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.

Say Hello to Our New Slack Desk Booking Integration


Slack desk booking integration

300,000. That is the number of slack messages sent each second of every day. It’s powerful, and for Slack users, it’s the first application you open up to check your DMs, Threads, and Channels. 

It’s no surprise, we all do it, and the reason why we do it is so we can stay completely in the loop. We desire to remain digitally connected as much as possible so we can plan, organize meetings, have an idea of what our teams are up to, and check out the various channels we’re involved in. In fact, ‘9 hours is the time period an average user of Slack is signed in for.’

Think of it this way: If you’ve gone hybrid, and you use Slack as your digital ‘tech stack’ wallet for all of your tools, why not unlock the power of hybrid with Kadence too? You have it open all day anyway, and I’m telling you, it’ll make your life so much easier. 

Here’s why:

The benefits of Kadence + Slack

An easier way of checking in

Check-in notifications are a powerful weapon to wield so your team members never miss another booking. It also means you get cleaner booking data because more people remember to check into their bookings. Now with Slack, users get instant reminders of when their onsite, room, or desk booking begins allowing them to check in from wherever they are, straight from Slack. 

All your tools in one place

People are more successful in their work when all of the applications they use are in one single place. For many, Slack is like the entryway to all of the tools your company uses day to day. In fact, those tools become even more valuable when they’re in Slack. That’s why Kadence makes hybrid working powerful for Slack users. Better yet, there’s zero setup, passwords, or training needed. Simply ‘add’ Kadence to your ‘Slack Workspace’ and enjoy the benefits of hybrid in one place.

Coordinate with your team

Slack is fantastic at keeping you in close connection with your teammates. You use it primarily to communicate and more often than not that includes talking about when you’re next planning on going into the office. There’s only one thing missing: An overview of your personal schedule. So after thinking about this, the Kadence team sat down in their secret laboratory and decided that Kadence users on Slack shouldn’t have to leave to go to another app to see their schedule or make a booking while they’re in the middle of making a plan with their teammates. They should stay right where they are. So that’s what we did, and the result is better than we expected. Users can now see an entire overview of their bookings for the week allowing them to check in, self-certify, and view each booking on any given day, all inside Slack!


Just like our existing integration with Microsoft Teams, Slack is an essential tool for bringing all teams, and communication into one place. It makes sense to keep it that way. It also makes sense to unleash the strength of a hybrid working platform like Kadence inside the tool you’re already using without having to go anywhere else or download another app. It’s easy, effortless, and effective. 

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

How many apps do you, and your teams use to get things done?


Introducing New Assigned Desks To Help Hybrid Teams Thrive

Let’s be clear, hybrid work looks different for everyone, and to a large degree, it always will. For some, it looks like planning to come into the office to connect with your friends whenever you’re going in. For others it’s a regular rhythm where you plan to come in on specific days of the week, having a consistent connection with those that sit nearby. 

There’s no right and wrong, it’s all valid, but spending time trying to understand what works best for your organization, and what you, and your people need is always a good place to start. Here are some things to consider:

What do your people need?

  • Come-and-go flexibility
  • Regular in-person team connection 
  • To see where their friends are working

What do you need?

  • A Smooth space booking process for your team
  • To know which spaces are being used and what to expect
  • More smart space management options

Flexible working will sometimes mean having to stay agile, but as long as you can keep on top of the needs of your people and your spaces you’ll never stray far from the road. Here are 3 tips to find out what you need:


3 ways to find out what you need

  1. Talk to your team managers, and team members to understand how they work
  2. Check your team’s booking activity on the Kadence web app to see how often they connect with each other in person at the office
  3. Look at your team’s booking history to see if they’re using the same spaces more regularly
  4. Review your space usage, and find out what areas of the office are more popular than others 


Picture this: You wake up in the morning after the weekend, the sun is shining and you’re pumped to go into the office that day. You don’t need to pre-book a desk because your manager has already assigned you one that you use regularly. On your way to the office, you wander past your favorite coffee shop and grab some drinks for yourself and the teammates you know will be sitting at desks near yours. You bump into them at the front door, and although you all arrived early you can all check into your desks anyway. 

