Cut real estate costs and drive collaboration with improved workspace management tools

The objective of workspace management is designed to save you money on your office real estate and, more importantly, boost your team’s productivity. Understanding what is workspace and the principles of space management helps to create organized, flexible spaces that put you in control. With this new enhancement to managed workspace, you can feel confident about your workspaces, understand their usage, and identify who uses them, enabling you to make swift decisions about your spaces with absolute certainty.

Read on to discover more.

Streamline and manage desk reservations, meeting rooms, and other essential resources with workspace management tools

Experience the ease of clear workplace booking information in one place. Seamlessly integrate booking and reservation details into a single space management system, enhancing your workplace experience and staying informed about current and future bookings to optimize workspace allocation and resource utilization. Kadence Space Management Software, a comprehensive space management solution, simplifies data analysis by presenting high-level insights in a user-friendly format. This enables you to quickly understand and act on them, empowering you to make informed decisions tailored to your team’s and organization’s specific requirements, promoting productivity, efficiency, and desk booking collaboration as part of your workplace strategy.

Streamline and manage desk reservations, meeting rooms, and other essential resources with workspace management tools

Track and optimize the success of your hybrid work policy, ensuring productivity and employee satisfaction

Assess the effectiveness of your hybrid work model and easily analyze attendance data to guide future decisions regarding office usage. Understand the booking trends and in-office rhythms of your teams to help you cater to their needs or modify your hybrid work policy. By simply looking at your bookings, cancelations, and no-shows, you can gain a comprehensive understanding of workplace management. This helps you determine if your hybrid work policy is effective, enabling you to confidently make informed decisions to enhance employee productivity and streamline operations using a space management system.

Track and optimize the success of your hybrid work policy, ensuring productivity and employee satisfaction

Maximize the utilization of office workspace, identifying unused areas and popular spots for improvement

Conference rooms are a precious resource. They’re limited, in high demand, and often not used efficiently. With Kadence, a workspace manager, you can easily streamline your conference rooms with a comprehensive overview of their usage. Our workspace planning analytics allows you to effortlessly track and analyze conference room usage patterns. This enables you to make data-driven decisions for optimal space allocation, so you can implement the necessary changes in your workspace design. You can also gain valuable insights into the popularity and demand of specific rooms and resources through our intuitive Daily Occupancy Heat Map, a key part of our space management systems. This visual representation highlights usage trends, indicating which rooms and resources are in high demand. With this valuable information, you can effectively optimize your conference room usage, ensuring efficient resource allocation that meets the demands of your workforce.

Maximize the utilization of office workspace, identifying unused areas and popular spots for improvement

Download your workspace booking data, and analyze it to make improvements

Kadence revolutionizes workspace management like never before. With just a click, you can access a multitude of data widgets that provide a wealth of information. From viewing, and enlarging, to downloading relevant data, everything is at your fingertips. Whether you integrate it seamlessly with your existing office software or use Kadence’s comprehensive analytics within the web app, you’ll be equipped with the necessary tools to understand your workspace. Through meticulous analysis and scrutiny of this data, you can make informed decisions and strategically plan for cost-saving enhancements, ensuring optimal workspace utilization.

Discover more about workspace management and how you can cut workspace costs by checking out the essential guide to Space Management Software.

Download your workspace booking data, and analyze it to make improvements

Everything you need to know about Space Management Software – The Essential Guide

What is Space Management Software and why is it important?

In the rapidly evolving landscape of the hybrid workplace, understanding and managing physical space effectively through space management software has become a pivotal aspect of organizational success. The shift towards hybrid work models has not only altered our daily routines but also redefined the very concept of workspace utilization.

Efficient space management services now play a critical role in fostering productivity, enhancing employee satisfaction, and optimizing operational costs. At Kadence, we recognize these challenges and have tailored our solutions to meet the unique demands of this new era.

What are the challenges of Space Management Software?

Space planning in the hybrid work era is a balancing act between flexibility and efficiency. It involves a strategic allocation of physical space to accommodate fluctuating occupancy, diverse work styles, and varying employee needs.

The challenge lies in managing these dynamic requirements with a space management system, ensuring that resources are utilized optimally.

This is where a comprehensive understanding of space management systems becomes crucial. From addressing the complexities of scheduling and booking to adapting to ever-changing organizational needs, the intricacies of space management are both multifaceted and significant.

What are the benefits of Space Management Software?

Downsizing Office Space

Modern office space management software provides data-driven insights that enable businesses to right-size their office spaces. By understanding actual space utilization patterns through space utilization software, companies can make informed decisions about downsizing, potentially leading to significant cost savings without compromising employee needs.

Reducing Costs

The strategic use of space optimization software directly contributes to cost reduction. By optimizing the use of available space, minimizing unused areas, and efficiently managing resources, businesses can substantially lower operational expenses related to real estate and facilities management.

Improving Employee Experience

Workspace management software enhances the employee experience by providing a flexible and responsive work environment. Features like real-time booking systems and usage analytics ensure that employees have access to the spaces they need when they need them, thereby boosting morale and job satisfaction.

