Managing office space manually—through spreadsheets, emails, or outdated tools—can feel like playing Tetris without seeing the next block. Every day brings the same set of challenges:
- It’s unclear which desks, meeting rooms, or shared resources are available at any given moment. That makes scheduling a gamble, and double bookings a regular occurrence.
- Hours are spent adjusting spreadsheets or reacting to last-minute booking requests, leaving little time for core tasks like onboarding new hires or putting on in-office events.
- Without data on how spaces are used, you may be paying for resources that sit idle for weeks.
That’s where office space management software comes in. These platforms automate booking, give you a real-time occupancy overview, and help you make better use of your office footprint without the administrative strain.
I’ve reviewed 8 of the top options below, starting with Awaio, our office space management software with no hardware requirements.
These are the office management software we’ll explore:
- Awaio – Best for all-in-one workplace management without hardware setups; hybrid workplaces and large buildings
- OfficeSpace – Best for space planning in rental properties and offices
- Epturra Workplace – Best for space planning, resource booking, and facility management
- Tactic – Best for workplace management in small- to medium-sized offices
- Spacebring – Best for managing co-working spaces
- Skedda – Best for hybrid workplace & visitor management
- Robin – Enterprise workplace management
- Envoy – Resource and visitor management in enterprises or organizations with stringent access policies
1. Awaio: All-in-one and Hardware-free Option.
Awaio makes it easy to manage hybrid office resources, such as desks, lockers, rooms, parking spaces, and more, from one place without any hardware requirement.
Instead of relying on expensive central terminals, kiosks, and sensors, Awaio allows employees to:
- Instantly book meeting rooms, desks, and parking spaces—remotely via the app or by scanning a QR code at the office.
- Lock and unlock office lockers with their smartphones without memorizing codes or worrying about losing RFID tags.
- Reserve resources whenever they wish to. No downtimes due to internet, power outages, or system repairs.
For office managers, this means you don’t have to pay for and manage multiple platforms. And whenever usage trends change, you can reconfigure the office at a moment’s notice—without worrying about installing and uninstalling expensive hardware.
”I spent a long time searching for a system that could manage over 500 people from more than 100 companies, ensuring smooth booking of shared meeting rooms, desks, and digital keys for lockers and storage. Awaio has a smart QR code solution outside the rooms – we all have a screen in our pockets! Their app also provides a clear overview of all rooms, desks, and available lockers. Thanks for an efficient solution!
Martin Harbäck,Business Developer & Operations
Controller Science Park Jönköping
Take a 30-minute tour to see how Awaio works
Key features
- Dynamic sharing
- Self-booking without scheduling conflicts
- Flexible booking rules
- Real-time occupancy and utilization data insights
a. Dynamic sharing
Manual office space management methods often fall flat due to fluctuating usage patterns.
For example, say you’ve assigned 10 desks to the marketing team.
If three team members decide to work from home three days a week, those desks sit unused unless someone steps in to manually reassign them. Meanwhile, other teams may be struggling to find available workstations, leading to avoidable overcrowding and wasted capacity.
Awaio’s dynamic sharing solves that problem by allowing you to divide office resources across different work environments and zones that can be easily reconfigured based on occupancy and needs.
That means if you manage a hybrid workplace of 150 employees? With Awaio, you can:
- Divide the workspace into zones for departments, project groups, or communities.
- Assign each zone’s desks, meeting rooms, lockers, and parking spaces based on their needs.
- Enable individuals to self-book and release resources without admin involvement.
As teams use their spaces, Awaio gives you a clear view of how resources are actually used. If one area is always booked while another stays empty, you can turn unused desks into shared workstations to improve flexibility and teamwork across the office.
This lets you adjust your office layout in real-time. And since Awaio doesn’t require any hardware, you can make changes instantly—no installations, sensors, or extra costs. That means lower expenses, faster setup, and a workspace that grows with your team.
b. Self-booking without scheduling conflicts
Awaio lets employees book any shared office resource—on the spot or in advance—without juggling multiple tools. Whether they’re planning their week or making a last-minute visit, they can check real-time availability, pick what they need, and reserve it instantly from one platform.
