Introducing Automated Check-ins for Hybrid Workplaces

A visual representation of how the hybrid workplaces check-in works.

Managing your Hybrid Workplaces, 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 Hybrid Workspaces 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. 

Overview

Our new Check-in API for Hybrid Workplaces 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 with an API for Hybrid Workplaces?

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 access WiFi
  5. Alert office managers if there are no designated fire marshals or first aiders on site

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 kadence.co.

Using the Hybrid Workplaces API

You can find our API specification at https://api.kadence.co/. 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.

Authentication

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 is easy and straightforward. Log into the Kadence Web app, and check out your starred colleagues within the User Homepage.

Quickstart guide – Check-into your Hybrid Workplaces

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. GEThttps://api.onkadence.co/v1/public/users?email=john.smith@example.com

Hybrid Workplace Check-in HTML code example

  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 <https://api.onkadence.co/v1/public/users/{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.

    e.g. https://api.onkadence.co/v1/public/bookings/{bookingId}/check-in

    This endpoint requires you to include the user ID in the post body of the user who 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.

Conclusion

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 Working

Hybrid Working 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 working 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.

Conclusion

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.

Conclusion

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?

 

Say Hello to Our New Slack Desk Booking Integration

Add your interactive office floor plan to Slack so your teams can book spaces and collaborate inside Slack
Add Kadence to your Slack tool stack

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 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 Slack Desk Booking

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 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!

Conclusion

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.  

Conclusion

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?

4 new Space Management System enhancements you need to know

The summertime is more often than not a quieter month in the office for most workplaces making it a great opportunity to discover how you can benefit from a Space Management System for your people’s return! 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 space management system 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

Conclusion

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?

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?