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Smart Spaces balances employee autonomy with central administrative control, providing a smooth reservation experience for staff and actionable space data for operations teams.
Find the Right Space Instantly: Search and filter available desks by location, floor, quiet zones, monitor setups, or sit-stand preferences.
Book from Mobile or Web: Reserve a desk in seconds via the Smart Spaces iOS/Android app or browser interface.
Work Near Your Team: Locate team members on interactive floor plans and reserve adjacent desks to support collaborative working days.
Save Preferences & Repeat Bookings: Store favourite working locations and set up recurring desk reservations for regular office days.
Integrated Access Journey: Arrive at the building, gain entry via mobile access control, and check in to your desk using a single app.
Configure Flexible Workplace Policies: Set advance booking windows, max reservation lengths, and department-specific desk allocations.
Manage Desk Neighbourhoods: Allocate fixed, flexible, or hot-desking zones to match team working patterns and hybrid schedules.
Automate Desk Release: Prevent ghost bookings by requiring check-ins (via QR code, app confirmation, or occupancy sensors) with automated auto-release rules for no-shows.
Monitor Real-Time Demand: Track daily attendance, peak desk utilization, and underused zones across floors and buildings.
Data-Driven Space Optimisation: Make evidence-based decisions on office fit-outs, lease renewals, and footprint consolidation based on actual usage patterns.
Smart Spaces simplifies office desk reservation into an intuitive, four-step workflow.
Open the Smart Spaces app or web platform. Filter available desks by building, floor, zone, equipment (e.g., dual monitors, ergonomic seating), or proximity to team members.
Explore real-time interactive floor maps that display which desks are booked, available, or temporarily occupied.
Select your preferred desk and confirm instantly. Need to collaborate? Book a cluster of desks for your project team or set up a recurring booking schedule for specific days of the week.
Upon arrival at the building, use the Smart Spaces app for contactless mobile turnstile entry. Check in at your desk via QR scan, geofencing, or automated sensor detection.
Every organization operates hybrid work differently. Smart Spaces provides custom administrative rules to support your specific operating model.
Custom Booking Windows: Define how far in advance employees can reserve desks (e.g., 7 days, 14 days, or 30 days).
Hot Desking & Dedicated Desks: Combine hot desking zones, department-specific neighbourhoods, and permanently assigned desks on a single floor plan.
Team & Group Reservations: Allow managers to reserve team zones or block-book desks for specific project days.
Recurring Desk Bookings: Allow staff to secure specific desks for repeating hybrid schedules.
Automated No-Show Release: Automatically release desks back into the available pool if an employee fails to check in within a custom timeframe (e.g., 15–30 minutes).
Multi-Building Portfolio Management: Apply consistent or site-specific booking policies across global office portfolios from a centralised admin panel.
Hybrid work succeeds when employees can easily collaborate in person. Smart Spaces removes the friction of coordinating office days.
Find Colleagues Instantly: Locate where teammates are sitting on any given day to select a nearby workspace.
Department Neighbourhoods: Establish dedicated spaces for Finance, Engineering, or Marketing, ensuring teams have guaranteed access to space near their peers.
Coordinated Team Days: Enable team leaders to coordinate collaborative office days by reserving adjacent desks and nearby meeting spaces simultaneously.
Eliminate Workspace Uncertainty: Give staff confidence that a suitable desk, equipped with the necessary tools, is waiting for them before they begin their commute.
Transform real-world office usage data into clear, actionable workplace strategies. Smart Spaces captures granular spatial data to help leadership optimise real estate costs and improve office layouts.
Booking vs. Actual Occupancy: Compare desk reservation data against live sensor occupancy to measure actual desk usage versus no-show rates.
Peak Demand Analysis: Identify peak attendance days (e.g., Tuesday–Thursday) to manage capacity constraints and balance office usage across the week.
Zone & Amenity Insights: Determine which floors, zones, and desk configurations (e.g., quiet zones vs. collaborative hubs) are most utilized.
Real Estate Portfolio Optimisation: Use verifiable utilisation evidence to size future office footprints, optimise lease commitments, and reduce energy consumption in underutilised zones.
Desk booking is most effective when integrated into your broader office operations. Smart Spaces connects desk management with building systems and employee services in one mobile app.
