- Originally published: October 23, 2023
- Last updated: September 5, 2025
💡 TL;DR What’s the best hybrid workspace management software?
There are plenty of hybrid work tools out there, but when it comes to managing physical workspaces, these are some of the top solutions to check out:
- Archie: Best for scalable hybrid office management for mid-sized and larger businesses.
- OfficeSpace: Ideal for hybrid work management on a bigger budget.
- Robin: Great for booking resources with basic visitor management included.
- Envoy: Good for secure booking and visitor management.
- elia: Best for straightforward hybrid office management.
- Skedda: Perfect for creating custom booking workflows.
- Officely: Designed for booking resources directly in Slack or Microsoft Teams.
- Tactic: Great for organizing hybrid team schedules.
- YAROOMS: Good for mid-sized and larger organizations that need compliance-friendly tools.
- Kadence: Best for responsive and helpful support.
Guide to hybrid workspace management software
Understanding hybrid work software
Hybrid work software is a set of tools that helps your team stay organized and connected, whether they’re working from home, the office, or anywhere in between. It brings together people, places, and technology to make flexible work actually work.
The issue is that, despite hybrid models being more popular than ever, many companies continue to use outdated or disconnected hybrid work tools. In fact, according to hybrid work statistics:
- Only 32% of companies invest in top-quality collaboration tools
- Yet 90% of employees and 93% of leaders say good tools are key to making hybrid work successful
- Almost half of employees (49%) say their current tools don’t work well between home and office
When your tools aren’t working properly, everything feels harder. People lose time, communication breaks down, and productivity drops. On the other hand, companies that invest in the right hybrid work tools are ahead of the game. They’re creating workplaces where people can focus, collaborate, and feel supported.
So the big question is: is your hybrid work model set up for success? If you’re not sure, then investing in the right hybrid work tools is a smart decision. And there are quite a few different types to choose from:
Hybrid work software examples
- Hybrid workspace management: Tools like Archie, Envoy, and OfficeSpace are the backbone of a hybrid office that help you manage desks, meeting rooms, team schedules, and visitor access in one place.
- Communication and meetings: Zoom and Google Meet make it easy to run quick check-ins, team updates, and all-hands. Slack, Microsoft Teams, and Gmail keep day-to-day conversations moving, even across time zones.
- Collaboration and documents: Google Docs and Notion let people co-edit in real time. Google Workspace, Dropbox, and Confluence store files in the cloud so the right people can access and update them anytime.
- Project and time tracking: Flowlu gives you one place to track tasks, deadlines, and progress. TMetric helps teams see where time goes and improve focus.
- Employee engagement: Donut sets up virtual coffee chats so teammates who don’t usually work together can connect. Engagedly adds performance reviews, goals, and recognition to keep people motivated. Neroia uses AI to suggest small-group activities (like yoga sessions or cycling meetups) based on interests and schedules. Offsite helps you plan team retreats with vetted venues, vendors, and optional end-to-end planning. Cheddar Up makes group gift collection simple for hybrid teams — share a link so coworkers can chip in, add a note, and track who’s paid. Perfect for birthdays, farewells, and team wins across locations and time zones.
- Security and access control: LastPass and NordVPN Teams protect logins and secure access from anywhere. Kisi and Tapkey manage who can enter your office for an extra layer of safety.
💡 For this post, we’re going to zoom in on hybrid workspace management software. Why so?
One of the downsides of a flexible workplace is that it’s… unpredictable. When too many people decide to come into the office on the same day, they can quickly run into desk shortages. It’s hard to coordinate if no one knows who’s coming into the office or when, with some desks and rooms sitting empty while others are overbooked.
Many employees say they’re happier and more productive in a hybrid setup, but the tools you use in the office should help with that. That’s why picking the right hybrid workspace management software is so important.
How does hybrid workspace management software work?
