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Our space management system picks for 2024

By: RAECHEL CONOVER | Fact Checked By: JAMIE OSTROE | Updated: February 16, 2024

Space management software helps businesses organize their physical workspace, including desk assignments and meeting room bookings. It boosts productivity by preventing resource conflicts and supports flexible ‘hot desking’ in a hybrid work environment. By optimizing workspace use, it can also lead to significant cost savings. Plus, it provides valuable data to inform future workspace planning. To help you make the most of your space, we’ve put together a list of the best space management systems.

Our Top Picks

  1. PowerBx – Best Space Management Hardware
  2. Robin – Best for Space Analytics
  3. Envoy – Best Management Tools
  4. Skedda – Best Integrations
  5. OfficeRnD – Best for Employee Self-Service

Space Management Software Reviews

We identified 64 popular space management software and narrowed our list to five of the best based on reputation, features, price transparency, and customer support. We focused on providers offering space and visitor management systems, analytics, and integrations. Please refer to our methodology for details on each feature and scoring.

powerbx logo

PowerBx – Best Space Management Hardware

PowerBx is a unique company offering space management solutions. They provide three primary services: software, hardware, and hardware deployment. The PowerBx ASTRO All-In-One Kiosk is a 10.1” HD IPS display that directly integrates with various room scheduling software like Proximity, Indoor Finders, and Envoy.

If you have existing equipment, PowerBx can also convert Apple, Android, and other tablets into powerful meeting room displays for a one-time fee. PowerBx will audit your workspace and recommend a setup that is customized for your office.

PowerBx utilizes software from third-party partners they match you up with based on your space and visitor management needs. Regardless of your chosen service, it comes with analytics and reports that will help you better utilize your space.

  • Device provisioning
  • Software matching service
  • Device deployment is included
  • Limited user reviews

PowerBx features

Interactive map/floor plan
Booking available for multiple locations
Management tools
Space utilization reporting

What markets does PowerBx serve?

PowerBx is a good fit for mid to enterprise-level companies that need hardware in multiple meeting and conference rooms to organize their spaces better.

robin logo

Robin – Best for Space Analytics

Robin is an office space management system that tracks analytics in real-time to drive decisions based on data. By monitoring multiple data points, small businesses can better utilize their space, plan for future meetings and events, and avoid paying for spaces they don’t use that much. Robin also offers employees transparency about upcoming events and meetings to encourage collaboration.

  • Advanced analytics
  • Mobile app available
  • Optimizes employee productivity
  • Easy-to-use platform
  • Limited analytics in lower-priced plans

Robin features

Interactive map/floor plan
Booking available for multiple locations
Management tools
Space utilization reporting

What markets does Robin serve?

Robin’s biggest strength is its analytics and reporting features. Using real-time analytics means that management can make decisions based on data that ultimately increases productivity and saves money.

Read our full Robin Review.

envoy logo

Envoy – Best Management Tools

Envoy focuses on the big picture allowing companies to optimize everything in their workspace, from room bookings to assigning desks and even receiving deliveries. There are three main options – visitor management, workplace management, and connect (for property owners). All involve different pricing tiers. One of Envoy’s strong suits is the ability for management to have as much or as little control over their space as they need.

  • Robust management tools
  • Separate track for property managers
  • Delivery management included
  • Analytics only available on higher paid plan
  • Free plan only for visitor management
  • Visitor management and space management are separate plans

Envoy features

Interactive map/floor plan
Booking available for multiple locations
Management tools
Space utilization reporting

What markets does Envoy serve?

Envoy works for a range of companies, from those managing multiple visitors per day to those who need to manage desk and meeting spaces to property owners of multitenant buildings. But what all the plans have in common is a robust set of management tools that managers can use to grant space access, assign desks that encourage collaboration, track packages and deliveries, and more.

Read our full Envoy Review.

skedda logo

Skedda – Best Integrations

Skedda is a very easy-to-use cloud-based space management system. You can use it via desktop or mobile app to view real-time availability on an interactive map. Encompassing all the desired features, as well as 24/7 weekday customer support for fast implementation and over 2,000 integrations, Skedda is a powerful tool to have in your company’s arsenal.

  • Simple, easy-to-use platform
  • Works for offices, courts, labs, and more
  • Many integrations
  • No drag and drop feature on the calendar

Skedda features

Interactive map/floor plan
Booking available for multiple locations
Management tools
Space utilization reporting

What markets does Skedda serve?

We find Skedda useful for traditional office spaces and educational settings with many classrooms and labs to book and sports venues with playing surfaces to assign. A strong mobile app and many integrations make accessing the bookings easy for many different people.

Read our full Envoy Review.

officernd logo

OfficeRnD – Best for Employee Self-Service

OfficeRnD offers two options – Flex for coworking space management software and Hybrid for teams to coordinate. The sophisticated software integrates with many popular office technologies and offers employees filters so they can book spaces based on their preferences. Onboarding and training services are available, along with insights and analytics.

  • Dedicated onboarding included
  • Robust set of integrations
  • Employees can book spaces based on filtered preferences
  • Limited phone support

OfficeRnD features

Interactive map/floor plan
Booking available for multiple locations
Management tools
Space utilization reporting

What markets does OfficeRnD serve?

OfficeRnD is a robust space management system that offers many perks for various businesses, especially coworking spaces where people might want to select their space based on specific preferences.