Team Coordination and Productivity

Effective workplace planning fosters better team coordination and productivity. It streamlines the process of scheduling and booking resources, reducing conflicts and downtime. This improved coordination ensures that teams can collaborate effectively, regardless of their physical location.

Hitting ESG Targets

Environmental, Social, and Governance (ESG) targets are increasingly important for businesses. Space management software can help in achieving these goals by promoting efficient use of resources, reducing carbon footprint through optimized space utilization, and fostering a more sustainable work environment with the help of environmental sensors.

Space Management statistics

The impact of space management can be best understood through data and statistics that reflect its significance in the modern workplace:

The Changing Value of Office Real Estate

Reduction in Space Requirements

  • A study by Mckinsey suggests that remote work and flexible work policies will enable organizations to reduce their need for office space by 30%.

Employee Preferences for Hybrid Work

  • Only 6% of U.S. employees in remote-capable jobs prefer to work fully onsite. In contrast, 34% prefer to be fully remote, and 59% favor hybrid arrangements.
  • Around 93% of employees voice a preference for hybrid or remote work opportunities. Limiting these options could lead to a higher rate of employee attrition. The cost of replacing an individual employee can range from one-half to two times that employee’s annual salary and US businesses collectively lose about $1 trillion due to voluntary turnover.

Productivity and Employee Benefits

Cost Savings Through Space Optimization

  • Companies leveraging space management tools report up to 30% savings in operational costs due to more efficient space usage and reduced real estate expenditures.

Useful space management tools to help downsize office space

In the mission to optimize office space, especially when downsizing, the best space management software can make all the difference. Embracing technology like space control software to manage and analyze how space is used in your organization is key to creating an efficient, adaptable, and cost-effective work environment. From seat management software for desk and room booking systems to visitor management and workplace analytics, each tool plays a crucial role in transforming how we understand and utilize our office spaces. Let’s explore some essential workspace management tools that Kadence offers, designed to streamline operations and enhance the overall workplace experience.

Desk Booking Software

Hot Desk Booking is no longer just about reserving a workspace; it represents the adaptability of an organization to its employees’ varying needs. The ideal system allows for ease of use, and flexibility, and provides real-time insights into workplace utilization. This not only ensures that employees find the right space for their work but also helps in tracking and optimizing desk usage across the organization.

Room Scheduling Software

Effective room booking is key to maximizing the utilization of meeting spaces, especially in a hybrid work environment where the need for physical meeting spaces can fluctuate dramatically. An efficient occupancy management software can help manage this. Room scheduling software offers visibility into room availability, allows easy scheduling, and provides insights into usage patterns to ensure that meeting spaces cater to a variety of needs and work styles.

A Visitor Management System

To effectively organize your workspace using space allocation software, it’s crucial to first understand the frequency and identity of the visitors utilizing the space. Perhaps your sales department is inviting the most visitors on-site, requiring particular office neighborhoods for meetings. Alternatively, it might be your finance team that often brings visitors on-site to the office. Utilizing a visitor management system will allow you to gather data on the volume and regularity of visitors, so you can facilitate a comfortable check-in process for guests and consider how your employees can appropriately welcome and escort visitors around the office.

Workplace Analytics and Data

A staple when it comes to space management software is Workplace Insights. Being able to visualize and track all of your booking data and space data in one place is the key to optimizing your office space and reducing costs. Understanding the most popular days your team’s book to come in, as well as the most popular spaces your teams use vs. the ones they don’t. Getting to grips with the effectiveness of your hybrid policies by seeing how many canceled or ‘no-show’ bookings there are and seeing all of this, all in one place streamlines all of your process at once.

How does Space Management Software work?

To start managing your spaces with facility space management software, first, check out your workspace. Look at how big it is, what each area does, and what resources you have. Using building space management software lets you keep an eye on your spaces all the time. You can see how employees book spaces and use this info to make your workspace better. This way, your workspace can change as needs change and keep being a good place to work. The software can also help you manage floor plans and understand the square footage of your office.

Start with 4 simple steps:

1. Track, manage, and optimize your spaces with a real-time booking tracker

By tracking your bookings as they occur with occupancy software, you not only get to project upcoming reservations but you can see how your spaces are being used in real-time. This allows you to load balance your office and manage them efficiently to meet the needs of your teams and keep every safe. In utilizing a space management solution that provides sophisticated analytics, displayed in an easy-to-understand layout, you’re now able to make strategic choices specifically suited to your team and organization’s needs.

2. Measure the success of your hybrid policy with Attendance Metrics

Grappling with the best hybrid work policy for you and your teams can take time and experimentation to find the right balance that benefits everyone. By visualizing a comprehensive view of all space bookings and cancellations over any given time frame with the best office space management software, you’re able to assess the efficiency of your hybrid work policy by seeing clear attendance metrics at a glance. These data points are crucial in making informed decisions about future office utilization. This is not just about booking spaces; or naming and shaming teams; it’s about strategic space management that aligns with your team and organization’s goals, ensuring no space is underutilized and that unnecessary costs are eliminated.

