Best office space management software (shortlist)
- Archie: Best space management software for mid-sized and large hybrid offices and coworking spaces.
- OfficeSpace: Strong office space management features on a bigger budget.
- Nexudus: Good for advanced coworking features on a higher budget.
- Robin: Great for desk and room booking with a per-user pricing model.
- Envoy: Strong security focus with per-user pricing.
- Skedda: Comprehensive booking features for offices, coworking spaces, and venues.
- Optix: Good for mobile-first coworking experiences.
- OfficeRnD: Comprehensive coworking management features with a more hands-on setup process.
- Tactic: Great for straightforward space management without extra complexity.
- Officely: Best for office teams that use Slack or Microsoft Teams.
Guide to space management software
What is space management software?
Space management software helps you track and optimize your office space usage. It’s a popular tool for hybrid workplaces, coworking spaces, and traditional offices that want to make sure everyone in the organization has easy access to desks, meeting rooms, and other shared spaces whenever they need them.
Use cases for space management software
- Coworking spaces: Space management software helps manage shared workspaces, member bookings, and daily operations. For space management software built for coworking spaces, check out this guide to coworking space software ➟
- Hybrid workplaces: Space management software supports flexible teams by making it easy to book desks, plan office days, and balance remote and in-office work. For tools made for hybrid offices, check out this guide to hybrid workspace management software ➟
- Traditional offices: It gives companies better control over seating, meeting rooms, and how office space is used.
- Education campuses: Space management tools let students and staff book classrooms, labs, and study rooms to avoid double bookings and mix-ups.
- Healthcare facilities: Space management software allows for scheduling offices, training rooms, and shared clinical spaces, as well as registering and tracking visitors.
- Government buildings: Space management software helps reserve offices and meeting rooms, control access, and stay compliant.
- Corporate real estate: Space management tools show how space is used across sites and how to improve layouts to save costs.
Key features and benefits of office space management software
Office space management software can usually be used through a website or a dedicated mobile app. It lets users easily book desks and meeting rooms, plan when to come in, and see where other coworkers are sitting. This helps teams coordinate better and makes office days more productive.
Plus, with built-in reminders and quick check-in options, people are less likely to miss their reservations, which means fewer empty seats and better use of space.
For workplace managers and admins, on the other hand, it offers valuable data and control. You can see which areas are busy or barely used, spot trends, and adjust your layout or downsize to save money. It also makes it easier to welcome guests, track who’s on-site, and keep everything secure.
It’s all possible thanks to the following features:
Multiple booking methods make space reservations easier
A good space management tool lets people easily reserve desks, meeting rooms, phone booths, or even parking spots. Bookings can usually be made from different devices like your computer, phone, or even within apps like Slack, Google Calendar, Microsoft Teams, or Outlook.
Check-ins and reminders track attendance
To make sure people actually use what they book, the space management software sends gentle reminders before the reservation. It also lets users check in (with a tap on their phone, a QR code scan, or through Slack). This helps reduce no-shows and gives admins clear records of who was actually onsite.
Custom rules that make the space work for your team
The best space management software lets you assign desks to specific people or teams, restrict who can book certain rooms, and even add buffer times between bookings if needed. You should be able to set up the system to match how your space really works, not the other way around.
Analytics and reporting to understand space usage
Your space management tool should give you useful data, like which rooms are booked the most, what days are busiest, or how often desks are used. This helps you make smart decisions: rearranging layouts, reducing unused space, or even planning for a smaller (or bigger) office if needed.
Selection criteria for the best office space management software
The best office space management software was researched and rated based on user reviews on G2, Capterra, and product documentation, with an average score calculated across the following categories:
- Ease of use (20%) – How user-friendly the platform is, based on customer reviews and overall interface design.
- Features & functionality (25%) – The range and effectiveness of features (such as desk booking, room reservations, visitor management, and workplace analytics).
- Pricing & value for money (20%) – The cost of the software compared to the features it offers, including whether pricing is per user or per resource.
- Scalability & flexibility (15%) – How well the software adapts to growing teams, office expansions, hybrid work policies, or coworking space operations.
- Customer support & reliability (20%) – User feedback on the responsiveness of customer support, software stability, and overall satisfaction.