Hybrid office management software runs on desktop or mobile devices to help teams plan their office days and manage where and when they work. Here are some of the key features to look for:
1. Desk and room booking
Hybrid office software lets employees easily check the availability and book desks, meeting rooms, or other spaces in real time. Some systems allow filtering by amenities like monitors or whiteboards, feature interactive floor plans, and let users reserve the same desks and meeting rooms for recurring sessions so they don’t have to rebook every time.
2. Check-in options
Hybrid workplace solutions offer multiple ways for your team to check in, like scanning a QR code, using a mobile app, or checking in from Slack or Teams. This keeps attendance data accurate and reduces no-shows.
3. Team schedules
With the right hybrid work software, everyone can share their weekly plans for when they’ll be in the office, so it’s easy to see who’s going in and when. This helps coworkers plan their office days together, making it easier to meet up, work as a team, and avoid days when the office feels empty.
4. Office occupancy and usage analytics
Good hybrid workplace management software helps you understand how your office is being used. Look for dashboards that show who’s in, which spaces are popular, and when peak times happen, so you can make better decisions about space and office resources.
5. Third-party integrations
Whether it connects directly or through platforms like Zapier, hybrid office software should integrate with apps like Microsoft 365, Google Workspace, Slack, Zoom, and even your access control system. This helps everything run more smoothly and keeps your workflows in one place.
6. Visitor management
Visitor management systems can be part of a larger hybrid workplace solution, added on as an extra feature, or bought separately and connected to the flexible workspace tools you already use. No matter how they’re set up, these systems make it easy to register visitors, check them in, and automatically notify their hosts. Some, like Archie, also let you collect e-signatures or print visitor badges for extra security.
7. Customization
The best hybrid office management software lets you shape things to fit your office and the way your team works. That means setting rules for how and when people can book, choosing who can see certain desks or rooms, and making sure everything works well for different teams or office layouts.
The best hybrid workspace management software compared
💡 How is the average score calculated?
To help you compare each hybrid workplace tool, we rated them across five key areas, each on a scale of 1 to 10:
- Ease of use – How simple and intuitive the hybrid work tool is for everyday use, especially for distributed teams.
- Pricing and value – How affordable the hybrid workplace software is based on what you get, including whether it scales well for larger teams.
- Features – The range and usefulness of features like desk booking, room reservations, visitor management, and analytics.
- Flexibility and integrations – How well the tool works with other software (like Slack, Microsoft 365, or Google Workspace), and how flexible it is for different setups.
- User satisfaction – Based on tone from reviews and feedback, how happy users generally are with the platform.
We then added the scores from all five categories and calculated the average for each tool, rounding it to one decimal place. This gives you a quick snapshot of how each workspace management platform stacks up overall.
#1 Archie
Archie is an all-in-one hybrid workplace management solution. Whether you need to book desks, reserve meeting rooms, or manage visitors, Archie makes it easy. The pricing model is cost-effective, charging per resource (like desks or meeting rooms) instead of per user, which is great for companies with fluctuating office attendance.
Key features
- Room and desk booking: Reserve desks and meeting rooms or set up recurring bookings. You can also assign permanent desks to employees who need them.
- Interactive floor plans: Employees can view office maps and book their preferred desk or room with a simple click.
- Employee lookup: Archie helps your employees find out where their coworkers are sitting or if they’re at work that day. You can also use this feature to track office attendance easily.
- Neighborhood zoning: Create team-specific zones to encourage collaboration while maintaining flexibility.
- Visitor management: Archie provides a modern, touchless check-in option with QR codes. It lets you maintain comprehensive records of all visitors to improve workplace security.
- Mobile access: Reservations can be booked and managed via mobile apps. Archie’s app is free to download, and optional branding is available at an extra cost.
- Workspace analytics: Get detailed reports on how desks and rooms are used to optimize layouts and minimize wasted space.
Pros & cons
➕ Easy to use: An intuitive interface that makes it simple for hybrid teams to get started and use the hybrid workplace platform. If you run into any problems, Archie’s offers excellent support.
➕ Budget-friendly: The resource-based pricing model makes it affordable for growing hybrid teams.
➖ Best for larger teams: Smaller teams may find the pricing model less beneficial.