When planning their workweek, employees can use Awaio’s real-time Availability Map to browse and reserve available desks, rooms, lockers, or parking spots. Those working in a team, can find where teammates are seated and book a nearby spot.
Upon arrival, the Wayfinding feature guides them to their reserved desks or rooms. If they need access to keyed or restricted resources, authorized employees can generate a digital key with their smartphone’s Bluetooth to unlock cabinets and other resources in one click.
c. Flexible booking rules
Ghost bookings, overlapping schedules, no-shows, and many other issues complicate manual office space management. With Awaio, you can set custom booking rules to manage the entire office on autopilot.
One rule is the time buffer—employees receive a notification in the mobile app a set time before their booking and must confirm it. If they don’t, Awaio frees up the resource for others to use.
Awaio also has other custom booking rules, which determine:
- How far into the future can a resource be booked
- The minimum and maximum duration for each booking.
- Time buffers for confirmation and check-in.
This ensures you don’t have to step in every time to manage bookings.
d. Real-time occupancy and utilization data insights
When remodeling or reconfiguring office space, most organizations still rely on manual processes—walkthroughs, employee surveys, and spreadsheets that rarely tell the full story. As a result, office space management decisions are based on guesswork instead of real usage data—often resulting in expensive changes that don’t solve the problem.
Awaio replaces guesswork with a real-time analytics dashboard that gives you a continuous view of how your office space is actually used. It tracks metrics such as:
- Utilization rate – How often is a resource used during a set period?
- Peak usage – What’s the highest number of people using a resource at once?
- Current occupancy – Which desks, rooms, or zones are in use right now?
- Booking frequency – How many times has a resource been booked over time?
- Inventory overview – What’s the total number of desks, lockers, rooms, or parking spaces available?
This way, you can easily monitor usage patterns over time—not just snapshots—allowing you to spot trends, bottlenecks, or underutilized zones before they become problems.
From occupancy to peak demand, you’ll have the data needed to optimize your layout, justify changes, and allocate resources more effectively.
See how Mölnlycke Healthcare uses Awaio to manage all its office resources in their recently opened headquarters.
Awaio Pros
- QR-based—works without complex and expensive hardware installations, saving you costs in ongoing maintenance, repairs, and IT salaries.
- Its feature suite helps you manage all workplace resources—desks, lockers, meeting rooms, charging spots, and more, from one interface.
- Provides valuable data insights for space and resource optimization.
- The modular pricing structure makes it scalable and flexible enough to respond to your needs.
Awaio Cons
- Visitor management functionality is launching soon.
Awaio Pricing
With Awaio’s per-resource pricing, you stay in control of costs—only paying for what you use today and scale as your needs evolve.
Let’s say you have only a couple of desks, rooms, and parking spaces. You can pay a defined monthly cost to manage those resources and scale up as you grow—ensuring you only pay for what you actually use.
Sounds like what your team needs? Contact us to identify your specific needs and help you manage all your office space and resources.
2. OfficeSpace: Space Planning Software for Real Estate and Offices
Office space helps office managers track resource utilization, plan and reconfigure spaces, and manage desk and room bookings. With its drag-and-drop functionality, users can assign spaces to employees or entire departments and move them from one location to another.
Lastly, OfficeSpace helps facility managers manage, receive, and approve facility requests in one place. Employees can raise move requests that admin managers approve right within the platform.
Key features
- Space management
- Workplace analytics
- Resource booking
- Neighborhoods
- Visitor management
- Wayfinding
- Facility requests
- Integrations
Pros
- Supports self-management by allowing employees to book desks and rooms.
- Very responsive customer support team.
- Office managers can place a specific employee in charge of neighborhoods, which transfers the responsibility of managing the area to them.
- Mobile app with an intuitive interface.
- Provides detailed utilization reports.
Cons
- It doesn’t cover other shared office resources like parking spots, lockers, EV chargers, and so on.
- Wayfinding only works when sensors and digital signs are attached to desks and rooms.
- Some core features like real-time resource availability, reservation from mobile app, neighborhoods, and detailed analytics are restricted to the most expensive tiers.
