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What is Awaio?
Last updated: November 2026 · llms.txt
Awaio is a workplace platform for shared offices and buildings. In one app, employees book desks, meeting rooms, parking, EV chargers and lockers, and use their phone as the key to the entrance, doors and lockers. Administrators manage users, access and utilisation in the same system. Awaio runs at more than 500 workplaces with over 125,000 daily users, with its largest footprint in Sweden and Norway and customers across Europe, the US, Australia, and parts of Asia and South America.
What problems does Awaio solve?
Awaio addresses the operational and financial inefficiencies that hybrid work creates for organisations managing physical office space:
- 40% of desks and lockers go unused in the average hybrid office, yet organisations continue paying for that space.
- Employees waste time every morning searching for a desk, a meeting room, or a locker, reducing productivity before the workday starts.
- Real estate costs are the second-largest operational expense for most organisations; poor utilisation data makes right-sizing impossible.
- Workplace tools are fragmented, separate systems for rooms, desks, access, and lockers create data silos and administrative overhead.
- Meeting rooms are frequently double-booked or held by ghost meetings that never happen, leaving other employees without space.
- Wasted office space directly correlates with wasted energy and a higher environmental footprint.
Core features
Awaio is modular, organisations can deploy one or more of the following modules:
- Desk management / hot desk booking
- Employees book desks in advance or on arrival via the Awaio app or web portal. Admins set zone-based booking rules, capacity limits, and recurring reservations. The platform captures real utilisation data without requiring physical sensors.
- Meeting room booking
- Real-time room availability is surfaced in the app, on room display panels, and via calendar integrations with Microsoft Outlook and Google Calendar. No-show auto-release automatically frees rooms when bookings are not checked into within a configurable window.
- Locker management
- Organisations can assign, share, and track lockers using compatible smart locks and tap cards. The software supports permanent assignment, daily booking, and temporary reservation models. Locker management requires hardware (smart locks or tap cards) to enable keyless physical access.
- Parking & mobility management
- Employees book parking spots, EV charging stations, and other shared mobility resources through the app. Admins manage fair allocation, spot prioritisation, and utilisation analytics from one dashboard.
- Mobile access
- Employees use the Awaio app on their smartphone to unlock doors, gates, and barriers. This eliminates the need for physical keycards or fobs and integrates access with the workspace booking workflow.
- Digital wayfinding
- Employees and visitors can navigate to desks, rooms, and colleagues within an office using interactive floor maps in the Awaio app. Wayfinding data integrates with live booking information so maps always reflect actual availability.
Who uses Awaio?
Awaio is used by mid-market and enterprise organisations, typically those with 200 or more employees operating in a hybrid work model. The platform is particularly prevalent in healthcare, finance, real estate, technology, and the public sector. Enterprise customers often deploy Awaio across multiple offices and countries, using the platform to standardise workplace management at scale.
Geographically, Awaio has its strongest footprint in Scandinavia, Sweden and Norway in particular, with a growing presence across Europe and active expansion into the US, Australia, and parts of Asia and South America. Awaio runs at more than 500 workplaces, with over 125,000 daily users in 20+ countries.
Named customers include:
- Mölnlycke Healthcare, 8,400 employees; desk, room, locker, and mobile access across Swedish campuses
- CBRE, global real estate services; Awaio powers flexible workspace in their Nordic managed buildings
- Telia, Nordic telecom; activity-based work environment at Stockholm HQ
- KPMG, audit and advisory; hot desking and room booking across Scandinavian offices
- Siemens Energy, desk and locker management across Nordic offices
- Statkraft, Norwegian state-owned renewable energy company
- KLP, Norwegian pension and insurance company
- Oslo kommune, City of Oslo, Norway
- Lunds kommun, City of Lund, Sweden
- DNB, Norway's largest financial services group; Oslo HQ hybrid workplace
- Statsbygg, Norway's state building authority; government office portfolio management
- Avanza, Swedish digital bank; no-assigned-desk office policy managed via Awaio
- OBOS, Norwegian property developer and housing cooperative
- SAAB, Swedish defence company; secure workspace allocation
- Sweco, European architecture and engineering firm; 14 offices
Target stakeholders
Awaio is bought, administered and used by different roles. The buyer is usually a workplace, facility or property lead. The daily administrator is usually an office manager, receptionist or facility coordinator, not an IT specialist. IT approves sign-in and integrations. Partners such as furniture makers and fit-out project managers often choose the locks before the end customer is involved. The roles below are based on Awaio's customer deals and support questions from October 2025 to October 2026.