Best space management software reviewed
If you want a budget-friendly, flexible, and easy-to-use system, Archie is the best space management software on the market. Here’s why:
#1 Archie
🏆 Rating: 9/10
Archie is the best space management software — it lets employees book desks, reserve meeting rooms, check in visitors, and track office usage, all in one place. Unlike many other office management tools, Archie charges per resource (like desks or meeting rooms) instead of per user, which makes it a better choice for companies with flexible work setups and more employees than office resources.
🔑 Key features
- Book desks & meeting rooms: Reserve workspaces in advance or set up recurring bookings. Those who need a fixed desk can also get assigned one.
- Check out interactive floor plans: Check a digital office map to find and book available desks or meeting rooms easily.
- Find coworkers: Archie helps people locate where their coworkers are sitting and track who’s in the office that day.
- Create team zones: You can set up dedicated areas for teams to work together while still offering flexible seating options.
- Check-in guests: Visitors can be preregistered and checked in using a QR code, which makes the process fast and secure while keeping a digital visitor log.
- Access the booking features via mobile phones: Using the Archie mobile app, employees can manage desk and room reservations directly from their phones.
- Track space usage: Detailed occupancy reports show which desks and meeting rooms are used the most, helping you make the best use of your office space.
💰 Pricing
- For hybrid teams, Archie starts at $2.8 per desk and $8 per room (minimum $159/month). Visitor management is an add-on module priced separately.
- For coworking spaces, Archie starts at $165/month for up to 100 active members. Archie apps (Mobile, Rooms, and Kiosk) are included at no extra cost. Custom-branded white-label coworking apps for iOS and Android start at $90/month.
🔍 Pros & cons
➕ Easy to use: The simple interface makes it quick for employees to get used to.
➕ Affordable for growing teams: The pricing model is cost-effective, especially for companies with flexible attendance and growing spaces.
➕ Helpful customer support: Reviews from G2 and Capterra highlight great support from the Archie team.
➖ Not ideal for small offices: The Starter plan may not be the most cost-effective for very small offices.
#2 OfficeSpace
🏆 Rating: 8.5/10
OfficeSpace is a powerful office space management tool that is great for companies looking for a high-end solution. However, its pricing is on the higher side, making it a better fit for businesses with bigger budgets.
🔑 Key features
- Book meeting rooms: Your employees can schedule meeting rooms in advance or on the spot.
- Assign desks with flexibility: You can give employees permanent desks or allow them to book shared desks as needed.
- Manage visitors easily: A check-in system helps track office visitors and improves workplace security.
- Keep track of office deliveries: Employees get notified when packages arrive, and deliveries are recorded to prevent lost parcels.
- Get data on office usage: OfficeSpace provides detailed reports on how desks, meeting rooms, and other office spaces are being used, helping businesses optimize layouts.
💰 Pricing
Product research shows that OfficeSpace starts at around $60 per user per month, and there’s an additional setup fee. The pricing is not available on the website though, so it’s best to contact OfficeSpace directly for a custom price.
🔍 Pros & cons
➕ Advanced features: OfficeSpace offers a full range of tools for managing offices, including advanced reporting and space planning.
➕ Great for large offices: Ideal for companies needing detailed space management on a bigger budget.
➖ Can get pricey: The per-user pricing model adds up quickly, especially for larger teams. Plus, the $2,500 setup fee can be a big upfront investment for some companies.
#3 Nexudus
🏆 Rating: 8.5/10
Nexudus is a strong space management choice for large coworking operations that need lots of customization, automation, and detailed reports. Because it does so much, though, it can take time to learn and set up.
🔑 Key features
- Member management: Nexudus keeps member profiles, contracts, and access in one place.
- Space bookings: Coworking space members can reserve rooms and resources, with helpful third-party integrations.
- Billing and payments: You can automate invoices, subscriptions, and payment processing.
- Member portal and app: Let members handle bookings and payments themselves.
- CRM and marketing: Track leads and stay in touch with your community.
💰 Pricing
Nexudus starts from $150/month per location for up to 80 users. A free trial is available.
🔍 Pros & cons
➕ Highly customizable: Rules, plans, credits, and automations fit complex coworking business models.
➕ Strong support & updates: Dedicated onboarding options and frequent product improvements.
➖ Can get costly: Subscription plus onboarding/training and some add-ons can add up.
