Best Workspace Management Software In 2024

Best Overall, Best for Human Resources Management

Get a Free Demo for FMS:Workplace

Starting Price

$20,000

Company Size

Large

Deployment

Cloud

Overview
Benefits
Key Features
Limitations
Researcher’s Summary

FMS:Workplace from FM:Systems is a comprehensive integrated workplace management system (IWMS) designed to help organizations identify underused areas, track lease terms, expirations and critical dates to ensure compliance and avoid missed opportunities for renegotiation and make informed decisions about real estate acquisitions, disposals or renovations.

While user reviews are limited, the system is known for its centralized control, real-time data insights, customizable reporting, enhanced communication and space optimization capabilities. However, the initial learning curve is steep and customization and integration can be complex.

The cost ranges from $8,000 to $60,000 depending on the modules selected and your organization size.

Client Testimonials

“The system helps us operate the building more efficiently in the future in terms of identifying space not being used at certain times resulting in smarter building management,” said Damian Devonald, Head of Workplace and Accommodation, DVLA. (Source)

“As a large public research university, we need to make sure our space is optimized not only for student and faculty success, but also for rigorous funding formulas that evaluate need. By centralizing and optimizing our spaces proactively with the help of FM:Systems, we’re able to optimize our resources and prove that what we plan to do next can deliver significant value,” said Josh Gerken, UTSA Assistant Vice President of Campus Planning. (Source)

Pricing

Pricing is based on total amount of square footage managed and number of power users (seats) and selected module applications.

Their core application FMS:Workplace Space and Asset Management Suite ranges from $20,000-$60,000.

Improve Asset Management: In our analysis, the solution scored extremely well for tracking assets from start to finish. You can easily organize them into clear hierarchies, monitor their value over time (depreciation) and even track any downtime they might experience.
Ensure Proactive Maintenance: FMS:Workplace scored 98 for maintenance management capabilities, more than competitors like eFacility (61) and FMX (94). Areas where the product truly stands out:
- Report Maintenance Problems: Fill out a simple online form or log it directly through your console.
- Track Reactive Maintenance Jobs: Monitor these tasks to know how often and what kind of unplanned repairs happen to plan ahead, making sure you have the right people and parts ready to go when needed.
- Schedule Preventive Maintenance: Create long-term maintenance schedules directly on your calendar, ensuring your assets get the care they need at the right time. To save you even more time, upload prebuilt templates tailored to your specific equipment, so you don't have to start from scratch.
Report Maintenance Problems: Fill out a simple online form or log it directly through your console.
Track Reactive Maintenance Jobs: Monitor these tasks to know how often and what kind of unplanned repairs happen to plan ahead, making sure you have the right people and parts ready to go when needed.
Schedule Preventive Maintenance: Create long-term maintenance schedules directly on your calendar, ensuring your assets get the care they need at the right time. To save you even more time, upload prebuilt templates tailored to your specific equipment, so you don't have to start from scratch.

Centralized Database: Track and manage your space inventory including floor plans, room details, occupancy information, asset locations and usage metrics.
Floor Plan Viewer: Visualize and interact with 2D and 3D floor plans, making it easier to understand spatial relationships, identify available areas and plan moves or reconfigurations. You can also import CAD and Revit drawings into the system with just a few clicks.
Move Management: Employees or managers can initiate move requests through a web-based interface. Capture essential move details like move date, department, reason and type. You can also make multiple move requests with options for adding people by group, building, floor or individual.
Scenario Planning: Move employees and assets on floor plans to test different layouts and space allocation options. Evaluate each scenario's implications such as occupancy changes, adjacency requirements and potential conflicts. Create interactive stack plans that illustrate how departments, teams or individuals will be allocated across multiple floors and buildings within a specified timeframe
Real Estate and Lease: Find and review specific lease agreements including financial details and important deadlines. The dashboard view lets you see high-level metrics like square footage, average rent per square foot and monthly rent for all properties. Get automatic reminders for critical lease dates, so you can stay on top of renewals and other important events.

Doesn’t support altering the floor plan (e.g., changing room numbers, fonts, or sizes) without republishing.
Lacks GIS capabilities for locating graphical data (buildings) relative to each other and for exterior utilities.

Let’s talk about FM:Systems. The real power of this tool is in its data. It tracks how your spaces are actually being used in real time. That means no more guessing games about which areas are sitting empty or overcrowded. You can use that data to make smart choices about your real estate, saving money and creating a workspace that actually works for everyone.

And let's not forget about those tedious facility tasks. The system automates a lot of the stuff that used to eat up so much time — think move management, maintenance requests and more. That frees up your team to focus on the bigger picture.

Plus, the visual tools like floor plans and stack plans make it easy to see what's going on and plan for the future.

Now, it's not all sunshine and rainbows. There's a bit of a learning curve, especially with some of the more advanced features. And while you can customize it to fit your needs, that can take some extra effort. But hey, no system is perfect, right?

Overall, if you're looking to get a handle on your workspace and create a more adaptable work environment, the solution is definitely worth checking out. And with new developments like FedRAMP authorization and integrations with building automation systems on the horizon, it's clear they're committed to staying ahead of the game.

Learn more about FMS:Workplace

I Tested FMS:Workplace For You: An Honest Look at its Pros, Cons and Real-World Use

The good part:

Save valuable time by adding frequently used views, reports and documents to your favorites
Import CAD and Revit models into the system for better visualization.
Make on-the-fly adjustments to your floor plans with markup capabilities.

The not-so-good part:

The system may challenge less tech-savvy individuals, requiring extra training or support.
The parts inventory module is suited for larger equipment, not consumables like toilet paper or towels.
Importing drawings needs specific formatting like including boundary lines into spaces, adding an extra step.