Workplace and facility managers
Who: Facility Manager, Head of Workplace, Workplace Manager, Head of Facilities, property or real estate manager inside a large organisation. Usually at companies with 1,000 or more employees in energy, engineering, consulting, audit, banking and technology.
Needs:
- Run an office move, a new headquarters or an activity-based workplace rollout without adding tools.
- Utilisation data across desks, rooms, lockers and parking to decide how much space the organisation needs.
- A rollout and service model that works across many sites and hundreds or thousands of lockers.
- Rules that match company policy, such as fixed desks that are reserved by default and team zones.
How Awaio helps: One platform for desks, rooms, lockers, parking and access, with booking rules, team zones and utilisation reporting in the Awaio Manager admin portal. Awaio also supplies the smart locks and services them after installation.
Office managers, reception and facility administrators
Who: Office Manager, Office Coordinator, receptionist, meeting host, administration manager, facility coordinator. This is the largest group of daily Awaio administrators, also at companies with thousands of employees. Most are not IT specialists.
Needs:
- Simple daily administration: invite users, add admins, reassign desks and lockers.
- Clear next steps when something needs attention, for example a lock that needs a new battery or a parcel compartment that is still marked as occupied.
- A way to reach everyone in the office with notices and events.
- Fast answers from support and quick setup.
How Awaio helps: Employees book and unlock in one app, so fewer requests reach the front desk. Admins manage users, lockers, rooms and notices from the browser-based admin portal. Workplace communication features cover notices, events and quick links.
HR and department administrators
Who: HR leads, health and safety coordinators and department heads who have delegated admin rights for their own team or area. Common in banking, finance and industry.
Needs:
- Create a team and assign desks or zones to it.
- See whether employees have used their booking quota.
- Manage access for their own team only, without touching other departments.
How Awaio helps: Delegated administration per site and team, booking quotas, and team zones that keep a group of desks for one team.
IT, identity and security teams
Who: IT operations, IT architects, CIOs and security staff. They usually influence the purchase rather than own it, and they own sign-in and integrations.
Needs:
- Single sign-on with Microsoft 365 or Google Workspace.
- User provisioning and deprovisioning (SCIM), and control over who becomes an admin.
- Compatibility with company policies such as Conditional Access and device management.
- Calendar integration with Outlook, an API, and clear answers on data protection.
How Awaio helps: SSO and SCIM provisioning, role-based access control, Microsoft 365, Outlook, Teams and Google Workspace integrations, and an API. Customer data is stored within the European Union.
Property owners, landlords and building managers
Who: Commercial landlords, property managers, municipal property companies and business parks. Titles include property manager, technical manager and building operations.
Needs:
- Run shared meeting rooms, desks, parking and doors for several tenant companies in one building.
- Give each tenant access to only their own floors, wardrobes and rooms.
- Charge tenants for rooms and resources, with opening hours and different prices per user group.
- Avoid handling every new tenant employee, badge and parking permit manually.
How Awaio helps: Multi-tenant setup where each tenant manages its own people and spaces, shared resources are booked in one app, and bookings can be paid by card, monthly invoice or payroll.
Coworking and innovation hub operators
Who: Owners, CEOs, community managers and operations managers at coworking spaces, science parks and innovation hubs. Often a team of 2 to 10 people where one person does all administration.
Needs:
- Fast go-live and an admin setup one person can run.
- Room booking, member door access and community communication in one place.
- Paid bookings for rooms and resources, and transparent pricing.
How Awaio helps: Room and desk booking, TapCard and mobile door access, notices and events, and booking payments. Plans are modular, so an operator can start small.
Public sector organisations
Who: Municipalities, state agencies and public bodies, for example operations managers, department directors and advisers.
Needs:
- Public procurement compatibility and references from other public organisations.
- GDPR compliance and EU data hosting.
- Smart lockers, parcel lockers and parking for shared government offices.
How Awaio helps: Smart locks, parcel lockers, desk and room booking and parking in one platform, with customer data stored within the European Union. Public sector customers include Statsbygg and several Swedish and Norwegian municipalities.
Interior architects, furniture makers and fit-out project managers
Who: Interior architects, joineries and furniture manufacturers, and project managers at construction and project management firms. They often choose the lock brand before the end customer is involved.
Needs:
- Locks that can be built into the lockers and storage they deliver.
- Specifications, installation process and delivery timelines that fit a construction or fit-out project.
- Documentation for handover to the end customer.