Compare the best space management software side-by-side

Software Name Why we picked It Starting price for the cheapest plan Highlights
PowerBx Best Space Management Hardware $324 per year Space booking devices provided
Robin Best for Space Analytics Request a demo Real-time analytics aid in decision making
Envoy Best Management Tools $3 per user per month Many management tools
Skedda Best Integrations $5.83 per month Over 2,000 integrations and 24/7 support
OfficeRnD Best for Employee Self-Service $165 per month Lets users book their own space based on filters of their choice

What is space management software?

Since the COVID-19 pandemic bolstered remote work, many companies have witnessed the benefits of remote work. Now that life is returning to normal, many have evolved to a hybrid work model – working partly remotely and partly in the office. There are many benefits to this type of work schedule, including reduced costs in the form of smaller real estate space and reduced desks and materials, as well as improved employee productivity and greater levels of collaboration. However, for the hybrid work model to work in your favor, you need to plan. Enter office space management software.

Space management software allows your company to plan who is in the office and when by allowing your employees to book the space they need when they need it. Be it a desk, a meeting room, equipment, and even visitors they plan to meet with. By knowing and preparing for workspace needs, you reduce space conflicts and allow employees to be truly productive in the office.

How does space management software work?

The most basic space management system allows employees to book meeting and desk space. Beyond that, superior systems include

  • Booking multiple types of spaces. Allowing employees to book various types of workspaces in more than one physical location is useful and streamlines many administrative tasks that management would otherwise have to manage. OfficeRnD features the most user-friendly employee self-service.
  • Management tools. When given self-service freedom, management might want to set some parameters and limit specific spaces. Envoy stands out here with the best management tools.
  • Tracking and analytics. The ability to see which spaces are in use the most and which are underutilized can save your company money and allow you to make data-driven decisions. Space utilization analysis is a powerful tool, and we found Robin to provide the best space analytics with real-time data.
  • Integrations. Finally, to be the most effective, the workspace management software you choose should integrate with tools you already use, like your company calendar app, Microsoft Teams, Slack, and the like. Skedda does a good job of this, with over 2,000 apps to integrate with.
  • Additional features: Many space management systems also feature visitor management software, coworker space management software, conference room booking software, and conference room scheduling display. PowerBx stands out here with the best meeting room booking system tablet.

Key benefits of space management software

Tools like space management software have many benefits. The most significant advantage is that they reduce space conflicts, and if they include a visitor management system, they check in and monitor visitors throughout your building. Beyond the obvious, there are many other benefits.

  • Improved employee satisfaction, attendance, and productivity. According to the U.S. Bureau of Labor Statistics, allowing your employees to work a hybrid work model improved their job satisfaction and attendance record. While they worked two fewer hours a day at home, they made up for it on the days they were in the office through extra time and more focused time. Space management software helps make the hybrid work model work for them so they can offer it to their employees.
  • Increased collaboration. Workspace management software means all your employees can see who works when and where. This makes collaboration opportunities easier and more productive as they can find who they need when they need to collaborate.
  • Reduced costs. The analytics that comes with office space management software allows you to see what spaces you are underutilizing. This helps you make space forecasting decisions and reduce costs in real estate, equipment, materials, and general overhead costs.

How much does space management software cost?

Price-wise, the good news is that most space management companies offer a free meeting room booking system before launching into their priced plans.

The tricky part is understanding each solution’s pricing strategy. Some, like Envoy, charge a monthly rate per active user. Others, such as Skedda, charge per bookable resource. And still, others like Office RnD combine the two and set a rate based on users and locations combined. Then there is PowerBx, which charges a flat fee for devices and device provisioning.

Space Management Software Pricing
Envoy Skedda OfficeRnD
Starting at $3/month Starting at $5.83/month Starting at $165/month
Per user Per bookable space Per 100 users and one location

Space Management Software FAQ

How can I improve my space management?

There are a lot of ways you can improve your space management. According to the International Facility Management Association (IFMA), some things that can help improve your space management include automating what you can, tracking usage, and monitoring the space. These things are easily accomplished with the best space management software.

How do you manage meeting room bookings?

Many space management systems include room scheduling software free in the form of a meeting room booking app, a physical device, or offer a way to turn one of your tablets into a meeting room booking system tablet. If you need help managing meeting room bookings, it’s important to seek out a space management system that offers this. Our top five picks all include meeting room booking.

How do I set up a meeting room booking system?

Setting up a meeting room booking system is typically done with the help of space management software. If it’s included in the software you select, it will be set up with the onboarding and deployment process. Some companies like PowerBx offer their own meeting room booking devices or can provision your tablets into meeting room booking devices.

How we chose the best space management software

We curated a list of 64 space management software companies on the market and identified 15 popular vendors to narrow our focus. From there, we choose five vendors that stood out for the features they offered, markets they serve, brand reputation, and more.

We collect information from vendors and verify it through:

  • Interviews
  • Video and live demos
  • Vendor and parent company websites

We scored companies on a scale of 1 (poor) to 5 (excellent) across the following criteria, each worth 25% of our total score:

  • Variety of features: We looked for vendors that offer space management for multiple locations, interactive maps or floor plans, management tools, integrations, and space utilization reporting. A company scores higher when they offer all of these features, as it means fewer space conflicts, better resource allocation, and greater employee productivity and collaboration.
  • Pricing transparency: We not only compare actual pricing and plans for each vendor but judge companies on whether or not this information is easily available online – or if you have to go through a demo to get it. Companies with transparent pricing and free trials will get a better score.
  • Onboarding and support: We look for companies that offer multiple types of ongoing customer support and whether one-on-one onboarding is included or only available as an add-on service.
  • Brand reputation: We gathered data about customer reviews and ratings published on trustworthy third-party review sites to get a sense of each vendor’s reputation with its customers.