You see, Assigned Desks are more than just a tool to maintain the organization of your office space. For your people, it’s the thing they look forward to when they come in, and here’s why:

Assigned Desks, good for your people and your data 

Assigned Desks 

Perfect visibility on who is sitting where

With Assigned Desks, everyone has perfect booking visibility. Everyone knows exactly who is working and where at any time, and on any given day. Coworkers can connect and shoot the breeze with their friends who are working close by, and Facility managers can better understand how their spaces are being used by getting better data. Not only is this a perfect solution for companies to know exactly who’s onsite in case of emergencies, but it is also great for your people to know that they have a guaranteed space to do their best work, and connect with friends every time they come into the office.

Build deeper connections with coworkers

One of the main reasons your people want to come into the office is because they want to connect with their friends. What Assigned Desks does is encourage coworkers to connect by giving them a familiar space to do their best work on a regular basis. They’ll have their own spot to work with all the amenities they need, and they’ll be close to their team members more consistently enabling those deeper work relationships to form. 

Coworker connection is crucial, if not THE most important part of any team and assigned desks does all the legwork for you. Getting this right means your teams will be successful in their work, and in their lives. By assigning desks to members of your team on specific days of the week, you will encourage those regular touch points your people will have with one another on a consistent basis, the outcome of which will result in a shared mission, company vision, and objectives. Now, who wouldn’t want that?

Maintain an organized workspace

For Office or Facility Managers looking for more space management options to add to their hybrid tool kit, Assigned Desks are far more powerful than you think. Does it encourage team connection? Yes. Does it mean you can know exactly who is working where at any time? Yes. Does it also mean you can clean up the chaos and confusion of hot desking hassles and enable your spaces to run smoothly and autonomously without having to step in and intervene every 2 seconds? 100%!

As a way of optimizing your spaces in a way you’ve perhaps not experienced before, Assigned Desks enables you to equally share desks of your choice amongst any team members you choose and on any given day of the week. All your team needs to do is show up, and if there’s a no-show, you can either give that spot to someone else or release the desk back into the system to be booked by another team member. It really couldn’t be more simple. 

Understand behaviors and trends

With Assigned Desks, your data on how your spaces are being used is more accurate, period! Those that have desks assigned know where they’re sitting, and those who are simply ‘desk hotelling’ know exactly where they can and cannot work also. Your office is organized, there are no booking conflicts as everyone knows what’s available, and your people can cancel bookings allowing you to reassign a desk to someone else ahead of time. It’s a win-win, and the actionable data you get back from how your office is being used is a fantastic resource for making important decisions like repurposing space, cutting costs, and it can also play a huge part in crafting a hybrid policy that works for you, and your people.  


Let’s be even clearer, hybrid work looks different for everyone, and to a large degree, it always will. The very least we can do is bundle problem after problem and turn it into one blindingly simple solution to take care of that, right? Exactly!

Interested in getting started? Get in touch with our team for a demo.

How do you encourage team connection, and consistently maintain office organization in your company?

Smarter space management for a better in-person experience! 4 new enhancements you need to know

The summertime is more often than not a quieter month in the office for most workplaces, and unlike the last 2 years, people decided to vacation like they never have before! Yet with summer coming to an end with people coming back from their time away, is your office ready to receive them?

If this is you, and you’re not ready for all the changes autumn brings, never fear! Check out some of our new smarter space management features that’ll take the pressure off managing your spaces so you and your teams can thrive.

Release unassigned neighborhoods for anyone to use 

Office Neighborhoods are a great way of assigning specific areas of the office to specific teams or departments of your choice, allowing only those within that team to book spaces there. It’s a great tool to help you do more with less space, helping you save real-estate costs and utility costs. It’s also a fantastic way of boosting cross-functional team productivity by balancing out desk usage, and coordinating which teams you would like to be close to one another. 