3. Maximize the use of your resources

Space Management Software provides a streamlined overview of all of your vital resources such as understanding conference room usage over any chosen timeframe. This allows Facility Managers to track room usage patterns, thereby gaining insights into which rooms and resources are more popular than others, or better still, understanding why 3-person meetings are being held in a room with a capacity for 10 people! This data is presented visually through a Room Occupancy Overview Daily Occupancy Heat Map. These combined offer a clear picture of room occupancy rates at different times of the day, providing valuable information for strategic planning and decision-making. It can aid in assessing the efficiency of room usage, identifying underutilized spaces, and implementing strategies to optimize space utilization. This asset management and facility management tool can be a game changer.

4. Download the specific Data you need for reporting

Being able to extract the data you need is a crucial yet key component of Space Management Software. Being able to view, access, and expand each space management widget to observe, enlarge, and export its data with the help of space software. Alongside its easy-to-integrate capabilities with your existing workplace software or reporting platforms, you can utilize Kadence’s sophisticated analytics directly within the Kadence web application itself. A straight-up out-of-the-box solution that allows for data interpretation, analysis, and the implementation of future cost-efficiency enhancements to your spaces all in one place.

New Priority Access Booking For Teams That Need Spaces The Most

The realm of hybrid work has expanded the borders of the traditional workspace, but it also comes with its unique set of challenges. One of them? Ensuring top team performance by making sure your key teams have priority access booking to the spaces they need when they need them.

Is the Marketing team executing an urgent project for the next two weeks? Do they need urgent access to book within certain neighborhoods of your office? Or does Operations need space for onboarding in the next month?

Kadence’s brand new Priority Access Booking helps Team Manager’s office arrangements by giving their teams a space when they need it the most.

Why Priority Booking?

Team Managers often face a tricky situation in a hybrid work setting.

The bustling, fluctuating hot desk activity on a hybrid office floor can sometimes mean their most vital or high-performing teams don’t find a suitable spot for their work.

This can be detrimental, especially when the teams need to collaborate and achieve important objectives together. The research underscores the importance of togetherness; 71% of professionals believe working the same hours as their teammates boost their productivity.

Priority Access Booking gives Team Managers a handy way to ensure their top teams are never left without a space to work — and keep them achieving great outcomes together.

Encourge better team performance

No more last-minute hot desk scrambles or uncertainties in the world of hybrid work. With Priority Access Booking, your teams can collaborate better, plan in advance, and ensure their workspace needs are met. They can walk into the office with confidence, knowing they’ll have a designated space to work from, facilitating faster accomplishment of business goals.

Efficient hot desking management

By allowing teams to book spaces in advance, Kadence ensures office spaces are utilized effectively. This strategy minimizes last-minute scrambles and ensures that every corner of your office is used to its maximum potential.

Fully customizable to your unique needs

The ever-evolving landscape of hybrid work demands adaptability. With Priority Access Booking, organizations can swiftly adapt to staffing shifts or project transitions — ensuring continuity and efficiency.

How does Priority Booking work?
  • Choose a Neighborhood: Decide where you want to apply the ‘Early Access’ feature
  • Set the Schedule: Determine how early these chosen teams can book in advance by customizing the “booking in advance” window
  • Select Your Teams: Decide which teams get the early bird advantage and plot them on the calendar

With teams constantly shifting focus, executing critical projects, and having different needs at different times, Priority Booking is your solution to the ever-changing needs of hybrid work.

In the paradigm of hybrid work, proactive space management has become more crucial than ever.

Kadence’s Priority Booking doesn’t just offer a feature—it delivers a promise to help boost team performance and revolutionize the workspace experience for both facility managers and team leaders. It’s a reflection of understanding that when teams are empowered with the right tools and spaces, their productivity reaches new heights.

Dive into the future of hybrid work with Kadence, and witness firsthand how strategic workspace allocations can redefine the essence of your organizational operations.

Transform Team Coordination with Team Kadences

Hybrid workplaces are difficult to organize especially when it comes to team coordination. In the past, people were predictable and spaces were static. In hybrid, people are unpredictable and spaces are flexible.

With each individual getting their best work done on their own terms, wider teams can sometimes find themselves struggling for rhythm and Kadence. That can be problematic — after all, the performance of your company depends on the productivity of your teams.

That’s why we’re introducing Team Kadences — our game-changing team coordination feature. With Team Kadences, team managers can schedule in-office team days based on their colleagues’ availability and preferences — so you can intentionally bring your team together with greater impact.

Let’s dive in.

Set team office days in seconds

Team Kadences gives office and team managers a quick and seamless solution for planning days when team members are expected to come in.

Set recurring days, every week or month, as well as when you want your team days to begin. Then choose a particular location and neighbhorhood suited to your team, and watch your team start to come together with higher frequency and intention.

Make a plan that works for everyone

It can be hard to make a plan for your team to meet when schedules conflict and office attendance is unpredictable.