- Requires costly hardware installations.
Pricing
Contact OfficeSpace for pricing.
3. Epturra Workplace: Space Planning Software
With Epturra’s space planning feature, you can create interactive floor plans, identifying zones, resources, and amenities. You can also create a replica of your office space by simply dragging and dropping resources across its floor plan map. That way, it’s easy for office and property managers to reconfigure your workspace’s layout and track moves for teams and individuals—be it within a space or to new locations.
Key features
- Resource booking
- Wayfinding and navigation
- Facility requests management
- Integrations
- Space planning
- Analytics
- Visitor management
- Real estate planning
Pros
- The Microsoft 365 integration lets employees see the days each person plans to come in and reserve a desk close to teammates.
- The customer support reps are knowledgeable about the platform and respond promptly.
- The floor plan is neat and easy to understand, with color codes indicating various teams.
- Intuitive mobile app interface.
Cons
- Occupancy data is only provided if you integrate the platform with workplace sensors that require hardware installations.
- The app sometimes hangs and releases booked resources without a reason.
- Sometimes, rooms reserved in Outlook don’t reflect in the platform, causing double booking and scheduling conflicts.
Pricing
- Contact Epturra Workplace for pricing.
4. Tactic: Top-rated desk booking solution
Tactic is a hybrid workplace management tool offering features for managing desks, rooms, and visitors. Admins can also access utilization data, set working hours, and change work policies.
Tactic’s unique feature is the bulk-edit functionality. It lets you change details like hours and assignments for multiple resources simultaneously—way better than editing them one after the other.
Beyond that, employees can use the calendar-like schedule interface to see when their teammates will be in. And use the interactive map to see where they’re seated.
Using these details, employees can then reserve desks close to their colleagues for the entire workweek. After doing that, the platform automatically consolidates all bookings into a single interface.
Lastly, to record their attendance, employees can check in manually via the mobile or desktop app or do so automatically by connecting to your company’s WiFi.
Key features
- Room booking
- Third-party integrations
- Desk booking
- Data analytics
- Workweek schedule
- Interactive floorplan
- Team schedule
Pros
- The team custom designs customers’ floor plans for free.
- Every room booked via MTR automatically reflects on the platform.
- Employees can reserve rooms directly from Slack.
- Offers a 14-day free trial.
- Utilization and occupancy data can be downloaded and exported to external platforms for deeper analysis.
Cons
- Customers say the email sign-in option sometimes glitches. Some have even abandoned the SSO login option entirely.
- The application loads slowly.
Pricing
- Desks: $3 per desk/month
- Rooms: $6 per room/month
Visitors: $99 per location/month
5. SpaceBring: For Co-working Spaces
SpaceBring helps owners of shared spaces—coworking spaces, photo studios, shared kitchens, and more— automate key business processes. That includes invoicing, payments, and memberships. In addition to allowing customers to reserve desks, meeting rooms, offices, and parking spaces, the platform also allows you to create and send invoices immediately after a customer’s payment is due. This way, you can have time to serve members better.
To help users generate more revenue, SpaceBring lets shared space owners:
- Create member-only events,
- Sell products such as smoothies, and
- Offer exclusive discounts to members.
Members can then pay for such perks with their credit card or a virtual currency.
Key features
- Interactive floor plans
- Parking management
- Customer engagement
- Analytics
- Customer management
- Integrations
Pros
- Automates space management tasks.
- Customer support staff respond promptly.
- Assists in marketing with its integration with Mailchimp, Google Analytics, etc.
- Provides an intuitive mobile and web app interface.
- Supports multiple languages and currencies.
Cons
- Essential features like onboarding sessions, multi-location management, and floor plans are limited to higher pricing tiers.
- Admins sometimes have a challenge finding the right way to change specific settings.
- It can be cost-prohibitive.
Pricing
- Essential: $183 (when billed annually) or $204 (when billed monthly) per month.
- Pro: $242 (when billed annually) or $268 (when billed monthly) per month.
- Enterprise: Contact the sales team for a custom quote.