With Kadence, admins can make neighborhoods public or private, assign teams to neighborhoods on scheduled days of the week (eg. the Product team on Mondays, and Wednesdays, the Engineering team on Tuesdays, and Thursdays, etc), and If that’s not enough, this newest release means that on the days where there are no teams assigned to a specific day, Kadence automatically makes those neighborhoods public allowing anyone to reserve a space there. By selecting ‘make neighborhood public on unassigned days’, you can simply sit back, watch your spaces fill up with no manual intervention, and know great work is being done. 

smarter space manager


Search for bookings and teams fast using names or emails

Finding a particular booking in Kadence is easy. Using the filters provided admins can find precisely what they’re looking for within just a few clicks. This is useful for a number of reasons to locate what you’re looking for whether it’s a team, a neighborhood, or even a booking status – but what if you just wanted to look for a particular person without having to filter exactly what you needed every time to find them?

A new search filter on the bookings menu lets you instantly find who you’re looking for, their booking status, and booking history with just their name or email. 

smarter space manager

Find your guest’s bookings in one click

Looking after your guests is important. Similarly to looking after your employees, a good host should always be aware of where their guests are working, and who they’re with so that they may be looked after whilst onsite and given a great experience in your office. That’s why we wanted to make it easier for you to find guest bookings quickly rather than pick them out amongst the rest of your bookings. We decided to separate employee bookings, and guest bookings because the very nature of these bookings is vastly different from one another. Your employees are likely to have more of a consistent rhythm of bookings whereas your guest bookings will be ad-hoc, and less regular depending on whether they are regular contractors, new hires for interviews, or even one-off facility service professionals. 

Simply go to your filters under the bookings tab, select ‘Individuals’ and select ‘Only Guest Bookings’ to see all of your guest’s bookings, and their booking status.

smarter space manager


Space management should be a done deal, autonomous, and streamlined, and SHOULD NOT be the extra headache of a problem to add to the many that come with solutionless hybrid working. However, armed with Kadence’s solution for making the coordination, and management of your spaces second nature, you can focus on the things that really matter, knowing your spaces are being used and enjoyed by your people. 

Interested in getting started? Kick off your free trial today or get in touch with our team for a demo.

Are your offices ready for your people’s return?

Tired of being the ‘Check-in Cop?’ 3 new check in easy features you need to know

It makes sense to make your beloved spaces bookable, and accessible for your teams, with tools that encourage them to use them right? We think so too. You see, spaces are meaningless unless they’re being used for a purpose, and now that people are chomping at the bit to return to the spaces they love whether, for social connection or team collaboration, it would be wise to have something in place to enable your people to check in easy.

You may even be wondering that the problem isn’t in managing spaces or making bookings, but rather in making it easier for your people to book, and access those spaces, in the moment or ahead of time. If that’s you, and you’re tired of being the ‘space booking, and check-in cops’, look no further because we’ve got you covered with this latest set of features. 

Arrive early, check in early

Getting to the office early for scheduled meetings, or to use the space you’ve pre-booked is better than arriving late, fact! Sometimes it cannot be helped, but for the most part, getting in the office early doors is never a bad thing. 

An evolution on checking into spaces and a much-requested feature by many now means all Kadence users can check into their bookings early on the same day if their spaces are available. With this new feature, your people no longer need to wait for their booking to start before they can start on their day. 

More Auto-release options 

When it comes to managing your spaces, and maintaining some level of organization, and order, one fundamental problem businesses are experiencing with other platforms is knowing what to do when people don’t show up to their bookings. If there is anything in a hybrid workplace that causes as much strain on the sheer amount of wasted time having to rectify this issue it’s this one! However, in most cases, there is always a genuine reason why someone might be late for their booking, and for those that have childcare responsibilities, or had their train canceled, losing your spot to work in the office that day just doesn’t seem fair. 

Having more Auto-release options (1 hour, 1.5 hours, 2 hours & 3 hours) gives Admins far more flexibility when it comes to managing bookings, and ensures that you and your people get the spaces you need when you need them.

Easy check-in

Book the perfect space in your favorite office every time 

When you’re planning to come to the office, and you’re wanting to see who’s there, and what spaces are available that day, this newest feature makes your preferred place to work your default location. So whenever you go to see what spaces are available on the web app, you’re right where you need to be.


Making it easy for your people to make space bookings, and check into those spaces is the only way to go when it comes to organizational hybrid working. It not only encourages your people to come to the office, and not waste bookings, but it means your spaces are being used in the ways that they are intended. Remember, spaces are meaningless unless they’re being used for a purpose, and now with these new features, you can make it easier than ever for your teams to enjoy them.