Kadence helps you find the optimal times to meet based on employee schedules and space availability — allowing you to successfully schedule the right Team Kadence on a regular basis.

Once you’ve set up your Team Kadence, team members will then receive Smart Suggestions on their User Homepage Schedule to let them know it’s a team day. That way, they can book their space in the office on the week and day they are expected to come in.

The result? Everyone’s on board with the plan, all the time. Next stop: doing your best work together.

Enjoy the benefits of in-person collaboration

Remote collaboration produces reasonable results — but in-person collaboration produces great results. That’s not to mention a whole load of other benefits.

Kadence recognizes the power of in-person work for both your company and your people. A regular Team Kadence means boosting your teams’ output and performance — while also giving employees something to look forward to and an important source of personal connection and relationship building.

No more commuting to HQ to find an abandoned office floor and underwatered plants — with Team Kadence you’ll know the commute is always worth it.

Kadence is a critical layer between people and place, it’s the tool that supports and simplifies our spaces to bring our people together.
Jeff Gwinett
Workplace Experience Lead at Softchoice
Final word

As a CEO or office manager, you’re probably constantly on the lookout for ways to boost the performance of your teams, cut down unnecessary costs, and keep everyone happy as you do it.

By setting up fixed days for team office attendance, you’ll ensure your physical workspace is never inefficiently used. By harnessing the power of in-person work, you’ll keep your employees happy and healthy.

And by coordinating your teams on a regular basis, you’ll enable them to do their best work together — more often than ever before.

Bring it all together with Team Kadences.

Hybrid Team Scheduling with Team Kadences
A quick tutorial demo video showing you how Team Managers can bring their teams back to the office through Kadence Team Scheduling.

Master Team Productivity with the Homepage Dashboard

Team Productivity is the single most important thing companies are trying to get right in 2023.

In a world of hybrid work, being agile, informed, and proactive is no longer a luxury—Team Productivity is a necessity. Kadence’s new Homepage Dashboard helps you stay ahead and make smart decisions about your work schedule.

Let’s explore how our newest features help you master your hybrid work routine.

Stay Connected with Starred Colleagues

Boost Team Productivity by seeing who's going to be in the office
Smart notifications let you know when to reschedule your bookings.

Collaboration thrives on connectivity. With My Starred Colleagues, you can easily view your team’s schedules. You can also get notified about their office arrival or any sudden cancellations.

This deep synchronization ensures you’re never out of the loop. No more second-guessing your office trips, or missing great opportunities for face-to-face time.

Predict the Office Pulse for the Week

Enhance Team Productivity by seeing who's in on any day of the week
Easily see who’s going in on a team day.

Ever walked into the office expecting a bustling environment only to be met with silence? No more. My Office Activity lets you gauge the week’s office pulse at a quick scan.

Whether you’re aiming for collaborative days or solitude for deep work, you’ll know exactly when the commute is worth it.

My Schedule: Seamlessly Navigate Your Week

Get prompted to make a booking if you've already planned to go in
Instant smart suggestions let you know that you haven’t booked your space for when you’ve planned to go into the office.

A comprehensive view of your booking schedule. Check in, manage bookings, and get a clear picture of where you need to be. With My Schedule, juggling between apps and emails is history. One glance, and you’re in control of your week.

Let Kadence Guide Your Decisions

Smart Suggestions let you know when a teammate has cancelled their booking so you can reschedule
Smart Suggestions let you know when a teammate has cancelled their booking so you can reschedule.

Kadence isn’t just a tool; it’s your intelligent work partner. With Smart Suggestions Kadence offers the prompts you need exactly when you need them:

  • Team Kadences: Know when your squad hits the office.
  • Starred colleagues: Stay updated on your closest colleagues’ plans.
  • Office capacity: Be alerted when the office is in high demand, allowing you to secure your spot.

Kadence does the thinking so you don’t have to. It knows your schedule, preferences, and needs, ensuring you’re always prepared.

Final Thought

In a world of hybrid work that can sometimes feel hard to navigate, let Kadence chart your course. Our new Homepage Dashboard is more than just a tool. It’s your work compass, helping you make decisions throughout the week.

P.S. Want to see it in action? Check it out here and take your hybrid game plan to the next level.

Make Your Time Count With Smart Suggestions

In today’s fast-paced world, managing your Smart Workplace efficiently is more important than ever. Smart Suggestions keep you informed about when your favorite colleagues or teammates will be in the office, allowing you to plan your workday and connect with them in person. It also alerts you when the office is getting full, ensuring you can book your space in time.

In this blog, we’ll discuss how these Smart Suggestions can help you easily plan your week, get the best times to connect with your teammates, and prioritize when you need to commute to the office.

Easily Plan Your Week Ahead

Team Coordination

Smart Suggestions takes the guesswork out of planning your workweek. With real-time updates on your teammates’ schedules, you can make informed decisions about when to book your workspace, ensuring you’re present in the office when it matters most.

No more last-minute cancelations or double bookings – just a seamless, stress-free way to organize your week and maximize productivity.