Pricing
From $2.8 per desk and $8 per room (minimum $159/month). Visitor management is an add-on module priced separately. Try Archie for free with its available trial to see if it fits your team.
#2 OfficeSpace
OfficeSpace is a powerful workspace management platform designed to handle desk and meeting room bookings while also optimizing office layouts. It’s packed with features and integrations, making it a great choice for businesses ready to invest in high-end features for managing hybrid workspaces.
Key features
- Conference room scheduling: Book meeting rooms effortlessly to help teams collaborate and avoid scheduling conflicts.
- Seat assignments: Assign permanent desks to employees who need them while keeping other desks open for hot desking or hoteling.
- Visitor management: OfficeSpace includes a check-in system to boost hybrid workplace security, although this feature is a separate module.
- Delivery management: Alerts employees when packages arrive and keeps records to prevent lost items.
- Analytics & reporting: Gain valuable insights into how desks, meeting rooms, and other spaces are used to optimize layouts and boost efficiency.
Pros & cons
➕ Comprehensive features: Offers robust tools for desk and room bookings, as well as advanced space planning and reporting.
➕ Powerful space management: Goes beyond basic bookings with features for move management and in-depth analytics.
➖ High costs: The per-user pricing model and high setup fees can be costly, especially for larger teams.
Pricing
Plans start at around $60 per user per month, with setup fees beginning at $2,500. It’s best to contact OfficeSpace directly for exact pricing and details, as they don’t list prices on their website.
#3 Robin
Robin makes it easy to manage office spaces, from booking desks to reserving meeting rooms. Perfect for hybrid workplaces, it provides real-time updates and integrates seamlessly with popular tools to streamline reservations and encourage collaboration.
Key features
- Meeting room bookings: Employees can check in at the door or book available rooms with a single click.
- AI-assisted desk booking: Robin automatically assigns the best desk for employees based on past bookings and preferences.
- Interactive office maps: Real-time maps display desk availability and office layouts, simplifying workspace selection.
- Employee check-ins: Offers options like QR codes, WiFi-based auto-check-ins, and access control system integration.
- Advanced analytics: Tracks office usage, highlights peak times and helps optimize layouts to better meet employee needs.
Pros & cons
➕ Focus on desk & room booking: Designed specifically for hybrid and hot-desking setups.
➕ Real-time updates: Helps employees locate colleagues and available workspaces, encouraging teamwork.
➖ Per-user pricing: Costs can rise quickly for larger teams, making it less affordable for big organizations.
Pricing
Robin starts at around $70 per user per month. Since pricing isn’t listed on their site, you’ll need to contact Robin directly for more details. A 14-day free trial is available to explore its features.
#4 Envoy
Envoy is a trusted platform for managing desks and office spaces while prioritizing workplace safety. It’s a good choice for companies aiming to improve their hybrid work setup without sacrificing security or efficiency.
Key features
- Desk and room booking: Employees can easily reserve desks or meeting rooms whenever needed.
- Workplace safety tools: Includes visitor screenings, capacity limit management, and emergency response features to keep your office secure.
- Delivery management: Tracks incoming packages and notifies employees when deliveries arrive, ensuring nothing gets lost.
- Analytics and reporting: Offers detailed insights into space usage, helping you optimize office layouts and resources.
- Seamless integrations: Works smoothly with tools like Slack, Microsoft 365, and Google Workspace.
Pros & cons
➕ Strong security focus: Touchless check-ins and visitor screenings add an extra layer of safety.
➕ Comprehensive analytics: Gain valuable data to make informed decisions about office space and resources.
➖ Per-user pricing: Costs can rise quickly for large teams or companies with variable attendance.
Pricing
Pricing starts at $5 per monthly active user (billed annually) for room booking. Visitor management is charged separately.
#5 elia
elia is an easy-to-use workspace management platform designed for desk booking, occupancy tracking, and hybrid office management. It’s a perfect option for companies that need a simple, user-friendly desk booking tool without the need for many third-party app integrations.
