Smart Workplace | this changes everything

Control your environment, engage your workplace community, offer secure and fully hands-free access to your building. Smart Spaces app allows you to conduct every aspect of your working day, in and around your building, all from your mobile device.

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Smart Building OS | building engagement

Smart Spaces Operating System elevates building intelligence, providing a secure and cloud-based IoT platform that interfaces with the data present within modern building systems.

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Who we are | get to know us

Discover how it all began, where we are headed and our commitments to clients and partners.

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Our Story and Achievements

Visitor Management System

For a Touch-Free Experience

Your visitors and employees can now experience secure, contactless access into your workplace, straight from their smartphone. Provide a safe return to your workplace, in a post COVID-19 world, with our integrated Visitor Management System.

Get Full Control Over Your Work Environment

The VMS can be extended into each occupier’s demise. Integrated with the other features, it offers a scalable, all-encompassing, smart building platform that can surface control of lights and climate to a user’s smartphone.

Prepare your workplace for a post COVID-19 return

Meetings the easier, and safer, way

Visitors receive automated, styled and client-branded email templates explaining the arrival protocol and the safety measures you have in place. The invite can either include instructions to skip reception or request to evidence ID to your front-of-house team before proceeding. An easy to use, temporary and hands-free access pass to the building can be onboarded to their Apple Wallet for extra convenience and safety.

visitor management system - entrance with temporary pass

How it works

  • 1 Send automatic pre-visit invites when booking a meeting room

Through the integrated meeting room booking calendar, occupiers can send automatic pre-visit invites whilst adding visitors to the integrated Visitor Management System for a smooth meeting set-up.

Invites may include:

  • Wayfinding
  • Automatic number-plate recognition and parking space booking
  • Temporary, contactless pass for a quick check-in with Google or Apple Wallet integration
  • Customised Terms & Conditions for acceptance and GDPR and health & safety policies

* If needed, individual access rights can be instantly and remotely revoked by an administrator with the necessary security privileges.

  • 2 Receive automated visitor arrival notification

The host is immediately notified upon the guests’ arrival thanks to the in-app push notification. As soon as the visitor scans the pass at the checkpoint, the host receives a notification on their smartphone informing them ahead of time of the entrance into the building. Knowing in advance offers occupiers the opportunity to provide additional value and care to the guest’s visit, as room and refreshments can be prepared and made ready at short notice from the app. In fact, integration with a food ordering feature and device set up means every detail is taken care of before the visitor steps into the meeting room. Finally, welcoming the visitor in person and without delays provides them with an exceptional experience.

  • 3 Benefit from a real-time view on who is on-site

As a space management and health & safety solution, the VMS provides real-time data on on-site occupancy. The platform operates as a single-source of truth for Property Managers and occupiers, offering an always up to date list of visitors and employees’ accesses in case of evacuation.

visitor management pre-visit invite with temporary QR code pass

Reception self-registration integration

Visitors can also sign-in autonomously at reception via a tablet. Smart Spaces® includes a self-registration screen for tablets in which visitors input their personal details, name and email, address and the name of the person they are meeting. They are also required to sign the agreement to the building Privacy Policy, in compliance to data protection regulation, before receiving an email QR card providing them access to the building.

  • 1 The visitor’s information

In the first screen, the visitor is asked to input his full name and email details.

  • 2 Who is the visitor meeting?

In the next step, the system will show two fields for the company and the person to meet. The guest will be required to select from a drop-down menu list and confirm, before being shown to the following screen.

  • 3 Privacy Policy and Terms & Conditions

In compliance to the data protection law, this final step provides the Privacy Policy for the visitor to read and a field in which to digitally sign the agreement to it.

  • 4 The temporary pass

The visitor receives a temporary pass through a branded email, straight in the inbox.

self registration smart spaces visitor management system app

Whether you are a landlord or an occupier, we can help you get ahead

With you, we plan with a view on the future of your workplace, implementing our operating system quickly and with minimal disruption. Working closely with all stakeholders, including the existing system vendors in your buildings, we understand your needs and make recommendations for systems upgrades when necessary.

working together with clients personalised automation platform

Smart Spaces® supports you towards a sustainable future

Our platform helps you get rid of paper forms to fill or easy-to-lose, eco-unfriendly, plastic passes for a more environmentally conscious workplace.

Moreover, our app interfaces with the building management system, giving you full control over your workplace. By setting energy-saving targets as well as automating your lighting and climate to respond to your real usage, you can get a step ahead with a more sustainable workplace.

office building sustainability measures

Benefits of Smart Spaces® Visitors Management System

  • Client and building branded
  • Easily adaptable and highly configurable to tailor and improve building rules
  • Live, real-time view of building occupancy to assist safe evacuation
  • Integrated with meeting room calendar, desk management, access control, food order and other smart features
  • Flexy integration with third-party system vendor APIs
  • Cybersecurity protected and GDPR compliant
  • Comprehensive real-time data reporting, insights on flow rate, visitors’ trail and more
  • Property Manager’s single source of truth and control over guests’ visits, placing you in control at all times over the number of people in your buildings.
visitor management system app pass, tap, enter


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