Get The Best Times To Connect With Your Teammates

Smart Workplace

Collaboration is key to a successful work environment, and Kadence’s smart suggestions make it easier than ever to connect with your colleagues.

By getting notified when your favorite teammates or colleagues are planning to be in the office, you can schedule face-to-face meetings, brainstorming sessions, or even a coffee break to catch up. Strengthen your working relationships and foster a collaborative atmosphere by making the most of your time in the office.

Prioritize When You Need To Commute To The Office

optimized space

Commuting can be time-consuming and expensive. Kadence’s smart suggestions help you prioritize when you need to be in the office, ensuring you only commute when it’s absolutely necessary.

By staying up-to-date with office capacity and your teammates’ schedules, you can plan your workdays more effectively, saving time and resources. Say goodbye to unnecessary commutes and hello to a smarter, more streamlined work routine.


Smart Suggestions is a game-changer for hybrid working, enabling you to easily plan your week, connect with your colleagues, and prioritize your office visits. With real-time updates and intelligent suggestions, Kadence helps you maximize your time and create a more efficient, productive, and enjoyable work environment.

Don’t miss out on this opportunity to take your smart workplace to the next level. Book a demo with our team today and experience the benefits for yourself!


5 Ways to Automate Your Flexible Workspaces

As more and more companies adopt hybrid work policies, the need for flexible workspaces has become increasingly important. However, managing these spaces can be a challenge, especially when it comes to tracking availability, scheduling, and load balancing.

Kadence offers a smart, and more efficient solution to help you optimize your workplace, and in this blog we’ll uncover how we’re making it easier than ever for you to manage a flexible office environment that meets the needs of your employees and fosters productivity.

1. Auto Desk Release

As a facility manager, you know that maximizing space utilization is key to keeping costs down and productivity up. That’s why Kadence is a game-changer in helping workplaces make use of the space they have.

auto release desk

Picture this: an employee doesn’t show up to their booking for one reason or another, but because you have ‘auto-release’ set to ‘on’, that workspace is promptly released back into the pool for others to book. No more empty desks collecting dust or employees struggling to find available workspaces.

With Kadence, you can easily release unoccupied desks back into the pool for others to book, ensuring that space is always used to its full potential. No more wasted resources, no more inefficient manual processes. You have the ability to streamline operations and save on real estate costs, all while providing your employees with the flexibility and support they need to do their best work.

2. Better Assigned Desk Scheduling


Imagine the convenience and efficiency of a dynamic desk booking system that revolutionizes how office managers allocate workspaces to their staff! With Kadence, you could assign desks to individuals on any day of the week using an intuitive scheduler, but now with our latest improvements, you can set to release canceled or unassigned desks back into the pool for others to book.

Knowing that you’re maximizing your spaces without compromising on comfort or productivity, now that’s what we call ‘peace of mind’!

3. Dynamic Office Neighborhood Scheduling

No more confusion or misunderstandings about who is using which desks, and where your teams are able to book. Kadence lets you give your team access to the right resources and equipment to do their job effectively by assigning teams to specific office neighborhoods within your office.

Hybrid Workplace Management

Using a weekly scheduler, you can assign any team to any office neighborhood you created on any day of the week, helping you to truly maximize your spaces and build a collaborative culture. And just like our new assigned desks improvements, you can make these office neighborhoods available for anyone else to book that day by releasing them back into the pool on the days when no teams are assigned.

4. Limit Your Office Capacity

If you’re already juggling a million things at once, you do not want the management of your office space to be one of them. With this new feature, Kadence lets you set a limit on the number of people who can book to come onsite, giving you peace of mind of complying with health & safety guidelines but also ensuring that your office never gets overcrowded.

You get to easily manage the flow of people coming in and out of your office whilst keeping every safe at the same time without ever having to worry about exceeding capacity limits again.

5. Smart Automated Check-ins

Do you find making sure your employees check into their bookings a tedious and time-consuming task? Not knowing how your spaces are used, getting inaccurate space usage data, and not being able to make great cost-cutting decisions on space that isn’t used as much?

Hybrid Workplace

With Kadence, users can now automatically check into their bookings with just the tap of their badge or connecting to the company wifi. The possibilities are endless, enabling you to get the dead-eye accurate data you need whilst making your places accessible for the needs, and demands of your workforce.


In conclusion, the world of work is changing, and hybrid work is where it’s at. Flexible workspaces are becoming the norm, and that’s where Kadence steps in to save the day. With its smart approach, Kadence is all about aligning with businesses to help them adapt and thrive in this new work landscape.

To find out how Kadence helps you maximize your spaces to facilitate productivity and make huge savings book your demo here.

Introducing Hybrid Workplace Automated Check-ins

Hybrid workplace check-in

Managing your spaces, and making sure your people check into their bookings can be a time-consuming and tedious task, and a hot-desking model without the right tools to manage everything very quickly becomes a free-for-all fiasco! If this is you, then maybe it’s time to take advantage of an automated hybrid workplace check-in API! 

It’s vital you know how your spaces are used, and who uses them. Not only so you can manage them with ease, but so you can optimize your real-estate footprint to cut costs.  