Take a look at the table below to see how it fared when I put the system to the test in various scenarios:

Scenarios	How does FMS:Workplace Handle It?	My Honest Take
Evaluating expansion opportunities	Location map	You can zoom in and out on the map, hovering over each location to see details like rentable and usable area, and ownership status. Click on the “Go to Building” button to access additional info like gross and assignable area which can assist you in evaluating whether a particular location has the capacity to accommodate growth. The most glaring issue I found was the noticeable lag when navigating the map. Simple actions like panning or zooming often resulted in a frustrating delay, impeding my ability to efficiently explore different areas.
Assigning space to team members	Floor plan viewer	You can see the whole office layout, every desk and empty space. Then, it’s as simple as dragging and dropping your team members’ names onto a suitable spot on the plan. I liked how I could color-code different teams or departments. This made it easy to see at a glance how I was using the space and identify any potential conflicts. The ability to measure distances was also helpful for ensuring that everyone had enough personal space and that frequently collaborating team members were located near each other. Navigating the floor plans using my laptop’s trackpad was a major pain point. Zooming in and out felt clunky and imprecise. An external mouse is definitely a must!
Moving an employee to a new space	Move Management	You can start by submitting a new move request for an employee. The form is straightforward, requiring details like employee information, departments, move locations and the reason for the move. I appreciated the floorplan viewer, which allowed me to pinpoint the exact rooms involved in the move. The entire process took about 10 minutes, which seemed reasonable. You can also add assets to your move request. The asset catalog was conveniently located at the bottom of the screen. Initially, I struggled with selecting multiple assets, as it wasn’t the typical “Control + click” method. However, once I figured out the arrow system, it became easier. The ability to add multiple moves simultaneously was impressive. The system offered various options, like adding people by group, building, floor, individual or zone.
Comparing different office layouts	Scenario and stack planning	I wasn’t prepared for the learning curve of the stack planning module. It took me a good 30 minutes just to figure out how to drag and drop floors, and even longer to make sense of the visual representation. The multitude of views and options on a single screen was initially overwhelming, and it took some trial and error to understand how to effectively manipulate the interface. However, I persevered, and the payoff was immense. I imported the floor plans of the current office and a promising new building. With a few clicks, I had interactive stack plans for both locations, allowing me to visualize how my teams would fit into each space. The color-coded blocks representing different departments can help you see cramped spaces as well as where you have room to breathe.
Tackling work orders	Facility maintenance	The “Open Work (Supervisor View)” was my go-to view in the facility maintenance tab. It provided a clear and concise overview of all pending work orders, neatly organized with essential details like requester, location, category, priority and assignee. I especially liked the ability to filter and sort the work orders based on various criteria. This enables you to quickly identify high-priority issues that need immediate attention, as well as tasks that you can delegate to specific technicians based on their skills and availability. The “Dispatch” button is another handy feature. With a single click, you can assign a work order to a technician, which sends a notification on their mobile devices. This eliminates time-consuming phone calls or emails, ensuring that tasks are assigned promptly and efficiently. Once a work order is completed, it moves to the “Closed Work” view. This can serve as a valuable archive, allowing you to review the history of maintenance activities, track technician performance and identify any recurring issues that may require further attention.
Making service requests	Service request form	You can specify the issue, upload a photo for clarity, and even mark the request as urgent if necessary. The form’s structure, with fields like “Health, Safety, or Security Issue?”, “Building Code,” and “Room Needing Service,” ensure that you enter all the necessary information upfront. This eliminated the back-and-forth communication that could delay the resolution of my requests in the past. Once submitted, you can track the progress of your request in real time. You no longer have to wonder if anyone has even seen your request or when it might be addressed.

Integrations: It provides bi-directional integration with AutoCAD, Microsoft Exchange and Revit Models. You can also connect with Microsoft Outlook for room booking and resource scheduling.

Slide through the below carousel to get a sneak peek into the system’s interface.

FMS dashboard showing office space layout and room assignments

FMS interface showing scenario planning and floor stacking data

FMS move request form showing employee details and move options

Insider Tip: Create personalized dashboards that highlight the metrics that matter most to you such as space usage rates, lease expirations or maintenance work orders. Drag and drop widgets, select your data sources and filter information to get the insights you need.

Skedda — Best for Space Booking

Skedda is an online scheduling platform that helps businesses manage their space and resource bookings. It serves co-working spaces, sports facilities, educational institutions, healthcare companies, equipment rentals and more.

Skedda

Get a Free Demo for Skedda

Starting Price

$99

Company Size

Medium, Large

Deployment

Cloud

Overview
Benefits
Key Features
Limitations
Researcher’s Summary

Skedda is a facility scheduling software designed to help small and medium businesses manage spaces and resources. It goes beyond simple bookings, offering interactive floor plans, real-time occupancy data and visitor management tools.

Its self-service booking capabilities empower your team to reserve spaces independently, reducing administrative burdens and saving valuable time.

While user reviews are limited, common strengths of such tools lie in their intuitive interface, customizable rules and robust integrations.

However, potential limitations include the absence of a waitlist feature, potential delays in customer support and data security concerns associated with cloud-based systems.

Its real-time insights into space usage and resource availability enable you to make informed decisions and optimize your space allocation.

The platform's integration with popular tools like Microsoft 365 and Slack enhances collaboration and productivity.

While the vendor offers a free trial and transparent pricing plans, it's important to consider your specific needs and budget before committing.