Interested in getting started? Kick off your free trial today or get in touch with our team for a demo.

Do you have trouble getting your teams into the office?

Say Hello To Kadence Conference Room Booking For Mobile

Flexible working isn’t just turning up to the office whenever it suits us. How do we know who’ll be there, or what spaces will be available before we decide to commute? What happens when plans change at the last minute or someone needs to make a conference room booking quickly for an urgent meeting? Flexible working is the vital balance of in-person, and remote collaboration, and making great choices about where, and when we best work whether pre-planned or in-the-moment. However, managing this at scale is hard, especially when it comes to knowing who will be in the office, and when. 

Time wasted on commutes to the office, and booking great spaces to collaborate with your coworkers when it counts are proof that your teams need an easy solution. A solution that makes coordinating schedules with coworkers, booking spaces with the amenities you need and receiving notifications to check in to be just as accessible on the move as they are in the office.  

We did it with Kadence Desk booking for mobile, now say hello to Kadence Conference Room Booking for mobile.


Schedule meetings wherever you are

With Kadence conference room booking on your mobile, you can truly feel the freedom of flexible working wherever you are. Whether you’re commuting to the office, working from home, or in your favorite coffee house, having access to coworkers’ schedules to see who’s working where that day and the ability to reserve spaces in an instant, are all readily available on your mobile. With Kadence, conference room booking on your mobile is easy. Simply see when your coworkers are available on a given day by looking at your team schedule, find an available room on the office floor map, and invite your team for a meeting from wherever you are.  

Conference room booking

Find, book, and invite guests at the last-minute

As a Personal assistant, office manager, or even Team manager, booking a conference room in advance is useful for planning, yet sometimes having to find space for a last-minute meeting your CEO has with an investor, or an urgent project that needs to get started can often make things tricky. 

With Kadence conference room booking users can easily search for, find, and reserve available rooms for the specific times they need that day straight from their mobile. They can invite who they need to be there including external guests with just their email address, send meeting information, and even arrival instructions from wherever they are. Now that’s what I call convenience!

Conference room booking

Choose your amenities to find the perfect room

When you’re wanting to book a room to deliver a presentation to your board, or you need a space for a whiteboarding session with your engineering team, it’s vital to have the right amenities available to make your meeting productive and worthwhile. 

Whilst finding an available conference room is easy, finding an available conference room with all of the amenities you need during that time is even easier. On the Kadence mobile app as you make a booking, users can quickly drill down to find the perfect conference room they need by using the amenities, and room capacity filters. A fast, and no-nonsense way of booking the right room for the right purpose.Conference room booking

Never miss a check-in

Within the Kadence mobile app under ‘Profile’, users can choose to receive check-in reminders for their bookings. Simply hit the settings icon in the top right of your profile screen, and tap ‘Notifications’ to choose which ones you’d like to receive. From here, whenever you make a booking, you will receive a reminder to check into the room once the booking starts, and if you’re not around, then any other participant can check into the space to start the booking. Simply tap on the booking, and check in directly from the mobile app.

Conference room booking


Why go through the hassle of waiting to get to the office before you know what conference rooms are available? Or wasting time on complicated room booking processes when it can all be done in under 10 seconds, and from wherever you are at the time straight from your mobile?

Kadence conference room booking for mobile makes finding a perfect room, inviting guests, and checking in so easy, that it would seem silly not to try it out for yourself for free!

How do you and your teams make conference room bookings, and invite guests in the moment or on the go?


How it works?

Kadence web app

  1. Open your Kadence mobile app and go to ‘New booking’
  2. Select ‘Room’ and tap ‘Participants’
  3. From here you can choose to book the room for yourself, or your coworkers by typing their names, as well as external guests by using their email
  4. Next, choose where you want your meeting to take place
  5. Select the capacity size of the room you’re looking to book, as well as any amenities you may need for the room
  6. Add an optional meeting link if you prefer
  7. Now choose when you need your meeting to happen
  8. Next, tap ‘Select a space’, and find any suitable space on the interactive office floor map
  9. Tap on the room you’d like to book and add a meeting description so any participants know what the meeting is about
  10. When you’re done, simply tap ‘book this space’ to reserve your room

Watch the video here to see how it works




Introducing Kadence conference room booking: The easiest way to book a room

Meeting face-to-face in the office is powerful. It creates engagement, encourages community, and significantly boosts team productivity. That’s why conference room booking has become so important for hybrid workplaces. It motivates multiple people to come together in the same space to truly collaborate and innovate. 