#4 Robin
🏆 Rating: 8.3/10
Robin is an easy-to-use office management tool that helps hybrid teams book desks and meeting rooms without hassle. It gives real-time updates on which spaces are available and works well with other workplace tools. This makes it simple for employees to plan their office days, find the best workspaces, and collaborate with their teams.
🔑 Key features
- Book meeting rooms: Employees can book a meeting room with just one click or check in when they arrive.
- Reserve desks: Robin suggests the best desk based on an employee’s past bookings and preferences.
- See live office maps: Employees can see a real-time office map to find open desks and meeting rooms easily.
- Manage employee check-ins: Robin supports QR codes, WiFi-based auto check-ins, and access control systems integration.
- Analyze office space usage: It tracks office occupancy, busiest times, and space efficiency to help you optimize your space usage.
💰 Pricing
Product research shows that plans start at around $70 per user per month, but pricing is not disclosed on Robin’s website, so it’s best to contact them directly for a custom quote. There’s a free trial available to test out its features.
🔍 Pros & cons
➕ Perfect for desk & meeting room booking: Robin makes it really simple to reserve workspaces and even provides suggestions on which desks to book.
➕ Live updates on office usage: Employees always know which spaces are free and where their colleagues are.
➖ Can get expensive for bigger teams: Robin charges per user, so costs can add up quickly. However, the pricing details are not publicly displayed.
#5 Envoy
🏆 Rating: 8.2/10
Envoy helps companies organize their hybrid workplaces while keeping security a priority. Employees can easily book desks and meeting rooms, visitors can check in smoothly, and deliveries are tracked — all in one system.
🔑 Key features
- Book desks & meeting rooms: Employees can quickly reserve a workspace before coming in, or whenever they need one.
- Keep the office safe: Features like visitor check-ins, capacity limits, and emergency alerts help you improve office security.
- Track deliveries: Employees get notified when their packages arrive, so no parcel gets lost.
- See how your office is used: Detailed reports show which areas are busy and which are underused.
- Integrate with other tools: Envoy works smoothly with popular workplace tools like Microsoft 365 or Slack.
💰 Pricing
Pricing starts at $5 per active user per month (billed annually) for room & desk booking. Visitor management is sold separately.
🔍 Pros & cons
➕ Focus on office security: Advanced features like visitor check-ins and capacity tracking help you keep the workplace safe.
➕ Useful analytics: Envoy provides quite detailed workplace reports and insights.
➖ Can get expensive: Since Envoy charges per user, costs can add up for big teams.
#6 Skedda
🏆 Rating: 8/10
Skedda is a simple space management system that helps teams manage desks, meeting rooms, and office spaces. Whether you run a hybrid office, coworking space, or event venue, Skedda makes it simple to reserve spaces, set booking rules, and keep your place organized. It provides fewer details about how the space is used compared to some other space management tools, though.
🔑 Key features
- Book desks and rooms: Employees can quickly reserve a desk or meeting room with a simple drag-and-drop system.
- Access interactive office maps: A visual layout helps employees see which spaces are available and where they want to work.
- Set custom booking rules – Set time limits, cancellation policies, and other rules to organize office space.
- Create team zones: Assign specific areas for teams so they can collaborate while still having flexible seating.
- Connect with other tools: Skedda integrates with other tools like Slack, Kisi, and Google Workspace to make office management even smoother.
💰 Pricing
Skedda starts at $99/month for up to 15 spaces. Higher plans and a free trial are available.
🔍 Pros & cons
➕ Ease of use: The simple interface makes it easy for teams to start using right away.
➕ Customization: You can set up multiple booking rules to fit your office needs.
➖ Basic reporting: Skedda doesn’t offer as many insights on office usage as some other space management tools.
#7 Optix
🏆 Rating: 8/10
Optix has a clean, modern look and a powerful mobile app for coworking space admins and members. It’s easy to use, and the support team is responsive. The main drawback is that some admin tasks work best on a desktop, and there aren’t as many direct integrations as some competitors.
🔑 Key features
- Booking system: Members can book desks, meeting rooms, and other resources in a few taps.
- Invoicing & payments: Billing is automated, and you can accept payments through popular providers like Stripe.
- Integrations: Optix connects with tools such as Slack and door access systems, and you can use Zapier to build more connections if you need them.
- Reporting & analytics: You get clear dashboards to track revenue, space usage, and other key metrics, which helps you make better decisions about pricing and layout.
- Mobile app: Members can book on the go, update their profiles, and interact with your community from a well-designed mobile app.