It all starts with how your people check into their bookings.

The way you get the space utilization data you need is by making sure your people check into their bookings. That’s where the data is, and the knock-on effect is bigger than you think.

When your space usage data is accurate you can easily see how your spaces are used. This then helps you meet future space needs, and demands, decide if you want to rent out empty rooms on off days, cut back on resources, and deliver a great space that facilitates great work from your employees.

It’s a no-brainer, hence why we decided to make it possible for you to make this part of the process completely automatic. 


Our new Check-in API will look to create an automated check-in experience for your workplace in order to gain accurate booking data.

We’ll do this by providing the following endpoints:

  1. Bookings – An endpoint with the ability to retrieve a list of all bookings (filterable by id, start date, end date, type & status).
  2. Users – An endpoint with the ability to retrieve a list of Kadence users (filterable by id, email address, first name, and last name).
  3. User Bookings – An endpoint with the ability to retrieve a list of bookings for a Kadence user (filterable by id, start date, end date, type & status).
  4. Buildings – An endpoint with the ability to retrieve a list of buildings (filterable by id, name, country code & city).
  5. Check In – An endpoint with the capability to check in a specific user with the ability to specify a check-in method (door access, wifi, geofence, sensor)

What’s possible

As with any API, the sky is your limit. You can choose how best to integrate with your various software in any way you choose. 

To help ignite your creativity, here is a list of options to easily help automate your check-in flow ????

  1. Automatically check users into their bookings through a badging integration system of your choice
  2. Show information on bookings, users, and buildings within your applications
  3. Display who has booked a desk to use as a waypoint tool so you know who should be sitting where, but also to warn users not to sit at that desk
  4. Authenticate users and check them into their bookings when they log into a computer, book to come onsite, or when you access WiFi
  5. Alert office managers if there are no designated fire marshals or first aiders onsite

Technical implementation

Before you can use the API you’ll need to have a Kadence account, so if you’re new to Kadence you can sign up or book a demo at

Using the API

You can find our API specification at This describes all of our endpoints, how to call them, and what responses to expect.

All requests will return an HTTP status code that indicates the success of the response. For more information about response codes, see the MDN HTTP response status code documentation. The response will include headers that give more details about the response. Headers that start with X- are custom to Kadence. Where applicable operations will return a response body that is JSON formatted.


In order to use any of Kadence’s REST API you’ll need a global administrator from your organization to create an API key. Once you’ve got an API key you’ll have full access to the Kadence API.

Kadence implements OAuth 2.0 authentication. You will need to use the OAuth 2.0 Client Credentials Flow to get a token that can be used to call the Kadence API.

Check out our help center to learn more about our Getting started guide, as well as How to set up, and manage API keys.

Join your colleagues wherever they’re working that day

In-person work creates an environment of engagement and a shared sense of purpose. When working in person teammates can easily read each other’s nonverbal cues which can dramatically increase trust and understanding. With Kadence, planning to come together or coordinate both remote, and in-person meetings are easy and straightforward. Log into the Kadence Web app, and check out your starred colleagues within the User Homepage.

Quickstart guide – Check-in

Understanding how your space is used is fundamental to reporting, and decision-making. The great thing about our new Check-in API is that there are unlimited powerful integration possibilities enabling you to get accurate data on your spaces through check-ins and maximize your spaces as a result in order that you may create a frictionless team experience. 

Here’s a quick guide on how to get started:

  1. Ensure you’ve got an API key and that you’ve obtained a token using the client credentials OAuth 2.0 grant type. (See the Getting Started guide for more information).
  2. Find the user you want to check-in. You can use the v1/public/users endpoint to achieve this. This endpoint supports filtering on email, first name, or last name to find the appropriate user. (You may want to store the user ID when you’ve matched to the appropriate user to reduce the number of API calls made to the Kadence).

e.g. GET

Hybrid Workplace Check-in

  1. Find the booking for the user you want to check in to. You can use the v1/public/users/:id/bookings endpoint to achieve this. This API supports filtering on start date, end date status, and type to find a booking that’s available for check-in. You’ll need to use the user ID you retrieved at the last step query for bookings.

e.g. GET <{userId}/bookings?type=desk&status=booked&startDate=2023-01-01&endDate=2023-01-02>

Hybrid Workplace Check-in

  1. You can check in to the booking on behalf of the user using the v1/public/bookings/:id/check-in endpoint. You’ll need to use the booking ID retrieved at the previous set to check in to the booking.


    This endpoint requires you to include the user ID in the post body of the user that is performing the “check-in” action. It is up to you who performs this action. You may want to set up a service account within Kadence that does this, or you may want it to appear as if the user themselves had checked in.

    Optionally you can also include a method property in the post data to indicate how the user was checked in. This can be one of the following values:
  • doorAccess i.e. checked in automatically via a door access system.
  • wifi i.e. checked in automatically by connecting to company WiFi.
  • geofence i.e. checked in automatically because a user’s device reported they were in the building.
  • sensor i.e. checked in automatically because a sensor detected their presence.