Key features
- Desk & room booking: Team members can easily reserve workspaces using an interactive floor plan of your office. They can filter available rooms based on time, location, capacity, and availability.
- Office attendance dashboard: Employees can quickly check when their colleagues will be in the office.
- Notifications & invitations: elia helps ensure everyone has a desk when they need it. Employees can invite colleagues to the office with a simple click, making office visits easy.
- Smart notifications: Personalized notifications help employees stay connected with suggestions on when to come into the office based on team schedules.
- Groups and neighborhoods: You can assign areas to teams and control who can access different spaces.
Pros & cons
➕ Fast setup: elia can be set up quickly with little need for IT help, making it a great choice for businesses that want to start using it right away.
➕ Easy to use: The platform is really simple, so employees can start booking desks right away without any training.
➖ Limited third-party integrations: While elia has the key integrations most companies need, it doesn’t work with as many third-party tools as some other platforms.
Pricing
elia’s Standard Plan starts at $99 per month. This plan is ideal for businesses with up to 100 users and 100 spaces, offering all the basic features needed for managing your hybrid office effectively.
#6 Skedda
Skedda is an intuitive platform for booking desks and managing office spaces. Designed for hybrid offices, coworking spaces, and event venues, it offers straightforward tools like interactive floor plans, custom rules, and seamless integrations to help optimize space usage.
Key features
- Desk & conference room booking: Your team can use the drag-and-drop interface to book desks and meeting rooms with real-time availability.
- Interactive floor plans: Customizable maps give employees a clear view of the workspace, making it easy to pick the perfect spot.
- Custom booking rules: To manage resources efficiently, you can set rules such as time limits, cancellation policies, and user permissions.
- Neighborhood zones: Create dedicated zones for teams to sit together while maintaining flexibility.
- Integrations: Skedda integrates smoothly with popular tools like Slack, Kisi, and Google Workspace.
Pros & cons
➕ User-friendly: The intuitive design requires little training, making it easy for teams to adopt.
➕ Customizable booking rules: Flexible settings let you tailor the system to your office’s needs.
➖ Limited analytics: Offers basic reporting features compared to some other competitors.
Pricing
Plans start at $99/month for up to 15 spaces, with higher-tier options available. A free trial lets you explore the platform before committing.
#7 Officely
Officely is a desk booking tool that works directly within Slack and Microsoft Teams, making it easy for employees to reserve desks, meeting rooms, and other office resources without switching apps. It’s designed for seamless integration and user convenience, perfect for hybrid teams.
Key features
- Slack-integrated room booking: Your team can quickly book meeting rooms right from Slack.
- Resource management: Straightforward reservation of desks, parking spots, bike racks, and pet-friendly spaces.
- Office visibility: Shows who plans to be in the office, making it easier for teams to coordinate schedules.
- Event planning: Facilitates organizing office events, lunches, and team gatherings.
- Space usage insights: Tracks attendance and space utilization data to help you optimize your office layout.
Pros & cons
➕ Seamless Slack/Teams integration: Your employees can book desks and rooms without leaving their main communication platform.
➕ User-friendly: Intuitive design ensures quick and hassle-free reservations.
➖ Slack dependency: Some features, like room booking, currently work only via Slack, so it’s not an ideal choice for businesses that don’t use it.
Pricing
Officely starts at $2.50 per user per month and is free for teams with up to 10 users. Its features can be explored during a free trial.
#8 Tactic
Tactic is a user-friendly platform that helps hybrid teams easily book desks and meeting rooms, whether working remotely or in the office. It integrates seamlessly with popular tools like Slack and Microsoft Teams, making it a good choice for businesses transitioning to hybrid work models.
Key features
- Meeting room reservations: Quickly book meeting rooms to ensure teams have the right spaces for collaboration without double bookings.
- Desk booking: Employees can reserve desks effortlessly, which is ideal for hot desking setups.
- Desk zones: Organize desks by floors or departments, allowing teams to sit together in designated areas.
- Seating assignments: Assign desks temporarily or permanently to meet specific needs or preferences.