At Kadence we found that gathering scores of people together face-to-face can quite often be hard, frustrating, and complex. That’s why we knew we needed to build a product that made finding the right room, at the right times for everybody, and for the right purpose straightforward, fast, and easy. 

So that’s what we did!

Easily find the right room with exactly what you need

When your team is looking for a conference room for a last-minute team briefing or has planned a creative workshop in advance with some of your brightest minds, there is nothing worse than wasting time trying to find the right room. Over 4 in 10 US office workers waste 60 minutes every week searching for the right spaces. That’s a lot of wasted time with an average global cost of $27.5 billion per year! 

To maximize better team coordination, users can see what rooms are available within the ‘Live office’ view on the kadence web app. By hovering over each space users can see the maximum people capacity of each space as well as the amenities they have. Users can also search for the right conference room in the ‘Bookings’ menu by using the capacity and amenities filter to quickly find the most ideal room for their meeting.

Room scheduling

No more meeting spaces going to waste

Ever been desperate to find an available space to have your team meeting, yet find yourself walking past the only available room that’s empty but shows as ‘booked’? In stating the obvious, not only is this an inconvenient and frustrating experience for your employees, but it’s also not a great use of space management.

With our conference room booking solution, you can finally say goodbye to wasted space forever! Admins can now choose to automatically release room bookings from 5 minutes up to 15 minutes from the beginning of the booking if no one has checked into their spaces.

Room scheduling

Avoid booking conflicts

One of the biggest hindrances to employee productivity is wasting precious time rounding up your troops for a meeting and finding a suitable space for your needs. Without a system in place, your office soon falls into a chaotic free-for-all space booking nightmare which wastes time, and resources, and makes for a bad experience. 

Luckily with Kadence, you can ensure you and your team are not held back or distracted by minor details. Users can see what conference rooms are available instantly on the interactive office floor map in real-time. They can also make bookings in advance and know that once their booking is locked in, it cannot be re-booked by anyone else during that time.

Room scheduling

See it in Kadence, and in your calendar

As with most people, calendars are equally as important when it comes to scheduling, space reservations, and knowing where you have to be and when. That’s why Kadence’s integration with Google and Outlook calendars makes all the difference when it comes to booking the right conference room, and inviting your team in just a few simple clicks. 

Users can book a room through their preferred calendar or the Kadence web app, and invite their teammates with zero effort. Choose an available room, add a meeting description, and add an ‘MS Teams’ or a ‘Google Meets’ meeting link so those working remotely can participate too. 

Watch a quick video here to see how it works with both Google and Outlook calendars. 

Kadence meeting room booking

Analyze how your conference rooms are being used

Understanding your employee booking habits, knowing who is booked in where, and for how long, as well as seeing which spaces are more popular than others is essential to smooth space management. 

To give your teams a great experience and to save exponential office space costs, Kadence Insights lets you drill down into your room’s usage by exporting booking data via CSVs. From here you see which users or teams are ‘super users’ as well as those who tend to book but not show up. You can also understand the usage of the conference rooms that are booked the least allowing you to repurpose these spaces and save utility costs.

Kadence meeting room booking


Many workers are wanting to return to the office. Over 67% of these want to return for face-to-face work and collaboration which is why having a conference room booking tool is so important. The bottom line here is that ‘when you lose connections, you stop innovating,’ and one of the primary ways employees feel connected is through being together in person. 

That’s why we built conference room booking into our product. We understand the true solution people need, and it’s much bigger than room booking. It’s a simple, and easy way of making coming together count.

Interested in getting started with Kadence conference room booking? Kick off your free trial today or get in touch with our team for a demo.

How easy is it for you to bring your teams together?


How it works?