Client Testimonials

"For people who have permanent seat assignments, it was easy to set up a recurring reservation. It has been useful for other employees to see where managers and other team members with permanent desks sit,” said Jan Opletal, a Security Consultant at Actum. (Source)

"Thanks to Skedda, we could keep track of how often our workplace worked from the office, and make an informed decision about what to do with the new office once we move. Skedda is user friendly and aesthetically pleasing. It's been a breeze to use!" said Aaliah Jacksi, Workplace Experience Manager at Toyota Connected EU. (Source)

Pricing

The vendor offers three pricing options:

Starter: $99/month/space
Plus: $149/month/space
Premier: $199/month/space

Manage Booking Across Multiple Locations: The system’s interactive floor plans tool enabled the Horton Group employees to visualize available spaces at different locations, making it easier to select and book suitable workspaces based on their needs and preferences.
Optimize Space Usage with Actionable Data: The solution's insights panel equipped The National Robotarium with real-time occupancy data and usage reports, empowering them to manage space and proactively inform investors about building activity.
Create Positive Guest Experiences: Actum Digital used visitor management capabilities to send invitations to guests with all the need-to-know info, like where to go and when to arrive, eliminating confusion and ensuring a smooth arrival experience for visitors.
Reduce Administrative Burdens: The platform’s self-service booking capabilities with interactive maps, empowered faculty, staff and students at Columbia Climate School to book spaces independently, which meant administrators didn’t have to worry about handling reservation requests and resolving conflicts.
Connect Your Workflows: The integration with Microsoft 365 directly supports meeting invitees and video-conferencing links within the system’s bookings. This streamlined the meeting setup process, enhancing user convenience and saving time for Aon employees.

Booking Management: Streamline the scheduling and oversight of diverse spaces, including meeting rooms, desks and other bookable resources.
- Interactive Floor Plans: See every room and desk on an interactive map. Find what's free, click to book and you're done. Multiple floors or buildings? Multiple maps help you navigate your entire space. Hover over or click on a space to see more details like its name, description and any existing bookings.
- Neighborhoods: Group workspaces by department or team to enhance collaboration and communication.
- Calendar View: Whether you're a day-by-day person, a monthly planner or love a good list, there's a calendar view for you. You can even switch to the map view if you want to see things spatially.
- Booking Coloring: Visually organize your bookings by assigning different colors to them. You can color bookings based on things like type (e.g., meeting, workshop, private event), payment status (e.g., paid, unpaid, pending) or user information (name, email, tags).
- Booking Conditions: Limit booking durations at certain times, like a two-hour maximum on Saturday evenings. Make sure all bookings are exactly one hour long or only allow bookings in two-hour blocks. Prevent certain user groups (like "Members") from booking on specific days or times.
- Activity Feed: Every change, whether it's a new booking, cancelation, update or check-in, is recorded with a timestamp. Easily find specific information using filters for time range, activity type or general search terms.
- Check In: Send booking reminders via email or in-app notifications. Tailor check-in rules to different user groups, spaces and timeframes. Add extra confirmation steps to ensure visitors, employees and staff are aware of important details or policies. Automatically free up spaces when they don't check in, making them available for others.
- Buffer: Set different buffer times for different spaces based on their specific needs. Enable employees or visitors to see when a space is unavailable due to a buffer, preventing any booking confusion.
Interactive Floor Plans: See every room and desk on an interactive map. Find what's free, click to book and you're done. Multiple floors or buildings? Multiple maps help you navigate your entire space. Hover over or click on a space to see more details like its name, description and any existing bookings.
Neighborhoods: Group workspaces by department or team to enhance collaboration and communication.
Calendar View: Whether you're a day-by-day person, a monthly planner or love a good list, there's a calendar view for you. You can even switch to the map view if you want to see things spatially.
Booking Coloring: Visually organize your bookings by assigning different colors to them. You can color bookings based on things like type (e.g., meeting, workshop, private event), payment status (e.g., paid, unpaid, pending) or user information (name, email, tags).

Doesn’t support altering the floor plan (e.g., changing room numbers, fonts, or sizes) without republishing.
Lacks GIS capabilities for locating graphical data (buildings) relative to each other and for exterior utilities.

What sets Skedda apart is that it's not just about bookings — it's about making life easier for everyone. You get interactive maps so you can actually see where that empty desk is hiding. Plus, it tracks how spaces are being used, so you can make smart decisions about your setup.

And hey, if you're hosting visitors, the system’s got your back. It sends out invitations with all the details, so your guests feel like VIPs (even if you're just offering them instant coffee).

The best part? It lets people book their own stuff. No more endless email chains or awkward hallway encounters trying to snag a meeting room. It's all self-service, which means fewer admin headaches for you.

While not enough user reviews are available to provide specific feedback, common pros of similar solutions include intuitive interfaces, customizable rules and robust integrations.

On the other hand, potential cons may include a lack of waitlist capabilities, unresponsive customer support and data security concerns.

If you're looking for a way to make your space management less chaotic and more efficient, the system’s definitely worth checking out. It might not be perfect, but it gets the job done, and that's what matters, right?

Learn more about Skedda

I Tested Skedda For You: An Honest Look at its Pros, Cons & Real-World Use

The good part:

The interface is clean and intuitive
Extensive settings allow tailoring the system to your specific needs.
Connects with popular tools like Zapier, Microsoft 365 and Google Workspace.

The not-so-good part:

Hot desking is not currently supported.
Direct integrations might need custom setups.
Features like visitor management and online payments come at an additional price.

Take a look at the table below to see how it fared when I put the system to the test in various scenarios:

Scenarios	How Does Skedda Handle It?	My Honest Take
Booking a meeting room for a weekly team meeting every Friday at 3 PM for the next 3 months.	Repeat option in the booking form	Setting up a recurring meeting is as easy as booking a single event, with just a few extra clicks, you can define the repetition pattern and duration. One thing that stood out to me was the repeat summary section. It clearly displayed the recurrence pattern and end date, giving me confidence that the bookings were set up correctly. However, you must be mindful of your organization’s lock-in and cancellation rules. These affect how far in advance you need to change your bookings.
Booking a desk with my preferred resources	Space view	I loved how Space Views let me create separate lists for each type of space. “Standing Desks,” “Meeting Rooms with Presentation Screens,” “Quiet Zones” — it was all organized beautifully. I wish I could add some visual cues to the views like icons or colors. It would make them even easier to navigate.
Granting access to specific workspaces and resources to a new employee based on their role	User tags and space visibility	You can create different user tags like marketing and sales and then assign those tags to specific users. This way, you control which spaces each team can see and book. Define visibility and booking permissions based on these tags. I could restrict our marketing meeting room to only those with the “Marketing Team” tag, while keeping our main conference room open to everyone with the “All Employees” tag. Sometimes, the rules can be a tad inflexible. What if the marketing team really needs to use the engineering lab for a special project? Setting that up isn’t easy.
Identifying underused meeting rooms to repurpose the space.	Insights dashboard	I especially loved the insights dashboard. I could filter everything down to just the meeting rooms and look at the past three months of data. The charts breaking down usage by day and time were also super useful. They can show you exactly when those rooms are sitting idle. It’s great at telling you which rooms are underused, but it doesn’t really tell why. It would be fantastic if it could capture things like user feedback or cancelation reasons.
Booking rooms via Microsoft 365 or Google Calendar.	Zapier integrations	Sadly, I couldn’t test this feature because it involved sharing access to our company’s calendar. However, according to the vendor, you can connect the system with Microsoft 365 and Google Workspace to sync your bookings.