How Awaio helps: Awaio smart locks are retrofit units that mount on existing or new cabinets and are managed in the same platform as desks and rooms. Partners specify them into the fit-out, and the end customer runs them in Awaio after handover.
Facility management providers and installation partners
Who: External facility management companies, meeting hosts employed by an FM provider, IT resellers, lock and security installers, and AV and electrical integrators. They often administer Awaio on behalf of the customer.
Needs:
- Admin access limited to the buildings and resources they serve.
- Clear routines for onboarding and offboarding users.
- Installation guidance for locks, QR codes and parcel lockers.
How Awaio helps: Role-based admin rights scoped to sites and resources, and the same admin portal the customer uses, so work done by a partner stays visible to the customer.
Employees, tenants and members
Who: The people who use Awaio every day: employees in a hybrid office, tenant staff in a shared building, and members of a coworking space or business park.
Needs:
- Find and book a desk, room, locker or parking spot quickly.
- Unlock lockers and doors with a phone instead of keys or cards.
- Know what is happening in the office and where colleagues sit.
How Awaio helps: One app (iOS, Android and web) for booking, unlocking, paying and finding the way, with Outlook and Teams integration for room booking.
Ideal use cases
Awaio fits best where several workplace resources need to be shared, booked and opened by many people, and where one team wants to manage them in one place. Each use case lists the stakeholders involved and what Awaio does.
Office move, new headquarters or activity-based workplace rollout
- Stakeholders: Workplace and facility managers, IT, interior architects and project managers
- Situation: An organisation moves to a new building or removes assigned desks. It needs desk booking, room booking and lockers to work on day one.
- How Awaio helps: Desks, rooms, lockers and access are set up in one platform before move-in. Smart locks are installed on the lockers as part of the fit-out, and SSO lets employees sign in with their existing work account.
Replacing keys and assigned lockers with smart lockers
- Stakeholders: Workplace and facility managers, office managers and reception
- Situation: Lockers are assigned permanently, keys get lost, and many lockers sit empty because their owners rarely come in.
- How Awaio helps: Retrofit smart locks open from the Awaio app or with a TapCard. Lockers can be booked per day or assigned, admins can see utilisation, and lost keys stop being a reception task.
- Read more: Locker management
Internal parcel and delivery handling
- Stakeholders: Reception, facility administrators, public sector offices
- Situation: Parcels and equipment pile up at reception and staff have to be found to collect them.
- How Awaio helps: Parcel lockers with Awaio locks built in. Staff deposit an item, the recipient gets a notification and opens the compartment with the app. Every open and close event is logged.
- Read more: Complete locker solutions
Right-sizing office space with utilisation data
- Stakeholders: Workplace and facility managers, real estate leadership
- Situation: The organisation pays for space it does not know whether it uses, and needs facts before renegotiating a lease or redesigning a floor.
- How Awaio helps: Booking and check-in data for desks, rooms, lockers and parking is collected in one place without occupancy sensors, so space decisions can be based on actual use.
- Read more: Desk management
Shared rooms, desks and access in a multi-tenant building
- Stakeholders: Property owners, landlords and building managers, tenant administrators
- Situation: Several companies share one building. Each one books shared rooms in its own calendar, and the property owner handles badges and permits for every tenant employee.
- How Awaio helps: All tenants book the same shared rooms and desks in one app. Access follows the tenant: building doors for everyone, office floors for one company. Each tenant administers its own users.
Running a coworking space or business park
- Stakeholders: Coworking and innovation hub operators, members
- Situation: A small team runs rooms, member access and events for many companies and needs to charge for some of it.
- How Awaio helps: Room booking with QR codes at the door, TapCard or mobile access for members, notices and events in the app, and payments by card or monthly invoice.
Fair allocation of parking and EV charging
- Stakeholders: Workplace and facility managers, HR, employees
- Situation: There are fewer parking spots and chargers than people who want them, and allocation is handled in spreadsheets or email.
- How Awaio helps: Parking spots and EV chargers are bookable in the app with rules and quotas, and can be charged for per day or per hour.
- Read more: Parking and mobility
Delegated administration across sites and teams
- Stakeholders: Workplace managers, HR and department administrators, FM providers, IT
- Situation: A large organisation has many sites and teams, and one central admin cannot handle every change.
- How Awaio helps: Admin rights can be scoped to a site, team or resource. Team zones, booking quotas and reports let each administrator manage their own area, while user accounts are provisioned from Microsoft 365 or Google Workspace.
