Office automation software makes managing office space, handling HR processes, and simplifying communication much easier. Let’s look at different types of office automation tools, their benefits, and how to find the best tools for your workplace, then!
Guide to office automation
What is office automation software?
Office automation software helps you handle everyday office tasks automatically. Think scheduling meetings, booking desks, managing visitor check-ins, tracking office attendance, and organizing documents—all without manual effort.
What are the benefits of office automation software?
- Save time: Office automation takes care of routine tasks so you and your team can focus on important work instead of wasting time on scheduling meetings or managing paperwork.
- Reduce mistakes: Manual work can lead to errors, especially when dealing with numbers, schedules, and documents.
- Improve collaboration: Messaging apps, scheduling tools, and document-sharing platforms make it easy for teams to work together, whether they’re in the office or working remotely.
- Protect data: Sensitive files are safe and encrypted, with only the right people having access to them.
- Gain valuable insights: Office automation tools often helps you track how office spaces are used, which tasks take the most time, and where improvements can be made.
Different types of office automation tools
Office automation works like an extra set of hands, helping you and your team work smarter, not harder. Here’s a breakdown of popular types of office automation software and how they help in everyday work:
1. Workflow management tools
Imagine having a tool that automatically assigns tasks, sends reminders, and updates progress—so you never miss a deadline. Workflow management tools do just that. They help teams organize projects, track progress, and automate approvals without needing constant follow-ups.
✅ How it helps:
- Assign and track tasks automatically.
- Send reminders so nothing gets forgotten.
- Speed up approvals by automating requests.
💡 The best office automation software for workflow management: Asana, Notion, Trello, Monday.com, ClickUp, Zapier
2. Document management & creation
No more messy folders or lost documents—document management tools store, organize, and share files in one place. Plus, digital signature tools let you sign contracts without printing anything.
✅ How it helps:
- Create, edit, and share documents instantly.
- Save everything in the cloud so no files get lost.
- Allow digital signatures.
💡 The best office automation software for document management: Google Workspace (Docs, Sheets), Microsoft 365 (Word, Excel), DocuSign
3. Office space management
Managing an office (especially a hybrid one) can be challenging—from booking desks to keeping track of visitors. Office management software simplifies these tasks by automating scheduling, visitor check-ins, and resource booking.
✅ How it helps:
- Book desks or meeting rooms in advance—or on the spot.
- Keep track of who’s in the office for better space planning.
- Improve office security with visitor check-ins.
💡 The best office automation software for space management: Archie, Envoy, OfficeSpace, Robin
4. HR & payroll automation software
HR teams spend a lot of time managing employee records, payroll, and hiring. HR automation software simplifies these tasks, ensuring salaries are paid on time and employee records stay updated without manual work.
✅ How it helps:
- Automate payroll and tax calculations.
- Manage employee records and benefits.
- Track job applications and hiring processes.
💡 The best office automation software for HR: BambooHR, Workday, ADP, Gusto
5. Communication & scheduling apps
Meetings, messages, and teamwork are much smoother when you use tools designed for easy communication. Whether scheduling a call, sending quick updates, or having video meetings, these tools help everyone stay connected.
✅ How it helps:
- Schedule meetings without back-and-forth emails.
- Keep teams connected with instant messaging.
- Support video conferencing for remote workers.
💡 The best office automation software for communication & scheduling: Slack, Google Calendar, Microsoft Outlook, Microsoft Teams, Zoom
6. Accounting & finance automation
Managing expenses and invoices manually takes time and can lead to mistakes. Accounting automation tools track spending, process invoices, and generate financial reports automatically.
✅ How it helps:
- Track income and expenses in real time.
- Send automated invoices to clients.
- Simplify expense reimbursements for employees.
💡 The best office automation software for accounting & finance: QuickBooks, FreshBooks, Xero, Expensify
7. IT & security automation
IT automation tools help keep systems secure by managing access, monitoring threats, and automating software updates.
✅ How it helps:
- Provide secure logins with single sign-on (SSO).
- Detect cyber threats and prevents hacking.
- Automate software updates to keep systems safe.
💡 The best office automation software for IT & security: Okta, OneLogin, Bitdefender, Norton, SolarWinds
8. Door access automation
Door access systems let employees enter the office or certain areas using a digital key instead of a physical badge or waiting for someone to let them in.
✅ How it helps:
- Make getting into the office easier and more secure.
- Unlock doors with mobile phones.
- Keep the office safe by making sure only the right people can enter.
💡 The best office automation software for door access: Kisi, Tapkey
9. Customer Relationship Management (CRM) software
A CRM system organizes customer interactions so that sales and support teams can track conversations, follow up on leads, and provide better service. Instead of keeping notes everywhere, everything is stored in one place.
✅ How it helps:
- Keep track of customer conversations and sales.
- Remind sales teams to follow up on leads.
- Improve support with quick access to customer information.
💡 The best office automation software for customer relationship management: Salesforce, Zendesk, HubSpot CRM, Zoho CRM
Since 87% of surveyed employees say the right tech is essential, providing your team with reliable tools and strong support is more important than ever. But every flexible workspace is unique, so the ideal mix of tools will depend on what works best for your team.
What is an example of office automation software?
Office automation tools like Archie make it easy for you and your team to manage office space, meetings, and visitor check-ins without extra effort. Here’s a look at how office automation can come to life in a hybrid workplace:
Syncing employees and permissions automatically
When new employees join your team, Archie syncs their information automatically using SCIM and SSO SAML integration.
- SCIM (System for Cross-domain Identity Management) makes sure all employee records are updated across different workplace systems.