Quick Heads-Up: I was unable to fully test the interactive map feature as it requires uploading a floor plan, which I didn’t have access to. After you upload the plan, it can take a few business days for the vendor to process and display it in the system.

However, from what I could understand by accessing their support page, you can zoom in on each floor, see which desks and rooms are free in real time, and even book your favorite spot with just a click.

Need to find a quiet corner with a standing desk for the afternoon? Filter the map and see what’s available. And if you’re curious about a specific room, just hover over it to see who’s booked it and when.

Integrations: You can connect apps through Zapier. These include Zoho Invoice, Ignition, Smartsheet, QuickBooks Online, Salesforce, Pipedrive, Zoho CRM, Google Analytics, Semrush, Miro, SharePoint, Notion, Todoist and more.

Slide through the below carousel to get a sneak peek into the system’s interface.

Skedda custom views setup interface showing space filtering and view creation options

Skedda new booking interface showing user booking details, date, time, and repeat settings

Skedda user tags interface showing custom tag creation and team-based assignments

Insider Tip: Did you know Skedda can double as your public booking page? In your settings, go to “Access & Visibility.” Set “Who can view your schedule” to “Public” and “Who can book” to “Everyone who can view can also book.” Save your changes and, just grab your unique URL (it’s usually in your browser’s address bar when you’re logged in) and share it on your website, social media or even email.

UnSpot — Best for Implementing Hybrid Work Models

UnSpot is a workspace management solution designed to streamline office bookings and enhance collaboration in a hybrid work environment. It offers features like an interactive office map for booking desks, meeting rooms, lockers, and parking spaces, along with filters for specific amenities.

UnSpot

Get a Free Demo for UnSpot

Starting Price

$2.50

Company Size

Small, Medium, Large

Deployment

Cloud

Overview
Benefits
Key Features
Limitations
Researcher’s Summary

UnSpot is a workspace management solution designed to streamline how companies use their office spaces, especially in the world of hybrid work. It helps eliminate the daily frustrations of finding a desk, booking a meeting room or managing visitor access.

Key features include an interactive map for visualizing available desks, real-time booking functionalities and a shared schedule dashboard for better team coordination.

Meeting room displays offer instant status updates and booking options, while visitor management streamlines pre-registration and check-in processes.

It gets positive reviews for its user-friendly interface, efficient workspace management capabilities and support for hybrid work arrangements. However, some users have pointed out areas for improvement, such as the mobile app's performance and limited integrations with other productivity tools.

The system’s pricing includes two plans — basic and advanced. A 14-day free trial is also available for those wanting to try the system before committing.

Eliminate the "Where Do I Sit?" Struggle: Employees can open the app on their phones, browse through an interactive office map and see all the available desks in real time. No more wasted time or awkward desk-hopping!
End the Hybrid Work Chaos: Managers, you know the struggle of hybrid work — who's in the office today? Do we have enough desks? How do we keep everyone connected? The system empowers your employees to mark their office days, so you can see who's coming in and teams can stay in sync whether they're remote or in person.
Stop Guessing About Space Usage: Are those meeting rooms always booked solid or gathering dust? It's hard to make smart decisions without the right data. The solution lets you see real-time data and insights on desk usage, meeting room bookings and peak occupancy times, helping you make informed decisions about space allocation, resource management and future planning.
Foster a Happier, More Engaged Workforce: It's hard to feel motivated and productive when you're fighting for a desk or feeling disconnected from your team. With features like self-service desk booking (for employees), easy colleague locators and amenity reservations (think lockers or parking spots), you're giving people the tools to personalize their workspace experience.
Reduce Unnecessary Real Estate Costs: Maximize every square foot of your office, turning wasted space into valuable opportunities. By analyzing usage patterns and identifying areas for improvement, you can potentially downsize, reconfigure or simply make better use of your existing space.