- Future booking limits: Set how far in advance desks can be booked to ensure fair access for everyone.
Pros & cons
➕ Easy to use: Tactic’s intuitive design makes desk and room booking simple for employees and provides managers with clear insights into space usage.
➕ Flexible resource management: Features like automated desk assignments and customizable rules adapt to different workplace needs.
➖ Technical issues: Some users report technical issues when logging in for the first time.
Pricing
Plans start at $3 per desk per month, with room scheduling available for $6 per room and visitor management for $99 per location. You can try it for free to see if it works for your office before committing.
#9 YAROOMS
YAROOMS is a hybrid workplace management platform built to make booking desks, rooms, and other resources simple. It also comes with hybrid scheduling, visitor management, analytics, and even digital signage, so both employees and managers can stay organized and get more out of the office.
Key features
- Desk & room booking: Reserve desks, rooms, or parking spots.
- Hybrid scheduling: Team calendars improve visibility into who’s in the office and when.
- Visitor management: Pre-registration, touchless check-ins, and instant host alerts.
- AI workplace assistant: Built into Teams and Slack, it can handle recurring bookings, find available rooms with certain amenities, or locate colleagues.
- Analytics & reporting: See occupancy, no-shows, and usage trends with visual dashboards and heat maps.
- Integrations: Works with Microsoft 365, Outlook, Teams, Google Workspace, Azure AD, Okta, Slack, and more.
Pros & cons
➕ Easy to use: The user-friendly design makes it simple to get started and use the hybrid office software.
➕ Strong integrations: Especially with Microsoft 365 (Outlook, Teams, Azure AD), as well as Slack.
➖ Per-user pricing: Costs can climb for larger teams, especially if not everyone comes in every day.
Pricing
YAROOMS starts at $99/month for up to 10 users ($199/month for 20) and includes basic booking. The Business plans add analytics and the AI assistant, starting at $399/month for up to 50 users (scaling to $699/month for 200). Visitor Management is an add-on at $99 per location per month.
#10 Kadence
Kadence is an office booking tool designed to make managing office spaces easy for hybrid teams. It streamlines desk and meeting room reservations, helping boost productivity and reduce office costs. Employees and managers value Kadence for its intuitive design and reliable customer support.
Key features
- Smart desk & room booking: Employees can quickly reserve desks or meeting rooms whenever they need them.
- Interactive floor plans: Color-coded maps let users easily find available desks and popular areas in the office.
- AI-assisted booking: Kadence AI helps book multiple desks, manage changes, and send updates when teammates adjust plans.
- Real-time notifications: Alerts let employees know when teammates cancel bookings or when preferred desks are free.
- Mobile app: Your employees can book desks and rooms from anywhere with the mobile app.
Pros & cons
➕ Simple to use: Kadence’s straightforward interface makes it easy for employees to get started quickly.
➕ Friendly support: Users praise the responsive and helpful customer service team.
➖ Limited customization: The system might not work as well for teams with highly specific or complex workflows.
Pricing
Kadence starts at $4 per active user per month, with custom pricing options available for larger enterprise plans.
How to choose the best hybrid workspace management software
1. Figure out what you really need
Hybrid office software solutions do more than just help your team book workspaces. Many also offer office analytics, team schedules and check-ins, or visitor management features. Think about your actual needs — do you just need to reserve spaces? Or do you want to manage everything from office schedules to guests and workplace data?
Some platforms come with all-in-one bundles, while others let you pick only the features that matter to your business. This helps you avoid paying for features you don’t need. Just make sure you’re leaving some room to grow!
2. Compare pricing models and costs
Hybrid office management software can actually help you save money over time by making better use of your space, helping you downsize if needed, and making office management easier. But to get those benefits, there’s usually an upfront cost.
Some platforms charge per user, which might get expensive as your team grows. Others, like Archie, charge per resource (like desks or rooms), which can be more affordable if you have a lot of employees but fewer workspaces.