Note: If self-certification is enabled for buildings you may not be able to check in on behalf of users if they have not self-certified for their booking.

Note: Kadence also allows you to query building information if you want to add further logic to limit checking in on a per-building basis.


Managing your workspace and optimizing its usage is essential to reducing costs, and ensuring a productive work environment. Your real-estate footprint can be easily measured with the right tools that automate the check-in process. 

Not only will you be able to meet the changing needs of your employees, but you’ll also be able to allocate resources better, and you’ll really create a great working environment in the process.

Don’t let space management become a free-for-all fiasco!

Watch the full demonstration here to find out how to transform your hybrid workplace with an API that automates employee check-ins.

New Interactive Office Floor plans For Better Hybrid Work

Hybrid Work softwarre lets you see what desks are available ahead of time using a calendar.

Don’t be caught off guard, and reduce real-estate costs where you can with space management tools for hybrid working. The ecosystem of office work has changed. The shift from static destinations to a blend of in-person and remote work chimed in with a whopping 78% of people in favor of this new way of working. Those who took part in this survey said it gave them a better work-life balance, they completed work faster with fewer distractions, and they experienced an overall improvement in their well-being.

All that to say, hybrid work is here to stay. This means it’s time to focus on optimizing your real-estate costs, and team productivity whilst growing and reducing the cost of underutilized space. 

In fact, with Kadence’s new Interactive Office Floorplan, you get to visualize the occupancy, and availability of your entire space across time. Whether you want to view past booking behavior to spot trends to help with future decisions or check out where your teammates are going to be working in the future so you can book a space nearby, Kadence enables you to master your spaces, reduce costs, and generate growth all in one tool. 

Here’s how:

Visualize space availability anytime, anywhere!

Hybrid Working software lets you book nearby your colleagues

Plan your commute in advance

As a busy professional, time is your most valuable asset. From planning projects to setting up team meetings, knowing team, and space availability well in advance is crucial to staying on top of your game plan.

That’s why our new Interactive Office floor is so exciting. With one glance, you can visualize what spaces are available throughout the day in real-time and in the future, making planning easy.

Coming soon

Quick book by the minute

When you’re busy, being able to book the exact space you need for the exact moment you need it couldn’t be more useful. Once you’ve found a space you want to book, whether it’s a room for a meeting, or a desk near a go-to colleague, simply click on an available or partially available desk, and book it right there on the spot for the exact times you need.

Work where it’s right

Sometimes, if you work remotely from home, it’s good to work in a different environment with different surroundings. It’s part of being as productive as possible for the task at hand and is great for your well-being too. 

It’s one of the reasons why our new Interactive Office Floorplan is so useful. At any point where you feel like a change of scenery, or you want to be in your office space atmosphere on the off-chance you spontaneously bump into a colleague, just check out the Interactive Office Floorplan and claim the space of your choice.

Connect with the right people

The beauty of seeing where your teammates are sitting in the future is that it makes a world of difference when it comes to planning. 

Whether you’re looking to meet up with your friends and make your commute to the office worthwhile, or if you want to see how busy the office looks the following week, visualizing it all in one place is fast, and convenient. 

With one quick look, you get to see what spaces are free, and who’s around that day helping you make the most of your time, and everyone else’s.

Optimize your space to reduce costs & cut back where it countsHybrid Work software lets you see team office use trends

Know what to expect in the future

If companies are striving to do more with their spaces by optimizing every square inch to cut costs, then being able to accurately predict how busy your office is going to be in the future makes sense.

Now with our Interactive Office Floorplan, you’re able to identify days or areas of the office that are in high demand. This means you can easily spot areas of the office that are underutilized allowing you to make changes or reduce any unnecessary costs.

Understand past booking trends

Knowing how your people use your space in the past makes space planning for the future a lot simpler. So being able to identify patterns, and trends in booking habits helps you to understand which spaces could do with being repurposed or even reallocated to areas of the office that are in higher demand. 

As well as cutting costs you could also think about generating revenue. By analyzing past booking trends you can determine which spaces are used the least, and offer those spaces to other companies or rent out conference rooms during quieter periods.

Boost team performance

Hybrid Working software lets you create team neighbhorhoods in your officeCreate office neighborhoods

Great team dynamics help individuals, and companies flourish. It makes them productive with their time, and in their work, producing fruitful outcomes, and a decent return on all of your investments. 

With Kadence, the power is in your hands to manage your spaces and your teams in a way that works for everybody. 

Creating office neighborhoods is a great way to segment portions of your office to truly meet the needs of your teams giving them the flexibility to book any available space within that area, as well as the value of being amongst their teammates for greater collaboration.

Assign permanent desks

Whilst flexible desk booking is a fantastic way to boost individual and team productivity, having a more regular, and consistent desk to work from is also a need many companies, and employees have. 

In taking team neighborhoods to a granular level we make it possible for you to assign permanent desks to your people on any day of the week. 

Not only does this give you an extra layer of visibility, and knowing exactly who is working in your office but it helps individuals form closer connections with the people they sit by on a regular basis.