Desk Booking: Enable hot desking for on-the-fly bookings, enhance security with QR code confirmations and foster collaboration with a shared weekly schedule dashboard.
- Interactive Map: Visualize the office layout and select your preferred desk location directly on an interactive map. Zoom in and out, explore different floors, and see exactly where each desk is located. You can even check out the surrounding amenities like coffee machines, printers and quiet zones to choose a spot that suits your needs.
- Hot Desk Booking: You walk into the office, coffee in hand, ready to tackle the day. But where to sit? With hot desk booking, you're not tied to a specific desk. You can use the app to see all the available desks in real time.
- Reservation Confirmation: When you make a reservation, you get a unique QR code. You simply scan it at the kiosk when you arrive, confirming your booking and ensuring only authorized people are using the space.
- Status Updates: Set your status to let your colleagues know what you're up to. Maybe you're heads-down in focus mode, or perhaps you're ready to chat over a cup of coffee. Your teammates can see your status at a glance, so they know when it's a good time to interrupt or when it's better to send a message later.
- Zones: Designate specific areas for full-time employees, offering them the consistency and predictability of a dedicated workspace they can call their own. At the same time, you can establish a dynamic coworking area for hybrid employees, providing them with the flexibility to choose a suitable workspace each time they come in.
- Access Controls: Create different user groups (e.g., departments, teams or even individual roles) and assign specific access rights to each group. Maybe the marketing team only needs access to certain meeting rooms, or perhaps executives get priority booking for certain desks.
- Search Filters: Want to sit near your team? Or maybe grab a spot with a standing desk? Use the search filters to find what you're looking for — date, time, equipment, you name it.
- Weekly Schedule Dashboard: You're planning a team meeting for next week, but you're not sure who's going to be in the office. No need to send out a flurry of emails or Slack messages. Just open the dashboard to get a bird's-eye view of your team's schedule. You can see who's coming in on which days and even where they'll be sitting.
Interactive Map: Visualize the office layout and select your preferred desk location directly on an interactive map. Zoom in and out, explore different floors, and see exactly where each desk is located. You can even check out the surrounding amenities like coffee machines, printers and quiet zones to choose a spot that suits your needs.
Hot Desk Booking: You walk into the office, coffee in hand, ready to tackle the day. But where to sit? With hot desk booking, you're not tied to a specific desk. You can use the app to see all the available desks in real time.
Reservation Confirmation: When you make a reservation, you get a unique QR code. You simply scan it at the kiosk when you arrive, confirming your booking and ensuring only authorized people are using the space.
Status Updates: Set your status to let your colleagues know what you're up to. Maybe you're heads-down in focus mode, or perhaps you're ready to chat over a cup of coffee. Your teammates can see your status at a glance, so they know when it's a good time to interrupt or when it's better to send a message later.

Configuring the app on multiple devices is cumbersome, delaying deployment across various locations.
Forgetting to check in leads to booking cancellations, forcing users to re-book and disrupting workflows.
Using iPads as room displays causes occasional connectivity drops, impacting meetings and presentations.

So, you're curious about UnSpot, right? It seems like a pretty handy tool for managing the modern office, especially with all the hybrid work stuff going on.

People are loving how easy it is to use. No more desk-hopping or double-booked meeting rooms! Plus, it helps keep remote and in-office teams in sync.

An interactive map shows you all the available desks, so you can snag the perfect one with a few taps. Filters let you choose based on amenities, proximity to your team or even if you want a standing desk for that afternoon energy boost.

Analytics give you insights into space usage, peak occupancy times and employee attendance trends, helping you make informed decisions about space allocation, resource management and future planning.

Beyond the core functionalities, we also love the treasure trove of cool features like colleague locators, amenity reservations (hello, parking spots!) and even a built-in help desk for employees.

But it's not all sunshine and rainbows...

Some users have mentioned the mobile app could use some fine-tuning, and there's a desire for more integrations with other tools. Occasionally, the system can experience slowdowns or glitches, and certain specific features, like advanced reporting, are still on the wishlist.

So, is UnSpot right for you?

If you're looking for a way to optimize your office space, improve employee experience, and bring some much-needed order to the chaos of hybrid work, it might just be your answer.

Learn more about UnSpot

I Tested UnSpot For You: An Honest Look at its Pros, Cons & Real-World Use

The good part:

Admins can easily update the office layout using drag-and-drop elements and hotkeys.
The analytics dashboard provides clear insights into meeting room usage and highlights underused spaces with heatmaps.
Calendar functionality makes booking meeting rooms for multiple days smooth.

The not-so-good part:

The map accuracy depends on colleagues keeping their desk bookings and schedules up-to-date, sometimes leading to mismatches.
The amenity information isn’t always accurate unless the map is well-maintained.
The recurring booking feature requires external calendar connections and would benefit from a direct option.

Take a look at the table below to see how it fared when I put the system to the test in various scenarios:

Scenarios	How Does UnSpot Handle It?	My Honest Take
Booking a desk as a hybrid worker.	Interactive office map and work schedule	Open the Office Map and select the days you’d be in the office. The map will clearly show which desks are available (marked with green pluses) and which are already booked, giving you a quick overview of your options. I really liked how it displayed the headshots of people who have booked spaces. This made it easy to see who’s around and potentially connect with colleagues. I noticed that the map’s accuracy depended on my colleagues keeping their schedules and desk bookings up-to-date. There were a few instances where a desk was marked as available but was actually occupied.
Booking a room that contains a whiteboard.	Amenity filtering	Navigate to the office map and use the filter option to search for rooms that had a whiteboard listed as an amenity. This can narrow down your options significantly. Once you find a suitable room, book it directly from the map, receiving instant confirmation. The accuracy of the amenity information depends on how well you maintain the map. If a room’s amenities aren’t updated, you might still need to physically check if it has a whiteboard.
Reserving a meeting room for multiple days.	Calendar functionality	In the Rooms tab, quickly scan the calendar to see available time slots. By selecting multiple consecutive days, you can easily book the room for the entire project period. I also noticed that if you connect your calendar to UnSpot, you can create recurring bookings. Connecting the calendar helps, but it would be nice to have a quick option for recurring bookings directly in the system.
Updating the office layout.	Editing options	To update the office layout, click on the Office Map tab. If you’re an admin, you’ll be able to add or delete elements like meeting rooms, desks and lockers. There’s also an option to move things around or duplicate them, which would be useful if you need to rearrange your layout. It took me a little while to get used to the hotkeys (shortcuts), but once I did, it really sped things up. After making changes, I had to go back to the Office Map tab to see them, since the system takes you to the Manage settings page when you’re editing.
Implementing a host check-in requirement for meeting room bookings to prevent unused reservations.	Company settings	To make sure meeting room bookings didn’t go unused, click on the Manage tab under Company Setting and set up a host check-in requirement. Honestly, this feature is really handy. It makes the host confirm their booking through a push notification or email, and if they don’t check in within a certain time, the system automatically cancels the reservation. This way, the room doesn’t stay booked for no reason and it frees it up for someone else to use.
Understanding how often meeting rooms are used and identify any underused spaces.	Analytics	I liked how the dashboard was set. It gave me a clear view of room usage — how often rooms were booked, which were busy and which sat empty. The filters made it easy to focus on specific periods or office areas. The heatmap was super helpful since it made it easy to spot which rooms were being used the most and which ones were underused. I also liked that I could export the data in CSV format, which made sharing and analyzing it with the team a breeze.
Onboarding a new employee	People management	When I tested the system for onboarding, it was simple. I could either import a CSV file with the new employee’s details or manually add them through the People Management tab. One feature I really liked was that I could assign access groups based on roles. With just a few clicks, I could ensure the new employee had the right permissions, which saved me from having to manually adjust individual settings.