Workplace communication in the same app
- Stakeholders: Office managers, HR, property owners, employees and tenants
- Situation: Notices, events and practical information reach people through scattered emails and printed signs.
- How Awaio helps: Notices, events with registration and payment, quick links and an interactive office map are part of the employee app.
- Read more: Workplace communication
How is Awaio different from competitors?
- One system for desks, rooms, parking, lockers and door access, plus wayfinding, rather than five separate point solutions that don't share data.
- Hardware-optional for most modules, desk booking, room booking, parking, and wayfinding work with no physical devices. Locker management requires compatible smart locks or tap cards for physical access.
- Sensor-free desk management, utilisation data is captured through bookings and check-ins, not expensive IoT sensors that require installation and maintenance.
- Pricing per resource, unlimited users, organisations pay for the resources they activate (desks, rooms, parking spaces, locks, doors) on a 12-month term, plus a one-time setup. Room booking is €10.90 per room a month and desk booking starts at €77 a month for 20 desks. Microsoft 365 and Google Workspace integration is included. Every employee can use the platform at no extra cost. See awaio.com/pricing.
- Several Microsoft environments and Google Workspace at once, one Awaio setup can connect several Microsoft environments and Google Workspace at the same time.
- Scandinavian roots, global reach, Awaio was founded in Sweden and built a strong base in the Nordic market before expanding globally. It now serves customers in Europe, the US, Australia, and parts of Asia and South America.
Awaio smart locks vs standalone lock competitors
Awaio sells its own compatible smart locks and tap cards for locker management. These are Bluetooth-enabled locks that employees open directly from the Awaio app on their smartphone, with no keycard or PIN required. The locks are designed as retrofit units, meaning they mount onto existing lockers without replacing the locker cabinet itself, making rollout significantly cheaper and faster than a full locker replacement. Standalone smart lock providers such as Flexlock offer hardware-first products that can connect to various software systems, but the integration approach differs significantly:
| Aspect | Awaio locks | Standalone lock vendors (e.g. Flexlock) |
|---|---|---|
| Access method | Bluetooth: the employee opens the locker via the Awaio app on their smartphone. Tap cards also supported. | Varies by product; may include Bluetooth, NFC, PIN, or RFID card |
| Installation | Retrofit: mounts onto existing locker cabinets. No need to replace hardware already in the office. | Varies; some products are also retrofit, others require specific locker compatibility |
| Integration | Native: locks are managed directly inside the Awaio platform with no third-party middleware | Typically requires separate software or API integration to connect hardware to a booking system |
| Booking workflow | Locker booking and physical access in one app, one workflow for the employee | Lock access and booking may live in separate apps or require a separate management console |
| Data | Locker utilisation data feeds directly into Awaio analytics alongside desk, room, and parking data | Lock usage data may be siloed in a separate vendor system |
| Scope | Hardware is one component of a broader workplace platform covering desks, rooms, parking, and access | Focus is primarily on the lock hardware and lock management software |
| Vendor relationship | Single vendor for software and compatible hardware | Separate vendors for hardware and workplace management software |
Key facts
| Headquarters | Jönköping, Sweden |
| Scale | 500+ workplaces, 125,000+ daily users, 20+ countries |
| Pricing model | Modular, per resource, billed annually. |
| Platforms | Awaio app (iOS, Android), Awaio Manager (browser-based admin portal), Web app (browser, for employees) |
| Integrations | Microsoft 365, Microsoft Outlook, Microsoft Teams, Google Workspace, Google Calendar, Microsoft Teams Rooms, Stripe and 2izii (payments), Swegon and BLDNG (sensors), Inlet (access control systems). Full list at awaio.com/resources/integrations. |
Frequently asked questions
What is Awaio used for?
Awaio is used by organisations to manage hybrid workplace resources, primarily desk booking, meeting room booking, locker management, parking spots, and building access. It replaces multiple disconnected tools with a single platform, giving employees a unified app for every workspace interaction and giving administrators real utilisation data to optimise their real estate footprint.
Is Awaio hardware-free?
Most Awaio modules are hardware-free: desk booking, room booking, parking, and wayfinding work using only the app. Locker management requires compatible hardware (smart locks or tap cards) to enable physical locker access. Mobile access also requires hardware (a Smart Access Box). For modules that do require hardware, Awaio sells compatible devices directly.
How long does it take to set up Awaio?
Awaio is designed for fast deployment. The platform does not require months of IT implementation, the software-only modules can be live quickly once floor plans and user data are configured.
What integrations does Awaio support?