- SSO (Single Sign-On) lets employees log into all their work tools with just one password instead of remembering multiple logins.
This means employees get instant access to desks, meeting rooms, and office resources without waiting for IT to set up their permissions. If someone leaves the company, their access is immediately removed for security.
Entering the office with "Tap to unlock"
Gone are the days of carrying keycards or waiting at reception. With Archie’s integration with Kisi or Tapkey, employees can unlock office doors using their smartphones. As employees arrive, they just tap their phone or scan a QR code to enter the office.
Booking a desk before arrival
Since most hybrid offices no longer have assigned desks, employees need a way to reserve workspaces in advance. With Archie’s desk booking system, they can:
- Check real-time availability of desks through an interactive office map.
- Book a spot near teammates for better collaboration.
- Ensure they have a place to work instead of scrambling for a desk last minute.
Inviting a client and managing visitor check-ins
If an employee is expecting a client, job candidate, or business partner, they can pre-register them in Archie’s visitor management system.
- The guest receives an email invitation with details about their visit, including office location and check-in instructions.
- Security and reception know in advance who’s coming, improving office safety.
- Guests can check in quickly and easily without needing to fill out paperwork at the front desk.
The guest checks in using a QR code
When the guest arrives, they don’t have to wait in line or fill out forms manually. Instead, they can:
- Scan a QR code at the visitor kiosk to check in within seconds.
- The employee hosting the meeting gets an instant notification that their guest has arrived.
- Security can see who is in the building in real time, improving safety.
Booking a meeting room via Microsoft Outlook
Instead of employees searching for an available meeting room right before their meeting, Archie integrates with Microsoft Outlook so they can find and reserve a space in just a few clicks.
- Employees can see which rooms are free at the time they need.
- They can pick the right-sized room based on the number of people attending.
- All bookings are synced across different workplace tools, avoiding scheduling conflicts.
Printing documents for the meeting
Before the meeting starts, the employee needs to print important documents. With Archie’s printer integration, they can:
- Send the print job from their desk or meeting room without needing to log in separately.
- Collect their documents securely, ensuring sensitive materials aren’t left behind.
- Reduce wasted paper by only printing what they actually need.
Accessing workplace analytics
Instead of guessing how your office space is being used, Archie’s workplace analytics gives you real-time insights into office occupancy and usage automatically.
- Monitor office attendance and team schedules.
- Track desk usage & room occupancy.
- Export workplace data for deeper analysis.
How to define which office automation software you need
With so many options out there, how do you know which office automation software is the best fit for your team? And what should you look for in office automation software, exactly? Here’s a step-by-step guide to help you figure it out.
1. Identify your biggest workplace challenges
Start by thinking about the tasks that take too much time or cause frustration. For example, are employees wasting time scheduling meetings, managing paperwork, or finding available desks? Maybe your team struggles with communication, organizing documents, or tracking who’s in the office on which days.
Once you know your biggest challenges, you can look for software that solves those specific problems.
Every office is different; not every tool will work for every team. Some companies need better scheduling office space, while others need a smoother system for approvals, document sharing, or automating repetitive tasks. The key is finding software that fits your team’s daily routine without complicating things.
2. Look for the features that matter most
As you already know, different types of office automation software are designed for different needs:
- Workflow automation: Helps speed up approvals, requests, and repetitive tasks.
- Document management: Stores and organizes digital files so they’re easy to find.
- Space management: Manages meeting rooms, desk reservations, and office attendance.
- Communication platforms: Keep teams connected through messaging, video calls, and shared documents.
Think about which features will make the most significant difference for your team.
3. Make sure that office automation software works with your other tools
If your team relies on Slack, Google Calendar, Microsoft Teams, or HR systems, look for software that integrates with them. This way, your team won’t have to get used to more tools or keep switching between different apps to get work done.
4. Think about security & privacy
Look for software that protects your data with encryption and access controls, especially if your company handles sensitive information. This way only the right people can see important documents, schedules, and office analytics.
5. Test it before making a decision
The best way to know if a tool is right for you? Try it out! Many software companies offer free trials or demos so you can test how well it works for your team before committing. Get feedback from your employees and see if it actually makes their work easier.
6. Prepare your team for office automation
Picking the right office automation software is just the first step—helping your team use it is just as important. Start by explaining how it saves time, reduces stress, and makes everyday tasks easier by handling repetitive work automatically.
Instead of just introducing new tools, ask your team for feedback on what could be improved. If a system is too complicated, people won’t want to use it. The best office automation software is simple, easy to set up, and user-friendly. If it takes hours of training to figure out, it might not be the best fit.
Office automation FAQ
Everyone in the workplace benefits from office automation! Employees save time on repetitive tasks like scheduling and paperwork, so they can focus on more meaningful work. Managers get better insights into team productivity and office space usage, helping them make smarter decisions. IT and HR teams benefit from streamlined processes like automated onboarding and access management. Even visitors have a smoother experience with quick check-ins and smart meeting room bookings.
Office automation makes hybrid work smoother and more efficient by helping employees and teams stay organized, connected, and productive—no matter where they work. It allows employees to book desks and meeting rooms in advance, so they always have a workspace when they come in. It also tracks office attendance to avoid overcrowding and ensure the right balance of in-office and remote work.
Typical office automation software examples include desk and meeting room booking systems that let employees reserve workspaces in advance, workflow automation tools that handle approvals and repetitive tasks, and document management software that stores and organizes files automatically. Visitor management systems help guests check in smoothly, while office analytics software tracks space usage to improve efficiency. All these tools help keep the workplace running smoothly.
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.