Kadence web app

  1. Open the Kadence web app and go to ‘Bookings’ in the sidebar menu
  2. In the top right of your screen, click ‘New booking’
  3. Under ‘Where’ click ‘Room’ and choose your building, and floor
  4. Next, choose your minimum capacity (optional)
  5. Choose the amenities you need (optional) and click ‘When’ to select a date and time
  6. Next select ‘Who’ and type in the names or email addresses of those you’re inviting
  7. When you’re done click ‘Next’ to find a room on the interactive office floor map
  8. Click on an available room, and write a small description of what the meeting is about
  9. After, click ‘book this space’ to reserve your room

Watch the video here to see how it works 


Outlook Calendar

  1. Open your Outlook calendar, and click ‘New event’
  2. Add a meeting title, invite who you need to attend, and select a date and time for your booking
  3. Select an available room, add an MS Teams link,  and write a description of what the meeting is about
  4. Hit ‘Send’ to send an invite to your colleagues

Google Calendar

  1. Open your Google calendar, and double-click on the exact date and time you need for your booking
  2. Add a title, a Google Meets, and choose who you want to invite to your meeting under ‘Guests’
  3. Next click ‘Rooms’ to find an available room
  4. Add a small description of what your meeting is about, and click ‘Save’ to send everyone an invite

Watch the video here to see how it works 


Space Utilization Rates: A Hybrid Workplaces’s Guide To Desk Utilization

Hybrid working – the hottest workplace trend of year – poses new challenges for those responsible for managing a workspace.  What seating layouts will work best? Do you have the right number of desks? How can you win over skeptical employees? Measuring and understanding desk utilization will help answer questions like these, and enable you to create a workspace that’s perfectly in tune with your organization’s needs.

Agility is the order of the day. A hybrid office sees people come and go. Occupancy rates will fluctuate throughout the week and employees will book time in the office for a specific purpose. Insights into desk utilization will mean you can be less reactive and more proactive in managing your hybrid workspace, and a happy and productive working environment will follow.

Let’s take a look at the different approaches to gathering and measuring utilization data, and what it can do for your organization.

How do you calculate space utilization?

Space utilization data includes metrics such as occupancy (how many people use a space), density (the square footage or number of workstations you have available per employee), fluctuations in usage, and peak usage times. The level of data you can get depends largely on the method you use to gather it.

Occupancy sensors that detect movement tell you how many people are in a building, floor or neighborhood. You’ll know how many people are in a space at any given time, but you can’t tell how it’s being used, forecast future usage or get desk-level data.

Badge swipe data takes it up a notch by telling you exactly who’s in an area. You get an understanding of how different employees and teams use a building – such as when they come in, how long they’re in for and which floors or neighborhoods they use.

But the apex of space utilization analysis is hyperlocal desk utilization data, as provided by desk booking and check-in software such as Kadence. Employees reserve a desk space in advance using an intuitive app. When they arrive at their desk, the location-aware app prompts them to check-in with one click. Not only is it a great employee experience, it also gives you detailed data on how each desk across your organization is used. It will take your space utilization planning to the next level.

You’ll know how often desks get used, for how long and by whom. You’ll be able to identify patterns across days, weeks and months. And you’ll be able to forecast based on actual desk bookings.

Utilizing check-in and booking data for effective occupancy planning

Understanding how desks are used gives you the power to plan and create workspaces that meet the needs of your employees and your organization perfectly.

From a business point of view, your space management decisions will be data-driven. According to JLL, the average desk utilization rate across industries in the United States is 60%. With hyperlocal usage data and forecasts at your fingertips, you can buck this trend and run your office more efficiently.

Managing different needs and new desk layouts

A hybrid workplace needs to flex. With no permanent workstations, occupancy levels will vary and workspaces have to cater for different people. Employees will use the office differently. Some will come in for quiet time, others will want to collaborate and socialize with colleagues. Desk-level data enables you to gauge demand for quiet versus social areas. Teams on a regular cadence will book workstations and meeting spaces over weeks and months, but there might be times when you need to be more agile.

Take a new project for example. If different teams need to come together to collaborate for a chunk of time, you’ll be able to use insight from your data to avoid bottlenecks around desks and rooms. Desk booking software systems such as Kadence include an interactive floor plan, so you can experiment with how different layouts can meet demand.