6. Skedda: Workplace Management Solution
Skedda is a workplace management platform that lets you manage workplace resources, including desks, meeting rooms, and parking spaces. Skedda is unique for its custom rules and roles you can use to control reservations and determine who can access each resource.
Key features
- Interactive floorplan
- Visitor management
- Custom rules and roles
- Neighborhoods
- Integrations
- Analytics
- Resource booking
Pros
- It provides a library of resources employees can read to familiarize themselves with the platform.
- Two-way calendar and Slack sync lets employees reserve resources from platforms they already use.
- Facilitates recurring bookings.
- Responsive customer service team.
Cons
- Color codes on the interactive map can only be viewed by admins.
- Every resource, whether a physical space or not, is recognized as a space. So, the limited spaces allotted to each pricing tier get exhausted quickly.
- The QR code feature can only be used to check in.
- Essential features such as visitor management, resource allocations, and white labeling are limited to the two most expensive tiers.
Pricing
- Starter: $99/month per space
- Plus: $149/month per space
- Enterprise: $199/month per space
7. Robin: Workplace Management Solution for Enterprise Organizations
Robin is a workplace management solution with features for managing resource bookings and visitors. Its AI feature that automates desk and room bookings, using the employee’s booking history. This way, employees spend less time booking resources.
Additionally, its visitor management feature lets you:
- Pre-register visitors
- Print special visitor badges
- Bulk-send visitor invites for special events.
- Relieve email, Slack, and Teams notifications when employees arrive
- Create and deliver check-in requirements—NDAs, identity documents, etc—to visitors
Key features
- Visitor management
- Wayfinding
- Visitor management.
- AI-powered resource booking
- Analytics
- Resource bookings
- Integrations
Pros
- Because of a two-way sync, employees can find and reserve resources via Outlook, Teams, and Slack.
- The interactive layout is editable.
- Employees can share their reservations with colleagues over Slack, email, and Microsoft Teams.
- Supports permanent resource allocations.
Cons
- Requires costly hardware.
- The platform sometimes glitches when reserving resources for multiple days, editing floor plans, and checking in.
Pricing
Contact Robin for pricing.
8. Envoy: Visitor Management Solution
Envoy is a space management platform built for offices, facilities, labs, etc. It offers features that help you control resource bookings, secure entry points, and assist employees 24/7.
One of Envoy’s standout features is the Visitor Management tool. It allows you to create question workflows to identify why a person is visiting, print badges, and present NDAs. This makes it an excellent choice for hybrid enterprises or companies requiring stringent access management.
Key features
- Visitor management
- Emergency notification
- Interactive map
- Virtual front desk
- Analytics
- Resource bookings
- Desk allocations
- Neighborhoods
Pros
- Automatically checks employees into the workplace, using WiFi.
- Responsive customer support.
- The data reporting dashboards are intuitive and easy to understand.
- It has a free trial.
Cons
- Requires an uninterrupted and fast internet connection to work.
- There’s sometimes a lag between when an update is made in the web app and when it appears in the mobile app.
- The per-user pricing structure skyrockets your subscription costs as you scale.
Pricing
- Standard: $3 per active user/month
- Premium: $5 per active user/month
- Premium Plus: $7 per active user/month
Frequently asked questions
What is space management software?
Space management software is a digital tool used to maximize the usage of the physical space in a facility, office, etc. Unlike spreadsheets and manual logs, it saves time by automating key tasks, giving employees some level of control over their bookings, and providing valuable data insights.
What is the best office management software?
The best office management software is Awaio. Because it’s hardware-free, you don’t have to bother about installation and ongoing maintenance costs, and you can quickly reconfigure the office. Also, it has a suite of tools for managing just about any office resource—be it desks, rooms, parking spaces, lockers, and more.
How do you manage office space?
The best way to manage space is to continuously reduce or increase specific resources based on utilization and occupancy patterns.
What is workplace management software?
Workplace management software is a digital tool used to ensure organizations make the best use of their physical space. It lets employees reserve resources on an ad hoc basis or in advance. Meanwhile, admins use it to manage reservations and track usage patterns.
