Are you currently taking advantage of software to manage your commercial spaces? With evolving workspaces, from commercial leases to the ever-popular co-working spaces, a comprehensive management solution is critical for keeping up with shifting reservations, overcrowding, and the day-to-day issues that arise.
Space management software is the solution. It offers the agility organizations need to manage, monitor, and optimize their commercial office spaces. This includes occupancy management, move management, maintenance management, property management, and asset management.
By implementing the right space management software, you can ensure a seamless workspace experience and efficient space utilization.
What is space management?
Space management is the strategic process of planning, organizing, and optimizing the use of physical space within a business's real estate portfolio or physical assets. It encompasses analyzing space utilization, allocating resources, and designing layouts to meet organizational goals and enhance the workplace experience.
What is space management software?
Space management software is a comprehensive digital platform designed to manage, audit, and track a company's physical space inventory. It acts as a centralized hub for all space-related data, providing valuable insights and actionable recommendations within a building or portfolio. This helps drive efficiency, improve cost savings, and better employee satisfaction.
What it does:
- Provides real-time data on workspace occupancy to help optimize space utilization
- Helps plan efficient workflows and manage office visits for hybrid employees based on space availability
- Facilitates advance bookings for conference rooms and desk reservations, ensuring efficient use of available resources
- Uses contactless, QR-based digital passes to manage visitors on office premises
- Tracks employee sign-in and sign-out times to monitor on-site presence.
Expected business outcomes:
- Identifies underutilized areas and opportunities for space consolidation, leading to significant cost reductions
- Provides actionable insights that inform strategic planning and space optimization efforts.
- Supports dynamic work environments, making adapting to changing organizational needs easier.
- Streamlines space management processes, reducing the time and effort required to manage physical assets.
Space Management Software: Quick Comparison
Join us for a quick overview of the top 15 best space management solutions before diving into a more detailed look at each software.
Top 15 best space management software in 2024
Now, let’s take a deeper look into each space management software. We’ll share key features, applicable industries, and customer reviews to help you determine the best solution for your organization’s unique goals.
Here are the 15 best space management solutions in 2024:
- Facilio
- Robin
- Condeco
- Tactic
- Eden
- deskbird
- Tribeloo
- FMS:Workplace
- Envoy
- Nexudus
- AgilQuest
- Locatee
- Floor Plan Mapper
- Gaia Workspace
- REKalibrate (formerly KettleOS)
1. Facilio
Facilio’s purpose-built space management software—as part of its modular, IoT-driven CMMS platform—helps you boost space efficiency and work productivity. It minimizes vacant space, better expands or reduces office spaces as needed, helps you save on operating costs, and assists with compliance.
Facilio’s connected workplace offers features like building entry management, hot desking, room booking (conference rooms as well), desk and room reservations, interactive maps, interactive floor plans, and smart building sensor data to optimize space utilization.
Additionally, you can share your location with other companies to save money on assets, equipment, facility management, and parking lots. With granular visibility into square footage and occupancy data, Facilio’s cloud-based space management platform helps you automate and streamline your workspace from end to end.
Benefits of a connected workplace software
In recent years, the concept of the workplace has undergone a profound transformation. Formerly confined to physical office spaces, the modern workplace now encompasses a broader spectrum, accommodating the rise of flexible working arrangements spurred by the global pandemic.
This evolution presents unique challenges for operations and maintenance (O&M) teams tasked with sustaining operational efficiency across varied work environments.
Facilio's connected workplace solution offers a forward-thinking response to these challenges, transcending conventional space planning tools by adopting a data-driven approach aligned with your overarching maintenance, operational, and sustainability objectives.
For Integrated facilities management (IFM) service providers, the benefits of adopting Facilio's Connected Workspace include:
Increased trust & transparency: By leveraging analytics and reporting capabilities, FM service providers (FMSP) can provide clients with clear visibility into the value they deliver. For instance, demonstrating energy efficiency improvements and cost savings achieved through a connected workplace allows FMSPs to build trust with clients, leading to long-term partnerships.
Competitive differentiation: Offering state-of-the-art technology solutions like Connected Workspace sets FMSPs apart from competitors. By providing clients with innovative tools for space optimization and maintenance management, FMSPs can differentiate themselves in the market and attract new business opportunities.