💰 Pricing
Optix starts at $197/month for one coworking location and up to 50 active users (annual billing).
🔍 Pros & cons
➕ Easy to use: The mobile experience is excellent and the interface is simple and friendly, so people pick it up quickly.
➕ Coworking automation: You can set up custom workflows to automate tasks like onboarding, overdue invoice reminders, and booking notifications.
➖ Fewer native integrations: There are fewer native integrations than some competing platforms, which may mean extra work for your team.
#8 OfficeRnD
🏆 Rating: 8/10
OfficeRnD helps manage coworking spaces day to day. It brings billing, bookings, and member management into one place, so admins spend less time juggling tools. It’s powerful, but setup takes a bit more time and there’s a learning curve.
🔑 Key features
- Billing & invoicing: OfficeRnD takes care of recurring invoices, deposits, and discounts automatically.
- Member management: Keep everything about your members in one system — profiles, contracts, and documents.
- Space booking: Members can reserve hot desks, meeting rooms, or other resources.
- Reporting & analytics: Get insights into how your space is being used, from desk and room occupancy to financial performance and member behavior.
- Integrations: OfficeRnD connects with accounting software, access control systems, marketing platforms, and more.
- Mobile app: Members can manage their profiles, book resources, pay invoices, and even engage with the community from their phones.
💰 Pricing
OfficeRnD starts from $165/month for up to 100 members and one location (annual billing). Custom plans are available for larger teams or extra needs.
🔍 Pros & cons
➕ Comprehensive feature set: OfficeRnD is packed with features and integrations, which make it a solid choice for larger or more complex coworking businesses.
➕ Strong support: Support team offers a strong knowledge base and guidance to help you along the way.
➖ Complexity: Because it’s such a full-featured platform, it’s not the most intuitive tool for beginners. The onboarding process can take time and may include extra costs, while some advanced features, like visitor management, aren’t included in the base plan.
#9 Tactic
🏆 Rating: 7.6/10
Tactic is a great choice for companies looking for an easy way to manage office spaces. Its simple booking system and multiple integrations make it easy for employees to reserve desks and meeting rooms. While it doesn’t offer advanced reporting, it’s still a solid, budget-friendly option.
🔑 Key features
- Book meeting rooms: Reserve rooms in advance to avoid double bookings.
- Reserve desks: Employees can easily book desks for the days they’ll be in the office.
- Create dedicated zones: Organize desks by teams or departments to keep coworkers together.
- Assign seats: Choose permanent desks or rotate seating based on need.
- Set booking limits: Control how far in advance desks can be reserved to keep it fair for everyone.
💰 Pricing
Tactic starts at $3 per desk per month and $6 per meeting room per month. Visitor management is sold separately and costs $99 per location. A free trial is available to test it out.
🔍 Pros & cons
➕ Easy to use: The interface is simple, making it quick for employees to book spaces.
➕ Flexible booking options: Tactic is a solid choice for teams with changing schedules.
➖ Occasional technical issues: Some users report minor technical issues, especially when logging in for the first time.
#10 Officely
🏆 Rating: 7.5/10
Officely is an easy-to-use tool that helps teams book desks and meeting rooms directly from Slack or Microsoft Teams. Since it works inside the communication tools your team already uses, there’s no need to switch between apps or learn a new system.
🔑 Key features
- Book desks inside Slack & Teams: Employees can reserve desks and meeting rooms without opening another app.
- See who’s in the office: Check which coworkers will be in and plan meetings or collaboration.
- Plan office events: Organize team lunches, meetings, or social gatherings with built-in scheduling.
- Track office usage: Get basic reports on office attendance and space usage.
💰 Pricing
Pricing starts at $2.50 per user per month. Officely is free for teams with up to 10 users, and there’s a free trial available.
🔍 Pros & cons
➕ Great for hybrid teams that rely on communication apps: Officely helps employees plan office days and book workspaces inside Slack or Microsoft Teams.
➕ Budget-friendly: Free for small teams and affordable for growing businesses.
➖ Works only with Slack & Teams: If your company doesn’t use these platforms, Officely won’t be useful.
More space management software options
#11 Eden – All-in-one platform for desk booking, visitor check-ins, office maintenance, and safety compliance.
#12 YAROOMS – Full-featured workspace management software for managing desks, meeting rooms, and visitor check-ins.