A great feature is how easy it is to book a locker. You just check the available lockers and click to reserve one. It’s super quick and straightforward.

Integrations: Connect with apps like Slack, Microsoft Teams, Zoom, lock management systems and more.

Slide through the below carousel to get a sneak peek into the system’s interface.

UnSpot work schedule interface showing colleagues' availability and office locations

UnSpot office map interface showing pinned offices and available workspaces

UnSpot office map interface showing parking space availability and reservations

Insider Tip: If you’re managing a large team, make use of the Work Schedule feature. It’s color-coded and shows when colleagues are on vacation, working remotely or in the office. You can even see if they’re free for lunch, coffee or dinner by clicking on their schedule.

WorkInSync — Best for Digital Wayfinding

WorkInSync is a workspace management software that helps facility, workplace, HR, IT, project and delivery managers, sales associates, account coordinators, and bookkeepers streamline desk and meeting room management by allowing employees to book spaces in advance, automatically canceling reservations if unused, freeing them for others.

WorkInSync

Starting Price

$2.50

Company Size

Small, Medium, Large

Deployment

Cloud

Overview
Benefits
Key Features
Limitations
Researcher’s Summary

WorkInSync is a workplace management platform designed to streamline office operations and enhance employee experience in hybrid work environments.

Features like desk booking, meeting room management, employee scheduling and visitor management help organizations optimize their physical spaces and improve collaboration.

While robust in its offerings, the system is a cloud-only solution and may require additional investment in hardware and premium features.

Additionally, with limited user reviews available at present, you should conduct thorough research and consider a free trial to ensure it aligns with your specific needs.

Pricing ranges from $2.50 to $6 per month, with different plans catering to varying organizational sizes and feature requirements.

Pricing

The vendor offers three pricing options:

Standard: $2.5/month/user
Professional: $4/month/user
Enterprise: $6/month/user

Simplify Workspace Booking: Forget the frustration of double-booked meeting rooms and the endless search for an available desk. With interactive floor plans and real-time updates, you can see what's available and book it instantly, helping you focus on your work, not the logistics.
Foster a Flexible and Supportive Work Environment: Rigid schedules and outdated office layouts are a thing of the past. The system lets your team choose when and where they work best, whether it's hot-desking, hoteling, or a mix of in-office and remote work.
Break Down Communication Barriers: Forget about scattered emails and outdated spreadsheets. The system puts all the info you need in one place, so everyone's on the same page about schedules, bookings and who's working where. Plus shared calendars and chat functionalities make it easy to stay connected and collaborate seamlessly, no matter where you are.
Stop Wasting Space and Money: The solution enables you to see which areas are popular and underused and identify trends over time, empowering you to make informed decisions about your space needs, whether it's adjusting layouts, downsizing or expanding. It also helps you tackle those no-shows and "ghost bookings" so your valuable resources aren't going to waste.

Desk Booking: Interactive floor plans, real-time updates and smart search filters help you find a desk that suits your needs
- Interactive Floor Plans: See your entire office layout at a glance with desks, meeting rooms and other areas clearly marked. You can see the desk availability in real time, so you'll always know which desks are free, booked or unavailable.
- Hoteling and Hot Desking: If you have a regular in-office schedule, book the same desk for a recurring period (e.g., every Monday and Wednesday). If your schedule is more fluid, grab any available desk for the day with hot desking capabilities.
- Mobile Booking: Reserve desks via a mobile app, web browser, Microsoft Outlook and Slack. Receive notifications and reminders about your upcoming desk bookings, check-in status and changes
- Neighborhoods: Create specific zones or areas on the floor plan for different teams or departments, promoting collaboration and a sense of belonging.
- Amenity Management: View the location of amenities like printers, whiteboards and conference rooms on the floor plan to find desks near the the ones you need most.
- Auto-Cancelation of Ghost Reservations: If an employee fails to check in, the reservation is automatically canceled, making the desk available for others.
Interactive Floor Plans: See your entire office layout at a glance with desks, meeting rooms and other areas clearly marked. You can see the desk availability in real time, so you'll always know which desks are free, booked or unavailable.
Hoteling and Hot Desking: If you have a regular in-office schedule, book the same desk for a recurring period (e.g., every Monday and Wednesday). If your schedule is more fluid, grab any available desk for the day with hot desking capabilities.
Mobile Booking: Reserve desks via a mobile app, web browser, Microsoft Outlook and Slack. Receive notifications and reminders about your upcoming desk bookings, check-in status and changes
Neighborhoods: Create specific zones or areas on the floor plan for different teams or departments, promoting collaboration and a sense of belonging.

Limited to English as the primary language, with no built-in support for other languages.
Does not offer the ability to book long-term seats in the workplace.

Ever feel like your office is a constant juggling act?

You're trying to keep track of who's coming in, who's working remotely and where everyone's sitting.
Meeting rooms are constantly double-booked and finding a free desk feels like searching for a needle in a haystack.
Employees are frustrated trying to collaborate effectively in a hybrid world with scattered communication and a lack of visibility into who's available.
Meanwhile, you're left wondering if you're even using your office space efficiently or just throwing money away on empty desks and unused rooms.

Sound familiar? That's where WorkInSync comes in.

First off, it's like having a live map of the entire office. You can see which desks are free, which meeting rooms are available, even where the nearest coffee machine is!

And let's be honest, who wants to be tied to a desk all day? The system lets you book a desk for a few hours, grab a spot in a collaborative zone or even work from home — it's all about giving you the freedom to work your way.

