Flexible working gives people more choice over when and where they work. But it also makes workplace occupancy harder to predict.
Employees might come in to collaborate with their team, meet a client, run a workshop or focus on a project. What they need from the workplace changes with the reason they’re there.
That can create a simple but frustrating problem: people arrive without knowing whether the space and resources they need will actually be available.
Will there be a desk near the rest of the team? Is there a meeting room available? Is there somewhere to park? Who else is going to be onsite?
Workplace teams face the other side of the same challenge. They need to understand which spaces people need, when they need them and how those spaces are actually being used.
Spaces from Sign In App helps connect the two. Employees can find and book the right spaces and resources before they arrive, while workplace teams get greater visibility into demand and utilization.
Because better space management is more than just filling every desk. It’s about making sure the workplace supports what people came there to do.
What is Spaces?
Spaces is Sign In App’s desk, meeting room and resource booking solution, designed to make flexible workplaces easier to use and manage.
Organizations can make desks, meeting rooms, breakout areas, parking spaces, equipment, EV charging points and other workplace resources bookable. Employees can see what’s available and reserve what they need through Sign In App Companion, while workplace teams can manage bookings, set rules and understand how spaces are being used.
It brings the employee experience and workplace management together: helping people plan their time onsite with more certainty while giving teams greater control over the spaces they manage
Plan the work day around what you need
Planning a day in the office goes beyond simply looking for a desk. Your team need a space that works for what they’re coming in for.
Someone coming in to collaborate might want a desk near their team. Someone running a workshop needs a suitable meeting room. And someone driving to the office might want to know there’s somewhere to park before they leave home.
Spaces gives employees a clearer view of what’s available before they arrive. Floor plans show where they’ll be working, while custom tags and attributes help them find spaces that meet specific needs. Employees can also see who else is planning to be onsite, making it easier to coordinate office days around the people they want to work with.
Through Sign In App Companion, employees can check availability and book workplace resources alongside the other tools they use to manage their workplace day.
The AI-powered Companion Assistant makes finding the right option simpler still. Employees can use natural language to find and book what they need, such as a desk near their team or parking on particular days.
Less time sorting out the logistics. More time focused on what brought them into the workplace.
Turn bookings into better space decisions
For facility managers, the challenge is understanding how that changing demand translates into actual space usage. Spaces provides utilization insights across occupancy and usage trends, helping teams understand which spaces and resources are being used, when and how often.
That gives facility managers better information to make decisions around capacity and space allocation, from responding to peak demand to identifying spaces that are being used less often. They can also set permissions and booking rules to control how spaces operate across teams, zones and locations.
Each booking adds more context. It shows where someone plans to be, when they’ll be there and what they need from the workplace.
This is where Spaces becomes part of the Access Intelligence Platform™. By connecting planned workplace activity with wider interactions across the organization, Spaces adds more context to the picture of who is using the workplace, why they’re there and how spaces are being used.
Make the workplace work around the people using it
Flexible working has changed the space management challenge. The goal no longer about simply maximizing occupancy, it’s about making sure the workplace supports what people are there to achieve.
Spaces helps employees plan their workplace day with more certainty while giving facility managers the insight and control to adapt spaces as needs change.
The result is a workplace that’s easier to use, easier to manage and works better for the way people actually work.
Ready to make your workplace easier to use and manage? Explore Spaces from Sign In App.