#13 Eptura – Comprehensive system for workspace reservations, analytics, and office planning.
#14 Kadence – Budget-friendly office space management tool for hybrid workplaces.
#15 Spacewell – Optimizes office layouts with desk and meeting room booking features.
#16 HybridHero – Combines HR and office management with desk and room booking tools.
#17 Deskbird – Simple and mobile-friendly tool for reserving desks and meeting rooms.
#18 Clearooms – Easy-to-use desk and conference room booking system for flexible workspaces.
#19 MyDesk – Straightforward solution for managing desk reservations and hybrid work schedules.
#20 Meetio – Desk and meeting room booking tool that integrates with office calendars.
#21 Zynq – Helps teams reserve desks and meeting rooms efficiently.
#22 Nibol – Allows teams to book desks and rooms while tracking office space usage.
#23 Flydesk – Simple tool for managing desk reservations and office resources.
#24 Ronspot – Designed specifically for hybrid offices to manage desk bookings.
#25 Cloudbooking – Flexible platform for reserving office desks and meeting rooms.
#26 Poppulo – Mobile-friendly app for booking desks and meeting rooms.
#27 Tidaro – Workspace management software for booking desks and rooms in hybrid offices.
#28 Smartway2 – Intelligent scheduling software for booking desks and rooms with powerful analytics.
#29 UnSpot – Workspace management software with built-in office usage analytics.
#30 AgilQuest – Office space management software with built-in analytics to track usage.
#31 FMS:Workplace – Combines software and hardware for seamless scheduling and office optimization.
#32 WorkInSync – Manages desk and room bookings with a focus on hybrid workplaces.
#33 Othership – Helps teams reserve office resources for better space management and collaboration.
#35 Joan – Helps businesses manage desks, meeting rooms, visitors, and office equipment.
How to choose office space management software
Here’s a simple guide to help you choose the best office space management software:
1. Think about your needs
Office space management tools have a lot of built-in capabilities or add-ons if needed. To figure out what’s the best choice for your space, ask yourself (and your team, too!):
- Do you need to manage desks, meeting rooms, or both? Think about what spaces in your office need organizing. Some tools focus on just room reservations or desk booking, while others handle everything that hybrid offices or coworking spaces might need.
- Is visitor management important? If your office gets frequent guests — clients, job candidates, or partners — a visitor check-in system can make entry smooth and secure. Some platforms include visitor management, while others offer it as an add-on.
- Do you want to track how your space is used? Workplace analytics can show you which desks or rooms are popular, which are underused, and whether you have enough space for your team.
- What integrations are you going to take advantage of? If your team relies on Slack, Microsoft Teams, or Google Calendar, look for a system that integrates smoothly so bookings and schedules stay organized in one place.
2. Consider ease of use
Make sure to check how intuitive the web and mobile apps are. Both people booking desks and managers tracking space usage should find the space management software easy to use. If a system is too complicated, people might avoid using it, so investing in one makes no sense.
3. Check pricing & scalability
Pricing can vary based on how office space management software charges — some tools charge per user, which can become expensive as your team grows. Others charge per resource, like desks or meeting rooms, making it more cost-effective for companies with more employees than office space. Watch out for hidden costs, like setup fees or extra charges for analytics or visitor check-ins. The space management software should be able to scale with your business as it grows.
4. Read customer reviews
Before choosing office space software, take a moment to see what real users say about it on websites like G2 or Capterra. Even if a platform seems to have great features, it might as well have bugs, a confusing interface, or slow customer support.
5. Test before you commit
Most office space management tools offer free trials or demos. It’s a good opportunity to check if the software fits your office needs and get feedback from employees who will use the system every day before you commit to a specific office management software.
Once you’re at it, you might want to give Archie a try. It plugs into tools you already rely on, like Outlook, Google Calendar, Microsoft Teams, Slack, and access control systems, which keeps space bookings and check-ins smooth.
Its hybrid office features show who’s coming in, what’s available in real time, and let you set team “neighborhoods” so people can sit together on busy days. For coworking spaces, Archie also covers memberships, branded portals, events, invoicing, and visitor management, so member experience and back-office ops live in one place. All of this sits behind a clean, easy interface that most people can pick up with little to no training.
Article sources:
- Review sites (G2, Capterra)
- Archie’s product research
- Competitor website analysis
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.