It's like having a built-in office buddy, too. Need to find Sarah from accounting? Just type her name in and the platform will point you right to her desk. Plus, shared calendars and chats keep everyone connected, even if they're miles apart.

It also helps your company figure out how space is actually being used. No more wasted money on empty rooms or underused areas.

Now, here's the thing: the cloud-only deployment might not suit all organizations and additional costs for hardware and features could impact the overall budget.

At the end of the day, WorkInSync could be the key to unlocking a more flexible, productive, and dare we say, enjoyable workplace. But like any good relationship, it's all about finding the right match. You deserve a workspace that works for you, not against you.

Learn more about WorkInSync

Unfortunately, I couldn’t get trial access to WorkInSync. However, with our research team’s help, we identified key differentiators. We’ve highlighted them in the table below.

Key Differentiators

Just a heads-up: We’ve highlighted potential concerns rather than guaranteed issues in the table below. How things actually play out will depend on how your team uses the platform and keeps things up to date.

Key Differentiators	My Honest Take
Ghost Reservations	It works by releasing desks and meeting rooms when employees fail to check in within a set time frame. In hybrid work environments, where people are constantly shifting schedules, this feature removes the frustration of unavailable yet unused spaces.
Digital Wayfinding	It’s incredibly useful for employees who need to quickly find their desks, meeting rooms, or even locate colleagues. Instead of wandering through the office, employees can just pull up the interactive floor plan, enter their destination and follow optimized routes, making the whole process faster and more intuitive. For new hires or visitors, this feature is a huge time-saver, reducing the stress of getting lost or wasting time figuring out where things are. It’s also great for hybrid offices where people might not always be in the same spot each day
Multiple Guest Invites	For offices dealing with frequent external visitors, managing multiple invites can be a logistical headache, often leading to missed communications or errors. This feature allows you to manage guest invites in bulk, which cuts down on the hassle of sending individual notifications. What’s particularly useful is the option to customize notifications for each guest. This adds a personal touch, ensuring each invitee gets relevant information tailored to their role or visit.
Parking Management	The interactive grid is super helpful for admins — it lets them set up parking spaces efficiently, and they can even block spots for physically disabled employees, which is a great touch. For employees, the ability to book a spot ahead of time is a big win, especially during busy hours when finding parking can be a nightmare. Plus, tracking check-ins and check-outs keeps things organized so no one’s hogging spots they don’t need. However, this feature would be most useful in larger offices or companies with high parking demand. In smaller settings, the level of management might feel like overkill.
Visitor Management	The visitor screening is a big plus, especially with things like vaccination proof and ID checks — it keeps things secure and ensures only approved visitors come through the door. What’s great is that guests can upload their photos and sign digitally before they even arrive, which saves a ton of time at check-in. And with the QR code system, they can just walk in without all the hassle, making things easier for both the guests and the front desk.

Integrations: Microsoft Outlook, Google Calendar, Microsoft Teams, Okta, OneLogin and more.

Slide through the below carousel to get a sneak peek into the system’s interface.

WorkInSync interface in Microsoft Teams showing an office booking confirmation

WorkInSync floor plan interface showing workspace availability and team assignments

WorkInSync dashboard in Microsoft Teams showing booking creation options and meeting details

Get a Free Demo for WorkInSync

Insider Tip: Use the analytics data to adjust desk availability during peak times, reassign underused parking spots or even redesign parts of the office based on how spaces are actually being used.

OfficeSpace — Best for Office Space Management

OfficeSpace is a workspace management platform that helps IT administrators, department managers (facility, move, request, booking, etc.), coordinators and facility editors and administrators create and update office floor plans, letting them see where desks are and who sits where. Employees can use it to book desks when needed, making flexible working easier.

OfficeSpace

Starting Price

$500

Company Size

Medium, Large

Deployment

Cloud

Overview
Benefits
Key Features
Limitations
Researcher’s Summary

OfficeSpace empowers businesses to optimize their workspace and enhance employee experience. From interactive floor plans and scenario planning tools to desk booking and wayfinding solutions, it empowers you to make informed decisions about your space and ensure your employees have the resources they need to succeed.

While it doesn’t have a huge number of reviews yet, feedback on similar facility solutions tells us you’ll probably see benefits like improved tenant satisfaction, support for flexible work arrangements and enhanced compliance.

Potential drawbacks might include customization limitations, cybersecurity concerns and challenges integrating with legacy systems.

The vendor offers three pricing plans (Lite, Essential and Pro) with 24/7 live support, a help center and personalized success plans.

Client Testimonials

“I’ve always enjoyed how responsive and attentive OfficeSpace has been, whether it’s uploading a floor plan or making a change to something, or even just answering a question. They’ve always been very timely with those responses,” said Laurie Kidd, Director of Real Estate and Facility Operations at PacificSource Health. (Source)

“A lot of employees have downloaded the OfficeSpace mobile app. Now, if they’re walking around their branch and they see an issue, employees can photograph it and then submit a request straight away,” said Sharon Taylor, Assistant Vice President of Facilities at Centra Credit Union. (Source)

Pricing

The vendor offers three plans: Lite, Essentials and Pro. The exact prices aren’t listed on the website, but each plan has a fixed platform fee and comes with a feature set and a synced employee count.

Forecast Space Needs: SiriusXM, an audio entertainment company uses the system to get a real-time view of how their offices are being used. They can see which desks and rooms are hot spots and when they're buzzing. This helps them predict what kind of space they'll need down the line, so they can avoid wasting money on empty rooms and make sure everyone has the right spots to work.
Centralize Facility Management: Centra Credit Union was struggling to manage hundreds of facility requests across 29 branches with email and Excel. The system helped them centralize all requests into one platform. Now, their 400+ employees can easily submit requests and the facilities team has real-time visibility to track and prioritize tasks efficiently.
Reduce Move Costs: Imagine having to move over 15,000 employees multiple times a year — that was the reality for one Fortune 100 company, costing them over $100,000 annually and taking three to four months each time. The system’s scenario and stack planning capabilities helped slash move times down to just four weeks and save $200,000.
Enhance Employee Experience: The system enabled HUB International employees to book desks and rooms through a user-friendly app. The "Who's In" feature helped them connect with colleagues and plan their in-office days, facilitating better coordination and teamwork.
Adapt to Hybrid Work: Imagine having to switch thousands of employees to a hybrid work model — that was the challenge PacificSource faced! The system’s mobile app and visual directory helped employees navigate and book desks, contributing to 100% buy-in for the hybrid strategy.