Meeting Room Booking System: Reserve nearby meeting rooms or phone booths alongside your desk booking.
Workplace Visitor Management: Coordinate client visits and register guests directly through the workplace platform.
Mobile Access Control for Offices: Use your smartphone for secure, contactless entry through doors, turnstiles, and elevators.
Connected Workplace Platform: Integrate desk management with IoT occupancy sensors, lighting controls, and climate systems to create an efficient, smart building ecosystem.
Built to support international enterprises, multi-tenant commercial buildings, and large corporate portfolios.
Centralised Admin Console: Manage permissions, user groups, floor plans, and booking policies across global office locations from a unified dashboard.
Enterprise SSO & Security: Seamlessly onboard employees using standard identity providers.
Branded Workplace Experience: Deliver a custom, white-labelled app experience aligned with your corporate brand identity.
Scalable Infrastructure: Engineered to support tens of thousands of active users across complex commercial real estate holdings.
Dedicated Implementation & Support: Full onboarding support, setup assistance, and ongoing customer care to ensure smooth rollout and high adoption.
Smart Spaces powers modern workplace experiences for major commercial property owners, global enterprises, and landmark office developments across the UK.
Challenge: A major corporate occupier needed to transition 400+ employees from fixed seating to a flexible hybrid model while consolidating office footprint.
Solution: Implemented Smart Spaces desk booking software paired with mobile access control and live floor plan navigation.
Result: Achieved smooth transition to a 6:10 desk-to-employee ratio, reduced spatial real estate overheads, and maintained high employee workplace satisfaction.
All-in-One Workplace Platform: Unifies desk booking, room management, visitor registration, access control, and smart building features in a single application.
Built for Enterprise & Real Estate: Designed specifically for complex commercial properties, multi-tenant buildings, and enterprise-scale organisations.
Data-Driven Operations: Blends software reservation metrics with hardware sensor data to provide accurate workplace intelligence.
Proven Commercial Deployment: Deployed across prime commercial offices and flagship real estate developments throughout the UK and internationally.
A desk booking system is a software platform that allows employees to reserve office desks, workstations, or flexible seating ahead of time or on arrival. It helps organizations manage hot-desking, hybrid working policies, and space utilization.
Employees log into a mobile app or web portal, view interactive floor plans showing real-time desk availability, select an available desk based on location or amenities, and confirm the reservation. Workplace managers use the backend dashboard to set booking rules and monitor occupancy analytics.
Yes. The Smart Spaces app for iOS and Android allows employees to search for available desks, view live floor plans, reserve workstations, and check into their desks directly from their smartphones.
Yes. Smart Spaces supports team and group booking functionality, allowing managers or staff members to locate colleagues on interactive maps and reserve adjacent desks for joint working days.
Yes. Smart Spaces supports multi-building and multi-site management. Administrators can configure custom rules, floor plans, and access controls for each site from a single central management console.
Yes. Interactive floor plans display live desk status—showing which desks are currently occupied, reserved, or open for booking.
Yes. Smart Spaces natively connects desk management with mobile access control, allowing employees to unlock building turnstiles and check into their assigned desks using a single smartphone application.
Smart Spaces provides analytics on overall desk utilization rates, peak attendance days, popular workplace zones, average booking duration, and ghost-booking (no-show) metrics.
Yes. Smart Spaces offers custom white-label options, allowing enterprises and property developers to deliver a fully branded workplace experience app to their staff and tenants.
Implementation involves onboarding your office CAD/floor plan layouts, configuring your organization’s booking logic and user permissions, integrating identity providers (SSO), and deploying the web and mobile app to employees.
Hot desking generally refers to an unassigned seating model where employees find a desk on arrival on a first-come, first-served basis. Desk booking is the software system that enables, structures, and manages hot-desking—allowing staff to reserve desks in advance, ensure availability, and track usage data.
Desk booking focuses on individual workstations, hot desks, and quiet booths tailored for solo work or small-scale co-working. Room booking manages enclosed shared spaces like meeting rooms, boardrooms, and event spaces—often incorporating AV setups, catering management, and calendar integrations (e.g., Microsoft Outlook or Google Workspace).
Simplify desk management, give employees a seamless office booking experience, and gather actionable space utilization data with Smart Spaces.
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