Enhanced service delivery: For FMSPs managing multiple client sites, real time data and insights from connected workplace softwares empower them to optimize service delivery. For example, by proactively identifying maintenance needs and streamlining workflows, FMSPs can ensure timely resolution of issues, leading to improved tenant satisfaction and reduced operational costs.
Scalability and flexibility: Facilio’s connected workplace enables large conglomerates to adapt to changing business needs and evolving market trends. Whether expanding into new markets or reconfiguring existing spaces, large-scale enterprises can rely on a connected workplace to support their growth and innovation objectives.
Facilio provides the right office space allocation tools to boost in-person collaboration, manage business workflows, and more.
Enhancing Operational Efficiency at Dubai’s World Trade Center: Facilio's Solution Lowers Customer Escalations by 15%
The Dubai World Trade Center (DWTC) leveraged Facilio's IoT-driven platform to achieve a comprehensive digital transformation across its 1.7 million square feet of premium office and retail space.
By centralizing all building data and assets, DWTC optimized energy usage, reduced customer escalations by 15%, and achieved 8% energy savings within four weeks, with a potential yearly savings of 500,000 AED. This transformation supports DWTC's commitment to the UAE's “Net Zero by 2050” vision.
Read also: See how the Dubai World Trade Center leveraged Facilio to achieve end-to-end digital transformation
Why is Facilio the best option?
Facilio helps companies strategically solve space utilization challenges from end-to-end through automation controls, integrations, and asset utilization, and create a better workplace experience. Facilio’s space management software collects and tracks real-time occupancy data from occupancy sensors.
You can also integrate with a building management system (BMS) to interpret that data and generate usage reports. Learn more Best Building Management Software
Facilio helps you:
- Understand how your company uses space
- Analyze and access real-time space data
- Reduce operational costs by ensuring efficient space use
- Attract and retain talent by creating a pleasant and productive work environment
Industries Facilio is best for
- Facility management service providers
- Educational institutions
- Large office corporations and business enterprise
- Healthcare facilities.
2. Robin
Robin is a workplace experience software. Robin's mission is to make work more human by allowing everyone to understand, use and advance their workplace. Many companies rely on Robin’s space management solution to optimize employee productivity and engagement by reducing friction throughout the workday.
Key Features of Robin
- Room scheduling
- Desk booking
- Visitor management
- Real-time data
Industries Robin is Best For
- Corporate offices
- Hybrid workspaces
- Mid-market enterprises
3. Condeco
Condeco offers workplace management solutions that equip employees with the right tools to help them best manage their flexible work day. By giving employees control over the flexibility to work from anywhere, whether they choose to collaborate at the office or to focus on work remotely, Condeco’s technology creates better outcomes for businesses.
Key Features of Condeco
- Room scheduling
- Desk booking
- Visitor management
- Real-time data
- Flexibility for remote and in-office work
- Mobile app
- Integrations
- Analytics & reporting
- 24/7 support
Industries Condeco is Best For
- Large enterprises
- Hybrid workspaces
4. Tactic
Tactic makes your hybrid workplace more efficient and collaborative. With the ability to see who is in the office, your team can enjoy the benefits of hybrid work without missing out on in-person collaboration. Tactic also gives you insights into how and when your office is utilized.
Key Features of Tactic
- Desk, meeting room, and parking space management
- Interactive office map
- Automated health check-ins
- Office utilization insights
- Mobile app for easy access
- Team presence visibility
- Collaboration tools
Industries Tactic is Best For
- Hybrid workspaces
- Corporate offices
- Co-working spaces
5. Eden
Eden is a workplace software company that provides integrated solutions for people, operations, workplaces, and IT teams. Eden offers user-friendly tools designed with the employee experience in mind, allowing teams to consolidate all workplace experience needs into one integrated platform. The product suite allows teams to create a delightful user experience for employees that improves day-to-day operations by unifying all these functions into one integrated platform.
Key Features of Eden
- Desk booking
- Visitor management
- Performance management
- Internal ticketing
- Room scheduling
- Deliveries
- Employee experience enhancements
- Mobile app
Industries Eden is Best For
- Mid-market enterprises
- Hybrid workspaces
- IT and Operations teams
6. deskbird
Deskbird was designed to help employees plan their week. It allows them to see whether colleagues are working in the office or from home, so they can plan around that for the most productive work week. This solution provides analytics around how office spaces are used so admins can see the exact usage of their space and make decisions accordingly.