Space Management: Optimize your office layout with drag-and-drop, and stack and scenario planning tools.
- Block Planning: Get a high-level overview of how your entire office space is being used, seeing how teams are distributed across floors and buildings. Drag and drop teams to different locations to quickly experiment with different layouts and find the optimal arrangement.
- Stack Plan: If you're expecting your team to expand, you can create stack plans to see how you can accommodate new hires without sacrificing space efficiency or employee comfort. Compare multiple plans side-by-side to see the pros and cons of each, helping you make informed decisions about how to arrange your office.
- Move Management: Visualize and plan moves on a digital floor plan, simply dragging and dropping people to their new desks. Need to find the perfect spot for a new hire? Just filter by space types and available desks, then drop them right in. Create step-by-step move instructions for IT, HR, movers and the employees themselves, ensuring a smooth transition.
- Scenario Planning: What if we adopt a hybrid work model?" "Could we create a dedicated collaboration zone?" Test these ideas virtually before making any real-world changes. See how different scenarios stack up against each other in terms of space usage and team proximity. Use your actual headcount and team info, so your plans are based on reality, not guesswork.
Block Planning: Get a high-level overview of how your entire office space is being used, seeing how teams are distributed across floors and buildings. Drag and drop teams to different locations to quickly experiment with different layouts and find the optimal arrangement.
Stack Plan: If you're expecting your team to expand, you can create stack plans to see how you can accommodate new hires without sacrificing space efficiency or employee comfort. Compare multiple plans side-by-side to see the pros and cons of each, helping you make informed decisions about how to arrange your office.
Move Management: Visualize and plan moves on a digital floor plan, simply dragging and dropping people to their new desks. Need to find the perfect spot for a new hire? Just filter by space types and available desks, then drop them right in. Create step-by-step move instructions for IT, HR, movers and the employees themselves, ensuring a smooth transition.
Scenario Planning: What if we adopt a hybrid work model?" "Could we create a dedicated collaboration zone?" Test these ideas virtually before making any real-world changes. See how different scenarios stack up against each other in terms of space usage and team proximity. Use your actual headcount and team info, so your plans are based on reality, not guesswork.

It doesn’t allow viewing desk availability at the hourly level.
The request management forms lack subcategory options.
It doesn’t support tracking details like repairs, warranties, upgrades or preventive maintenance for spaces.

OfficeSpace is like that friend who always has everything organized and under control. You know, the one who color-codes their calendar and never forgets a birthday? This platform is like that for your office.

It takes all those frustrating, time-consuming tasks — finding a desk, booking a meeting room, submitting a maintenance request — and makes them effortless.

Its focus on enhancing the employee experience is evident through features like wayfinding and the AI assistant "Ossie."

Additionally, it streamlines facility management with a centralized request system and data-driven insights via its analytics dashboard.

However, no solution is perfect. It's always wise to consider things like customization options and how well it'll play with any older systems you might have.

Learn more about OfficeSpace

Sadly, the vendor doesn’t offer a free trial. So, I couldn’t test-drive the platform. However, with the help of our research team and product tours (available on the vendor’s website), we were able to identify key differentiators. We’ve highlighted them in the table below.

Key Differentiators

Just a heads-up: We’ve highlighted potential concerns rather than guaranteed issues in the table below. How things actually play out will depend on how your team uses the platform and keeps things up to date.

Key Differentiators	My Honest Take
AI Assistant — Ossie	This feature immediately caught my eye because none of the products on the list have an AI assistant. You can literally talk to Ossie using natural language to find colleagues, book rooms or get directions in the office. However, it’s still AI, so there might be occasional hiccups. If your office has a lot of unique seating rules or last-minute changes, Ossie might not always get it right on the first try.
Desk Lending Capabilities	This is perfect for hybrid work. Employees can temporarily release their desks when they’re out, making those desks available for others. The downside? It relies on people remembering to release their desks. If they don’t, the system can’t free up that space, so it’s only as useful as your team makes it.
Scenario Planning	Planning for future office changes can be stressful, but this feature makes it easier. You can create and test different layouts or seating arrangements without committing to them. This is great if you’re trying to plan for growth or reconfigure your space. That said, it’s not the easiest feature to learn if your team isn’t used to this level of planning. It might take a little time to get comfortable with all the options.
Wayfinding	Wayfinding is a super helpful feature, especially in large offices. Employees can easily find coworkers, meeting rooms, or resources without wandering around. If your office layout changes regularly, this feature might struggle to stay accurate unless you update the system often.
Facility Requests	Submitting facility requests is a lot smoother with this tool. Employees can drop a pin on the floor plan, attach a photo, and track the status of their request.
Block and Stack Planning	The drag-and-drop functionality in block and stack planning is perfect for visualizing your seating layouts, especially for larger offices with multiple teams. You can visually move people around and see everything laid out clearly. It takes a lot of the guesswork out of space planning. But if you constantly change seating or team setups, keeping this up-to-date can feel like a lot of extra work. It’s great, but it requires consistent updates to stay useful.

Integrations: Brivo, OpenPath, BambooHR, Okta, OneLogin, SAP, Workday HCM, Slack, Jira, ServiceNow, Microsoft Teams and more.

Slide through the below carousel to get a sneak peek into the system’s interface.

OfficeSpace office floor plan showing desk availability, zones, and employee assignments

OfficeSpace interface featuring AI assistant, booking options, and floor map

Stack Plans interface showing workspace allocations by department and floors