Here’s a quick look at how much it might cost each month to manage 100 desks and 200 employees:
- Archie – From $280/month ($2.80 per desk)
- Officely – From $500/month ($2.50 per user)
- Kadence – Around $800/month ($4 per active user)
- Envoy – Around $1,000/month ($5 per active user, billed annually)
When choosing a solution, look for transparent pricing without hidden fees, and make sure the hybrid workplace software can grow with your business. Watch out for basic plans that seem affordable but lack key features like room booking! Some tools also charge setup fees, so compare the overall value, not just the starting price.
3. Think about ease of use
The best hybrid workplace software is one your team actually wants to use. Look for platforms with a clean, intuitive interface — where it only takes a few clicks to book a desk or check who’s coming into the office. If it’s too complicated, people won’t use it, which means your hybrid policy won’t run smoothly.
Good platforms like Archie and Robin are known for their user-friendly designs. Bonus points if the software works across mobile, desktop, and even Slack or Microsoft Teams, so employees can use it wherever they are.
Also, check what kind of support and training is included. Is there a help center with guides and videos? Can you chat with support if something goes wrong? Reliable help can make a big difference, especially during setup.
4. Check for integrations
You don’t want to keep jumping between different tools all day. Look for hybrid office software that integrates with the tools you already use, for example:
- Your bookings sync with Google & Outlook calendars, so there are no surprises.
- You can reserve a desk or room straight from Slack or Teams.
- Visitor check-ins can trigger automatic host notifications and badge printing.
- Your HR or identity provider (like Microsoft Entra ID) can handle user management.
When your tools work well together, your team gets more done with less friction.
5. Try before you buy (if possible)
A free trial or live demo lets you see how everything works before you make the final decision. You can test the interface, see if it fits your workflow, and get a feel for the overall experience.
During the trial, ask your team to try it too. Do they find it easy to use? Does it help with scheduling or reduce confusion?
Also, use this time to talk to the provider’s support team. See how responsive they are and how helpful they’ll be if you run into issues later!
And if you’re still not sure which hybrid workspace management tool to go for, consider this:
Try the best workspace management software for hybrid offices
If you’re looking for the best tool to help manage a hybrid workplace, Archie is a top choice for mid-sized and larger businesses. It’s easy to use and powerful where it counts. You pay per resource, not per user, so costs match the desks and rooms you actually manage. Plus, it brings everything into one place at a fair price, and it’s consistently top-rated by customers.
In fact, Archie is one of the highest-rated hybrid work tools out there, according to customer reviews on G2!
Here’s why teams love using Archie:
🗓 Plan office days with ease
Employees can easily share when they’re working from the office or home. It helps everyone coordinate better, especially when planning team meetings or just wanting to work near a teammate.
💺 Book desks and rooms in seconds
With just a few clicks, your team can book desks or meeting rooms using Archie on their phone, browser, Slack, or Microsoft Teams. It updates in real time, so there are no mix-ups or double bookings.
📍 See who’s sitting where
Interactive office maps let people choose the desk or room that fits their day. Maybe they want a quiet spot, or to sit near their team? Admins can also assign seats or set rules for who can book where.
📊 Get smart about your space
Archie gives you helpful data about how your office is being used — which areas are busy, which ones are often empty, and when the office is busiest. That way, you can adjust your layout or even save money by shrinking unused areas.
✅ Check-ins and reminders
No more forgotten bookings. Archie sends friendly reminders and lets users check in quickly via the app, Slack, or by scanning a QR code.
🧾 Easy visitor check-ins
If someone’s visiting, they can check in at a tablet or by scanning a code. Hosts get notified right away, and you can even collect signatures or print badges for extra security.
🔐 Stronger security and smooth employee onboarding
Archie works with your access control system and supports single sign-on, so only the right people can access the office and everything stays synced.
In short, Archie is a great fit for businesses of all sizes looking to implement and optimize their hybrid work setups. Try it yourself.
Berenika Teter
Archie's Content Manager, fueled by filter coffee and a love for remote work. When she’s not writing about coworking spaces and hybrid workplaces, you can probably find her exploring one.