Key Features of deskbird
- Desk and meeting room booking
- Parking space scheduling
- Employee work planning
- Office utilization analytics
- Mobile app
- Team presence tracking
Industries deskbird is Best For
- Corporate offices
- Hybrid workspaces
- Co-working spaces
7. Tribeloo
Tribeloo is an easy-to-use desk booking solution that brings everyone together in the hybrid workplace. Change management is hard, but Tribeloo makes it easy to collaborate and optimize your hybrid workplace. Easy setup and intuitive to use, Tribeloo provides a simple way to facilitate agile teams coming together at the office and helps increase space utilization and reduce costs.
Key Features of Tribeloo
- Desk booking solution
- Easy setup and intuitive use
- Space utilization optimization
- Team collaboration facilitation
- Mobile app
Industries Tribeloo is Best For
- Hybrid workspaces
- Agile teams
- Corporate offices
8. FMS:Workplace
FMS:Workplace is an integrated IWMS that helps facilities and real estate professionals manage, analyze, and report on O&M information. It gives them access to accurate data so that they can deliver better service, reduce costs, and improve the performance of their facilities portfolio-wide.
Key Features of FMS:Workplace
- Integrated Workplace Management System (IWMS)
- Facilities and real estate management
- O&M information analysis and reporting
- Space management and utilization tracking
- Maintenance management
- Mobile app
Industries FMS:Workplace is Best For
- Facilities management
- Real estate professionals
- Large enterprises
9. Envoy
Envoy is an integrated management platform designed to optimize office spaces and enhance employee navigation. It centralizes all essential aspects of office management, including desk and room booking, delivery management, and comprehensive occupancy analytics.
Key Features of Envoy
- Interactive maps for geolocation
- Integrates workplace management systems
- Workplace booking system
Industries Envoy is Best For
- Corporate offices
- Hybrid workplace
10. Nexudus
Nexudus is a platform for managing and promoting flexible working and coworking spaces. It automates most of the tasks involved in managing flexible workspaces, saving time for you and your members. Nexudus combines a range of tools to provide smart solutions for billing, accounting, lead tracking, member onboarding, community management, event ticketing, and more.
Key Features of Nexudus
- Management of flexible workspaces and coworking spaces
- Billing, accounting, and lead tracking
- Member onboarding and community management
- Event ticketing
- Automation of administrative tasks
- Mobile app
- White label portal
- Digital signage
Industries Nexudus is Best For
- Coworking spaces
- Flexible workspaces
- Shared offices
11. AgilQuest
AgilQuest is a cloud-based SaaS platform that makes it easy to find the best place, share available assets, and optimize the workplace. With an easy-to-use, web-based interface, mobile apps, and digital sign integrations, AgilQuest helps organizations of all shapes and sizes, even universities, to manage their space. With capacity limits, physical distancing, and touchless access built in from the start, Tango Reserve is a platform for managing your hybrid workplaces while keeping your employees safe and productive.
Key Features of Tango Reserve by AgilQuest
- Desk booking and space management
- Asset sharing and optimization
- Mobile apps and digital sign integrations
- Touchless access and physical distancing features
- Real-time occupancy data
- Reporting and analytics
Industries Tango Reserve by AgilQuest is Best For
- Hybrid workspaces
- Universities
- Corporate offices
- Government institutions
12. Locatee
Locatee is a workplace analytics solution that gives businesses insight into their space utilization. It was developed to focus on corporate real estate challenges and empowers businesses to make decisions confidently. The platform uses real-time data and intelligent dashboards to pinpoint underutilized areas and desks, rightsize floor space, identify patterns in occupancy per zone or team, and proactively fit the office to people's needs. Locatee is a cloud-based platform that works by leveraging data from multiple sources, such as Wi-Fi, ethernet, and sensors.
Key Features of Locatee
- Workplace analytics
- Real-time space utilization data
- Intelligent dashboards
- Occupancy pattern identification
- Integration with multiple data sources
- Mobile app
Industries Locatee is Best For
- Corporate real estate
- Large enterprises
- Facilities management
13. Floor Plan Mapper
Floor Plan Mapper transforms your facilities' floor plans into interactive maps, allowing users to search for office locations and other important assets. Use profile integrations to link employee seating locations to their desk numbers on the map and add searchable meeting room locations, printers, PCs, and other facility assets.
