Hybrid Workplace Solutions with Presence Data | OfficeSpace
OfficeSpace’s Universal Presence API enables automated, real-time desk and room bookings triggered by employee presence via badge, WiFi, or sensors, updating live floor plans and providing features like colleague visibility, hybrid work planning, targeted announcements, and integrations with various access and sensor vendors to optimize hybrid workplace management and space utilization.
Presence Data and Hybrid Workplace Solutions
With OfficeSpace’s Universal Presence API, desk rooms are booked automatically when someone walks in, requiring no manual taps. Floor plans update live as occupancy changes, providing clarity to reduce waste, optimize layouts, and support effective hybrid work.
Key Features
- Automated Bookings & Real-Time Updates: Desks and rooms are reserved instantly upon entry, and floor plans reflect real-time occupancy.
- Presence Check-In: Employees are automatically checked into booked desks via badge or WiFi, eliminating manual sign-in sheets.
- Who's In: Real-time display of colleagues present in the office, allowing employees to coordinate and plan in-office days. Favorites can be saved for easier planning.
- Presence Indicators: Employees can see who is present on the floor plan in real time, with privacy options to turn off visibility.
- Employee Homepage: A central hub for planning hybrid work days, reserving desks and rooms, viewing which teams are in, and previewing the floor plan.
- Workplace Announcements: Send targeted announcements to team members based on location, ensuring timely communication and reducing wasted commutes.
Integrations
- Badge Integrations: Connect badge data from vendors like Kastle, Avigilon (Openpath), Brivo, or others.
- WiFi Integrations: Use WiFi presence data for seamless check-ins, regardless of vendor.
- Sensor Integrations: Integrate sensor data from SenzoLive, VergeSense, or any vendor.
- Universal Presence API: Vendor-agnostic connections to sensors, access controls, and third-party platforms for deeper occupancy insights and automated actions.
Real-Time Space Availability
Space availability syncs in real time across platforms like Slack, Microsoft Teams, and the OfficeSpace app, ensuring employees always see up-to-date desk and room options.
Workplace Analytics and Dashboards
- Presence Dashboards: Analytics for long-range planning and daily management, including:
- Presence by site
- Presence by department
- Presence by type
- Daily presence report
- Daily utilization by site
- Utilization over time
- Utilization by floor
- Utilization by neighborhood
- Visualize Attendance Trends: Reports on attendance trends to inform policies, real estate decisions, and operational schedules.
- Shareable Reports: Automatically schedule and send dashboards to leadership with customized insights.
- Optimize Spaces and Budgets: Use data to reduce wasted real estate, optimize cleaning and catering, and define hybrid work models.
Benefits Over Traditional Solutions
- Avoid siloed tools that require manual data transfer.
- Eliminate error-prone, manual attendance tracking.
- Move beyond limited point solutions that lack critical data for space planning.
OfficeSpace enables hybrid teams to quickly implement solutions, manage portfolios, facilitate moves, and access analytics for utilization and forecasting. Reporting supports decision-making to optimize real estate expenses and improve the in-office experience.
Customer Success Story: Quantum Health
Quantum Health used OfficeSpace to streamline annual moves and avoid a costly renovation, saving $13.5M. Data-driven insights allowed them to optimize space utilization and defer major construction.
Client Feedback
- OfficeSpace is praised for ease of use, valuable data, and analytics that shape return-to-office strategies and improve employee experience.
- Integrations and reporting features are highlighted as aiding adoption and maximizing ROI.
Frequently Asked Questions
Why is presence data important for hybrid workplaces?
Presence data helps organizations optimize office layouts by understanding space usage, enabling better decisions and improving employee experience.
What is office utilization?
Office utilization measures how effectively hybrid office space is used, tracking popular and vacant areas and employee interactions with the environment.
How can badges or Wi-Fi capture presence data?
Badge systems and Wi-Fi logs efficiently capture presence data. Badge data tracks entry and exit, while Wi-Fi monitors device connections for real-time workspace activity insights.
What is employee experience?
Employee experience encompasses employees’ perceptions and interactions with their work environment, including physical spaces, tools, culture, and policies. Positive experiences boost engagement, productivity, and well-being.
What is workplace experience?
Workplace experience focuses on optimizing how people interact with office spaces, including ergonomics, collaboration areas, and technology, ensuring employees feel supported and effective.
How does presence data improve employee experience?
Presence data enables organizations to create hybrid environments aligned with employee needs, such as transforming underused spaces, improving availability, and enhancing comfort and functionality.
Get More from Your Space
OfficeSpace provides tools to plan spaces, coordinate in-office days, manage desks and rooms, and optimize real estate portfolios—all in one platform for modern work.
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