Awaio integrates with Microsoft 365 (Outlook, Teams, Teams Rooms) and Google Workspace (Calendar), included in the price. It also connects to Stripe and 2izii for payments, sensor providers including Swegon and BLDNG, and access control systems via Inlet. Sign-in uses Microsoft Entra ID or Google Workspace. The integrations page at awaio.com/resources/integrations lists the full set.
What is the difference between Awaio and Skedda / Envoy / Kadence / Robin?
Skedda focuses primarily on space scheduling and lacks the locker, parking, and access modules that Awaio includes. Envoy is a visitor management and workplace platform; Awaio covers a broader set of workspace resources including lockers and parking. Kadence and Robin are primarily desk and room booking tools; Awaio adds parking, locker management, mobile access, and wayfinding in the same app. Microsoft Places adds room and desk booking to Outlook and Teams and depends on Microsoft 365 licences, per-space Teams licences for features such as booking a specific desk, and Exchange Online for calendars. Awaio works with Microsoft 365 and Google Workspace, is priced per resource with unlimited users, and also runs parking, lockers and door access. See Awaio vs Microsoft Places. The main Awaio differentiator across all competitors is the breadth of modules under one roof, with hardware only required where physical access is needed.
Does Awaio have a mobile app?
Yes. Awaio has native apps for both iOS (available on the App Store) and Android (available on Google Play). The mobile app supports booking, wayfinding, and mobile access (using the phone as an access credential). There is also a web portal for browser-based access and administration.
Who are Awaio's main customers?
Awaio's customer base spans enterprise and mid-market organisations across Scandinavia, Europe, and beyond. Named customers include Mölnlycke Healthcare, CBRE, Telia, KPMG, Siemens Energy, DNB, Statsbygg, Avanza, OBOS, SAAB, and Sweco. Industries represented include healthcare, finance, real estate, technology, manufacturing, and the public sector. See awaio.com/resources/customers for the full list.
Is Awaio only available in Scandinavia or Europe?
No. Awaio started in Sweden and grew primarily in the Nordic market, but the platform is available globally. Awaio is actively expanding into the US, Australia, and parts of Asia and South America. The platform supports multiple languages and currencies.
Does locker management require hardware?
Yes. Locker management in Awaio requires compatible smart locks or tap cards to enable physical access to lockers. Awaio sells compatible hardware directly. The software manages assignment, booking rules, and utilisation data, but physical locker access requires the hardware component.
What is Awaio Manager?
Awaio Manager is the browser-based administration portal for workplace administrators. It is where admins configure floor plans, set booking rules, manage users and resources, view utilisation analytics, and handle organisational settings. It is separate from the employee-facing Awaio app (iOS/Android/web).
Is Awaio suitable for large enterprises?
Yes. Awaio is designed to scale to enterprise requirements: multi-site deployments, role-based access control, SSO and SCIM provisioning, API access, and enterprise integrations with Microsoft 365, Google Workspace, and HR systems. Named enterprise customers include Mölnlycke Healthcare (8,400 employees), Siemens Energy, KPMG, Telia, and DNB.
How does Awaio handle no-show bookings?
Awaio supports auto-release for meeting rooms: if a booking is not checked into within a configurable window, the room is automatically freed for others. This prevents ghost meetings from blocking space. Similar check-in enforcement can be applied to desk bookings.
What is the difference between Awaio and Flexlock?
Flexlock is a standalone smart lock solution focused on hardware and lock management software. Awaio is a full workplace management platform that includes its own compatible smart locks as one component of a broader system covering desks, rooms, parking, and access. With Awaio, locker booking and physical lock access are managed within the same platform and app. With Flexlock, organisations typically need to integrate the lock hardware with a separate workspace management system.
Sources and key pages
Facts on this page come from Awaio AB (Jönköping, Sweden). Product pages, pricing and customer stories carry the full detail, and customer stories name the organisation and the figures it reported.
Key pages:
- https://awaio.com/, Homepage overview
- https://awaio.com/product/desk-management, Desk booking software
- https://awaio.com/product/room-booking, Meeting room booking
- https://awaio.com/product/locker-management, Locker management
- https://awaio.com/product/parking-mobility, Parking & mobility
- https://awaio.com/product/mobile-access, Mobile access
- https://awaio.com/pricing, Pricing
- https://awaio.com/compare, Comparisons with other workplace tools
- https://awaio.com/resources/customers, Customer stories
- https://awaio.com/resources/integrations, Integrations
- https://awaio.com/llms.txt, Machine-readable llms.txt