Key Features of Floor Plan Mapper
- Interactive floor plans
- Office 365 and Active Directory integration
- Employee seating and asset location mapping
- Searchable meeting room locations and other assets
- Mobile app
Industries Floor Plan Mapper is Best For
- Facilities management
- Corporate offices
- Large enterprises
14. Gaia Workspace
Gaia Workspace is an easy-to-use workspace management software, including room and desk management, employee screening, vaccine & test tracking, task management, and visitor management. Gaia streamlines your workplace scheduling and ensures that your workplace is productive and efficient.
Key Features of Gaia Workspace
- Room and desk management
- Employee screening and vaccine tracking
- Task and visitor management
- Mobile app
- Analytics and reporting
Industries Gaia Workspace is Best For
- Hybrid workspaces
- Corporate offices
- Health and safety compliance
15. REKalibrate (formerly KettleOS)
REKalibrate is a platform that supports the entire hybrid work ecosystem. It helps companies return to the office while managing hoteling and hot desks and provides data that easily informs strategic choices about office leasing and management. At the same time, REKalibrate helps companies manage health and safety policies, including vaccine status verification. It generates data about employees' habits which can be analyzed to adjust company policies over time.
Key Features of REKalibrate
- Hoteling and hot desk management
- Health and safety policy management
- Vaccine status verification
- Office leasing and management data
- Employee habit data analytics
- Mobile app
- Real-time space utilization data
- Integration with existing office systems
- Customizable workspace settings
- Employee experience enhancements
Industries REKalibrate is Best For
- Hybrid workspaces
- Corporate offices
- Health and safety compliance
- Large enterprises
Key Features to Look for in Space Management Software
Many of the solutions available today for space management are repurposed tools with generic features that offer standalone/point solutions that are ineffective in optimizing management operations.
These fragmented systems often fail to meet the evolving demands of tenant expectations and compliance regulations.
To keep up, stay afloat, and grow, your organization needs a platform-based space management solution that offers a range of advanced features:
Visitor management
Visitors are at the right place at the right time by creating segmented visitor profiles for guest, employees, interviewees, ansd vendor representatives.
You can simplify the visitor experience with automated workflows and provide clear directions through kiosks or mobile apps.
Comprehensive space visualization
Get a bird's-eye view of all buildings in your portfolio and get instant access into real time data on current occupancy and maximum capacity across different spaces within a building.
You can also visualize all essential information in a single feed, including expenses, active work orders, assets, and energy metrics with detailed zone-level and site-level drill-downs.
Smart booking and reservation
Simplify meeting logistics with automated bookings for rooms, furniture, electronics, stationery, and other resources. This feature also allows facility managers streamline guest entry and parking reservations by automating authorization processes.
Visitors receive instant access permissions upon booking, ensuring a smooth entry process without delays or manual approvals.
Safety and intruder detection
Prioritize safety and convenience for all tenants by automating entry processes, check-in approvals, and notifications.
If unauthorized access is detected, the system triggers instant notifications to security teams and designated hosts, enabling swift response to security threats.
By integrating these features in one software, space management transforms into a dynamic process.
This integrated software approach ensures that all aspects of space management work seamlessly together, creating environments that are not only efficient but also attuned to the needs of their occupants.
With a platform-based solution, you can achieve spaces that continuously adapt and improve, driving both tenant satisfaction and operational excellence
Discover the tech that optimizes your space
Using advanced space management software, facility managers can eliminate current challenges and achieve significant business outcomes like:
- Enhanced safety: Visualize the entire floor plan, including 2D and 3D layouts from existing BIM systems, allowing for quick identification and resolution of safety hazards.
- Improve health standards: Proactively plan desk bookings to maximize space utilization, reduce overcrowding, minimize illness spread, and promote a healthier workplace.
- Increase comfort: Gain insights into move-related logistics, including furniture and asset allocation, to plan and execute with minimal disruption, ensuring comfortable and productive setups.
As workplaces continue to evolve and adapt to new technologies, it is prudent that your space management system is able to adapt with your spaces.
Facilio has the capabilities to meet you where you’re at, with custom configurations and a comprehensive and flexible suite of features to manage your building portfolio.
