vary frequently, helping to maximize the utility of available resources.
  2. Interactive Floor Plans: Unlike many standard booking systems, Smartway2 offers detailed, interactive floor plans. This feature allows users to visually navigate the workspace, select specific desks, rooms, or areas, and view their availability in real-time. It enhances the user experience by providing a clear, visual method of booking, making it easier to find and reserve the right space.
  3. Real-time Resource Tracking: Smartway2 stands out with its ability to track resources in real-time. This isn't just about knowing if a meeting room is booked; it's about understanding the current status of various resources, like projectors, whiteboards, or even parking spaces. This feature ensures that resources are utilized efficiently and reduces the chances of double booking or resource conflicts.

Product Specifications

Resource BookingYes
Calendar IntegrationYes
Mobile AccessYes
User PermissionsYes
Real-time AvailabilityYes
Customizable FeaturesYes
API AccessYes
Multi-location SupportYes
Desk BookingYes
Meeting Room BookingYes
Hardware IntegrationYes
User DirectoryYes
Automated NotificationsYes
Recurring BookingsYes
Visitor ManagementYes
Health and Safety ComplianceYes
Multi-language SupportYes
On-Premise Option No
Third-party IntegrationsLimited
Customer SupportYes
Training and OnboardingYes
Data SecurityYes
Custom BrandingYes

Smartway2 Key Features

  1. Interactive Floor Plans: These allow users to visualize and book spaces efficiently.
  2. Advanced Analytics: Offers deep insights for informed decision-making.
  3. Customizable Booking Rules: Tailor booking rules to fit specific organizational needs.
  4. Real-time Resource Tracking: Ensures optimal resource utilization by tracking workspace occupancy and the booking no-shows.
  5. Mobile Access: Provides flexibility and convenience.
  6. API Access: Allows for extended functionalities through integration.
  7. Automated Notifications: Keeps users informed and coordinated.
  8. Visitor Management: Streamlines visitor check-ins and security.
  9. Health and Safety Compliance: Assures a safe working environment.
  10. Multi-language Support: Broadens accessibility for diverse users.

Ease Of Use

Smartway2 has a user-friendly interface but requires some learning. The onboarding process is comprehensive, yet navigation and organization within the tool demand familiarity. Some users might find the extensive features and settings complex initially.

Customer Support

Smartway2 provides robust customer support with resources like documentation and live chat. However, some users may find response times longer than expected, and the lack of extensive third-party integrations can be a drawback.

Software Integrations

Smartway2 offers native integrations with popular calendar and email applications, enhancing scheduling efficiency. It has an API for custom integrations, allowing businesses to tailor the software to their needs. Add-ons extend its capabilities, although the range is not as broad as some competitors.

Smartway2 Pricing

Smartway2’s pricing is competitive, offering various tiers based on features and user count. The pricing details are granted upon request.

Smartway2 Use Cases

Who Would Be A Good Fit For Smartway2? 

Smartway2 is well-suited for medium to large corporations. In my experience, companies with a sizable workforce find Smartway2 very effective. Its capacity to manage multiple resources and spaces simultaneously makes it ideal for larger environments where complex booking needs are common.

Smartway2 also offers specific features tailored to the following industries:

  • Educational Institutions: Universities and colleges can benefit from Smartway2. Its ability to handle numerous bookings across various locations makes it suitable for campuses.
  • Healthcare Sector: Hospitals and clinics can utilize Smartway2 to manage their meeting spaces and resources efficiently, a crucial aspect in the fast-paced healthcare environment.
  • Technology Companies: Firms with dynamic workspace requirements, such as tech companies, often find Smartway2 aligns well with their needs for flexibility and real-time resource management.

The most loyal customers are often those in industries where resource and space management is critical, and where the environment is dynamic and subject to frequent change.

Who Would Be A Bad Fit For Smartway2? 

  • Small Startups or Individual Entrepreneurs: For those operating in smaller teams or with limited space requirements, Smartway2 might offer more complexity than needed. Simple booking solutions might be more appropriate in these cases.
  • Businesses Seeking Basic Functionality: Companies looking for just basic booking features without the need for advanced analytics or detailed resource management might find Smartway2 overwhelming.
  • Organizations with Limited IT Resources: Smartway2 requires a certain level of technical competence to set up and maintain. Organizations with limited IT support may struggle with utilizing its full capabilities.

In these scenarios, users often express disappointment due to either underutilization of the booking management software's extensive features or the complexity involved in managing and navigating these features.

Smartway2 FAQs

Here are responses to some common questions you might have about Smartway2:

Can Smartway2 integrate with my existing calendar application?

Yes, Smartway2 integrates with popular calendar applications for seamless scheduling.

Is Smartway2 suitable for managing multiple office locations?

Yes, it supports multi-location management.

Does Smartway2 offer visitor management features?

Yes, it includes a comprehensive visitor management system.

Does Smartway2 offer features for health and safety compliance?

Yes, it includes features to ensure workplace health and safety compliance.

Can Smartway2 be customized to fit my company’s branding?

Yes, Smartway2 offers custom branding options to align with your company’s identity.

Is training provided for new Smartway2 users?

Yes, Smartway2 offers training and onboarding support for new users.

How secure is the data stored in Smartway2?

Smartway2 prioritizes data security with robust measures to protect user information.

Smartway2 Company Overview & History

Smartway2, headquartered in the UK, is a software company that specializes in developing innovative workplace booking solutions. Founded with the vision to streamline and optimize workplace management, Smartway2 has steadily grown into a key player in the industry, serving a diverse range of clients globally. The company stands out for its commitment to enhancing workplace efficiency through technology, reflected in its continuous innovation and introduction of features like AI-driven space optimization.

Smartway2's journey, marked by significant milestones such as expanding its product offerings and integration capabilities, reflects its dedication to adapting and evolving in response to changing workplace needs. The company's mission is centered around making workplaces more adaptable, efficient, and user-friendly, catering to the dynamic demands of modern work environments.

Smartway2 Summary: The Bottom Line

Smartway2 stands out for its advanced space optimization, interactive floor plans, and real-time tracking features. It excels in providing detailed analytics and customizable options. Its strengths lie in its robust features and flexibility, making it a solid choice for medium to large organizations that value detailed management of workplace resources.

Alternatives to Smartway2

  • Condeco: Best for large enterprises needing extensive integration capabilities.
  • Teem by iOFFICE: Ideal for companies seeking an emphasis on workplace experience and ease of use.
  • Roomzilla: Suitable for small to medium businesses looking for a more budget-friendly option.


This review offers a comprehensive look at Smartway2, highlighting its strengths and areas where it may not be the best fit. If you're considering Smartway2 for your workplace booking needs, weigh its features against your specific requirements. I invite you to share your experiences or ask questions to further this discussion.

David Rice
By David Rice

David Rice is a long time journalist and editor who specializes in covering human resources and leadership topics. His career has seen him focus on a variety of industries for both print and digital publications in the United States and UK.