Release desk bookings back when no one shows up

Your space is one of your company’s biggest assets so letting unused space go to waste when people cancel or don’t show up to their booking is simply money down the drain.

With that in mind, users can set to release bookings back into the system to be rebooked by someone else after a certain period of time has elapsed.

Helping you to maximize the use of your spaces, not letting anything go to waste, boosting team productivity, and reducing real-estate costs all at once.


Optimizing your spaces is a wise step in the right direction. It all starts with a tool that handles everything from smart people scheduling to smart space management with the sole purpose of helping your people, and your company succeed and flourish. 

That’s why our new Interactive Office Floorplan is so powerful. It considers the goals, and interests of both you, as well as your employees allowing you to manage your space, as well as enable your teams to be productive by connecting with the right people, at the right times, and in the right spaces.

To find out how to take advantage of your spaces so you can plan ahead and reduce your real estate costs, book your demo here.

Introducing Homepage: Optimize your Hybrid Workforce with Smart Planning

Team Coordination


Hybrid working just got smarter, and so did Team Coordination! That’s right, it’s true, and as a result, your hybrid workforce can be more productive than they were before, and real-estate costs are being slashed. 

In fact, now with Kadence’s new User Homepage, you no longer need to dig around to see who’s in, or how busy the office is. Kadence gives you the tools, and suggestions you need, all in one place to make smarter choices about all of those things enabling you, and your teams to stay on top of your gameplan, and accomplish your goals. 

Here’s why:

A schedule that dramatically increases productivity

Team CoordinationYour work week in one view

Say goodbye to the chaos of multiple calendars, and scattered to-do lists. With a one-view hybrid schedule, you’ll be able to see your entire work week at a glance, stay organized, and never miss a chance to connect with your team in the office.

Manage your hybrid workforce with smart recommendations

Just think how much better it would be to have a tool more in sync with your schedule than you were. What about a tool that simultaneously synced yours, as well as all of your starred colleague’s schedules, and then gave you smart recommendations around the best times to meet up, and where? With Kadence’s new team coordination tools you now get smart recommendations to let you know who’s in that week so you can make the best choices.

Know where you need to be and when

Imagine the peace of mind and productivity boost of having all of your commitments and bookings in one place. With Kadence, you can remain in control of your week, knowing exactly where you need to be, and when.

Make the most of your time

Hybrid Workforce

Get notified of last-minute changes

Avoid another wasted commute to the office! There’s nothing worse than going through the time, and the trouble of organizing meetings, catch-ups, or social events, and then turning up to those things only to find out your teammates have canceled at the last minute. Now with the new features on your homepage, you get notified of any last-minute changes to your starred colleague’s plans via email, Slack, and Microsoft Teams Desk Booking saving you time and train fare!

See how busy the office is on any day that week

An effective hybrid workforce solution is getting to choose how you work. That could be remote, in the office, in a coffee shop, with a particular team, or with an individual. It all matters, yet making a plan for the task at hand can be lengthy, and time-consuming. That’s why Kadence wanted to make it easy for you to see at a glance how busy the office is, which teams are there, and your starred colleagues so you can make the best choice for you, and save time.

Facilitate your office spaces during busy or quiet periods

Cutting real-estate costs in 2023 is going to be high up on the agenda for most businesses which is why it’s crucial to know how your spaces are being used. With Kadence’s User Homepage, office managers can quickly see the usage of their spaces enabling them to make the right decisions about cutting costs.


Optimize team performance

Hybrid Workforce

Stay up to date with your colleague’s Kadence

By being in sync with your colleague’s Kadence, you’re able to better coordinate your own tasks, and activities to ensure you can be as productive as possible. Getting notified of any last-minute changes, as well as who’s going into the office helps everyone stay on top of their game plan for the week.

Build stronger team dynamics

Wondering how to schedule a team day with a hybrid workforce? The bottom line here is that if companies want to grow, it’s fundamental to realize that fostering a great culture, and community with those working in the office, or fully remote is essential for successful team performance. With Kadence, managers can keep in sync with their team’s schedules, and know when they’re going into the office or not so they can provide the right guidance, and support to help them flourish in their work.

Join your colleagues wherever they’re working that day

In-person work creates an environment of engagement and a shared sense of purpose. When working in person teammates can easily read each other’s nonverbal cues which can dramatically increase trust and understanding. With Kadence, planning to come together or coordinate both remote, and in-person meetings are easy and straightforward. Log into the Kadence Web app, and check out your starred colleagues within the User Homepage.


The bottom line for 2023 is to optimize at all costs, and companies that do not have a solution in place will soon find it more difficult to grow their business. Giving your people the tools they need to perform well in their work, and knowing how much real-estate savings you could make on unused space undoubtedly gives you the upper hand in managing your hybrid workforce effectively and maximizing team productivity.

To find out how to unlock the power of hybrid through Kadence within Slack, book your demo here. 

When it comes to platforms that unleash pure productivity, and space savings, how smart are yours?