Managing density

Too many people in an office space disrupts productivity and comfort, and makes social distancing a challenge. On the other hand, an office that’s under-occupied is a waste of resources. Understanding how a space is used will help you manage density, because you’ll be able to easily see when it’s too high or too low – both in real time and forecasting into the future.

For example, if two teams both require regular breakout space in the same neighborhood, you can configure your office to accommodate them, or use your desk booking software to assign each team to a different day so they don’t step on each other’s toes.

No more ghosts, zombies or pirates

Nobody wants an office full of ghosts, zombies and pirates.

Ghost bookings are where desks get booked but not used, zombie bookings happen when a desk is booked but left empty on an ongoing basis, and a pirate involves somebody taking a desk they haven’t booked.

Each of these scenarios can impact your employees’ office experience and make it harder for you to optimize your workspace – but they can be eliminated with the data you get from space utilization software.

You can easily confirm if a desk is being used by somebody without a booking. Check-in data will also show you which bookings don’t get used, so you can release them back into the pool of available workstations. In the longer term, you can work with your teams to make sure the workspaces available suit their needs, so they’re less likely to not turn up.

A people-first workplace

While efficiency is important, the real value in an organization lies with its people. Space utilization analysis gives you the opportunity to create people-first shared workspaces. Without the data to back up your space planning and software to support desk booking, you’ll find it difficult to know what your employees need.

A people-first hybrid workplace provides employees with the amenities they need to do their best work. It offers a pleasant office environment with the right balance of collaboration, communal and quiet spaces. And it provides a seamless transition between the home and the office with an intuitive and simple desk booking and check-in process.

A final thought

Knowledge is power. To make a success of managing a hybrid workplace, you need to understand how the space is used. You’ll be able to set up an efficient workspace that’s in sync with how your employees want to use it – whether that’s for quiet, focused work or the buzz of collaboration and socialising with colleagues. Desk-level data provided by a smart and intuitive booking and check-in system is the perfect way to achieve this.

If you’d like a chat or a demo with one of our team to see how our desk booking software could help you meet the challenges of the new era of work, why not pick a time in our calendar that suits you?

Why successful desk hoteling needs office workers to check in

As we eagerly anticipate a post-Covid world, businesses find themselves under pressure to adapt to a new workplace culture. Employees expect a safe and sanitized office environment, and many will want to continue working remotely for at least some of the time. Cutting real estate is a likely step to protect the bottom line and adapt to a more remote or hybrid workforce. This means workplace leaders and space planners need to make the most of the space they have. Desk hoteling seems to provide the perfect solution – but is it, if you don’t know who checked in and when? This leads us nicely to occupancy data.

Occupancy data: the secret ingredient for successful desk hoteling

We’ve identified that a key ingredient in getting the most out of desk hoteling is to secure accurate occupancy data. If you can build a digital desk booking process that makes it easy to check in to a reservation every time, you’ll gain hugely valuable insights that you can use to drive efficiencies, match resources with demand, and boost productivity.

The value of securing a check-in to a desk reservation

Occupancy data reveals how your employees interact with your office space. This is particularly important now that many businesses have reduced real estate and resources, and irregular demand from employees who want to use the office to collaborate could come at any time.

The hyperlocal data that desk scheduling systems such as Kadence deliver mean you gain a detailed breakdown of how and when your space is being used. Crucially, it also tells you whether a booking has been used at all. If you can secure the check-in every time, you’ll know exactly when a desk is used, who has used it and for how long.

But how does this help you manage your workplace?

Efficient space planning

As occupancy data shows you how intensively a space is used over time, if you see underused areas, it’s an obvious opportunity for cost savings.

The data helps when planning office configuration too. Perhaps a cluster of desks near a window is always full, while there are no bookings for a gloomier part of the office. You’ll be able to identify this pattern in your occupancy data and take steps to fix it.

To move this approach to the next level, feed your office occupancy data into Building Information Modelling (BIM) systems to contribute to new space planning and building design.

