Workspace Management for In-House Offices
The module manages hot desks, bookable rooms, seating and visitors for a company’s own offices. It gives one record for the floor, whether or not any of it is let out.
Seating plans that go out of date
A seating plan is drawn into a slide once, and then people leave, a team moves up a floor and a small meeting room becomes a store. When finance asks what the second floor costs per seat, the slide has no answer.
What the workspace management system holds
Coworking centre or in-house floor
The software began as a coworking product, and the gap between the two uses is small.
Hot desking rules to settle first
Hybrid offices stand or fall on a few rules. Workplace guides stress that a booked desk is not a used desk, so rules about release matter.
Questions finance asks
- What does each floor cost per seat actually used?
- Which department occupies most desks?
- Could we hand back a floor?
- Do visitor numbers justify a second reception?
Moving from a spreadsheet seating plan
Most in-house offices start from a sheet or a slide. A tidy start avoids a messy system.
The screens behind this one
- Booking and resource allocation: availability for every room and desk, and who books what.
- Space utilisation: desks sat at, rooms booked and never used.
- Visitor passes and door access: entry logs, pass expiry and access that ends.
- Flex space and managed offices: cabins and floors on flexible terms.
Agree the evidence before signing off this part.
Use a representative scenario to decide what this part of the system must show and where review is still needed.
Booking window
What becomes available when a booking is moved or cancelled?
Use “Booking window” to move a booking, then cancel a second example. Check the released slot, the person or resource still assigned, and any amount left to settle before accepting the revised schedule.
Background reading: ERPNext: appointment records
Accessibility
Can someone correct a mistake without losing their earlier work?
Use “Accessibility” to test an incomplete submission with keyboard-only input. Check the error wording and retained values before signing off the screen.
Background reading: W3C: usable form validation
Frequently asked questions
Is this only for coworking companies?
No. One system runs a coworking centre or a company’s own offices. In-house, you keep desks, rooms, visitors and access, and leave out the invoicing.
Can we charge departments for the space they use?
Yes, where finance wants it. Billing can raise a monthly charge against a department instead of a member.
How does hot desking work with no fixed seats?
Seats are booked for the day against whatever is free on that floor. A zone can be held for a team.
Will it work with the card readers on our doors?
It depends on the hardware. Where the reader can be driven from software, access is tied to the person and the booking. Your readers are checked during the demo.
Can employees book from their phones?
Yes. Desks and rooms are booked from a browser or the app on a phone.
Does it replace our facility management system?
No. It covers desks, rooms and visitors. Building maintenance contracts and energy sit elsewhere.
Can we run several offices?
Yes. Each office is mapped as a centre, and the group view compares them.
Tell us what you need.
Share your requirements and one of our engineers will come back to you within one business day.
What happens after you share your requirements
- A senior engineer reads your answers. Nobody phones first.
- Within one business day you get a written note: what we understood, what we would start with, and the questions we still have.
- If it fits, a proposal follows with the order of work, what we need from you and what you receive at each step.
- No call is booked and nothing is paid until you have read the note. Your details stay with us.
Start with your requirements
Seven short steps that tell us what you need. A senior engineer reads them before anyone gets in touch.
Share your requirements