A safe and sanitized workspace with data-informed cleaning schedules

In a desk hoteling environment, a digital check-in process and the resulting data informs cleaning schedules, to make sure desks are sanitized between users. A desk isn’t released for use until it’s been cleaned and prepared for the next person. Desk turnover data will help you manage cleaning schedules and plan resources.

In the event of an infection, contact tracing is easy. Your data will show you the exact desks individuals used, and when they used them.

Analytics that optimize the workplace for business cadence and productivity

Data helps you understand how different teams interact in your office space and how people use different office neighborhoods. You can then plan your facilities to support productivity and find the best business cadence.

If you know certain teams need certain equipment or like to sit together at a regular time each week, you can plan your space and equipment availability so they’ve got it when and where they need it.

Data-driven energy use: better for people, planet and profit

Optimizing the energy efficiency of your office environment helps the planet, boosts employee comfort and improves your bottom line. Occupancy data will help you manage your heating, air conditioning and lighting by showing you when and where your highest energy demands are.

Ways to collect occupancy data

You can collect occupancy data in a variety of ways but two main ones are by installing occupancy sensors or as part of a desk booking software process.

Occupancy sensors

Occupancy sensors count how many people are in a space or how often a desk is used, thanks to technologies such as ultrasound and infrared, which detect movement. However, they don’t tell you who is using the space, or if it was by the person who made the booking. And your employees don’t interact with the sensors or get any value from them – the sensors just count in the background.

Desk booking software for occupancy data

Desk booking software, on the other hand, lets you record desk check-ins and discover which desks are used, for how long and by whom. This is the most valuable data to capture – that an identified person has checked in to a reservation.

You get a much deeper level of insight than simply how many people are in a space. You’ll begin to understand the cadence of office usage and be able to plan spaces that maximize productivity, efficiency, and comfort. What’s more, you can give something back to your people when they check in, as you’ll discover below.

Defining a desk hoteling check-in process that really works

So, to get hyperlocal occupancy data and insights into desk usage, we know you need a watertight desk check-in process. But how does that work in practice?

First up, put user experience at the heart of the process. If the desk booking software is overcomplicated, clunky or glitchy, people won’t want to use it. The result? You’ll never get the check-in and other data you need.

But go further. Don’t just make the software easy for people to use, include features that improve their working lives. This might include the option to book space close to colleagues, or wayfinding to help them locate their booked desk. It then becomes a natural part of their working routine.

Let’s take a look at the steps that make up this process.

1. Desk booking and arrival

It begins with an employee reserving a desk space. Ideally, they’ll do this through an easy-to-use app, such as the Kadence workplace mobile app. They can check availability and book through a smartphone while on the move, or on their desktop if they’re organizing their schedule from their desk.

When they arrive in the office, the app should detect their presence. It will then alert them to the booked desk location via their smartphone, and give them simple directions to the correct floor, office and desk.

Check-in prompts will remind them to check in to their desk. If they don’t, the central system will be alerted, making it easy to identify no-shows and remotely re-assign a desk space as available. This benefits other people who want to work in the office as they will have more available desks to choose from.

2. Making desk availability visible

It’s reassuring and helpful for employees to see at a glance which desks are available.

When it comes to social distancing and providing adequate space between employees, a best practice booking system will remotely mark desks as unavailable on a floor plan in the app. When somebody finishes using a desk, it can be marked as unavailable until it’s been cleaned. A smart system will use occupancy data to alert cleaning staff automatically, so they can prepare the desk for the next person as quickly as possible.

3. Safe and easy touchless check-in

Being able to check in via the mobile app without touching equipment gives employees control and the reassurance that they’re keeping themselves and others safe.

A data layer that gives a holistic view to future proof your workplace

When you operate desk hoteling through a cloud-based desk booking and scheduling system, the accurate occupancy data layer you get allows you to respond in real time to changing conditions, future proofing your workspace by making it both agile and dynamic.

You’ll be able to make smart, insight-driven planning decisions that get the most out of your desks and spaces, drive productivity, and meet the needs of a hybrid workforce with a seamless and safe transition between remote and office working.

If you’d like a chat or a demo with one of our team to see how Kadence’s desk booking software could help you meet the challenges of the new era of work, why not pick a time in our calendar to suit you?