Categories   >   Space Management Software
Last Reviewed: November 15th, 2024

Best Space Management Software Of 2024

What is Space Management Software?

Space Management Software (SMS) provides a graphical tool to track and manage physical spaces within a facility. It helps combat the issues of underutilization of space, inefficient layouts, and disorganized asset placement. From architectural firms to universities and corporations with large premises, the software is widely utilized. Significant functionalities include CAD integration, space visualization, allocation tracking, move management, and reporting. Notwithstanding, setup complexity and user training could pose challenges. Looking forward, enhancements such as BIM integration, IoT enabled tracking, and AI capabilities are emerging. To sum it up, SMS is a tactical tool to optimize a facility's space utilization, enhancing floorplan efficiency, improving work environment, and generating savings. Despite initial implementation hurdles, its capacity to transform space management and contribute to operational efficiency positions it as a significant asset for businesses.

What Are The Key Benefits of Space Management Software?

  • Optimizes space utilization
  • Enhances floorplan efficiency
  • Streamlines move management
  • Improves work environment
  • Supports allocation tracking
  • Enables CAD integration
  • Facilitates space visualization
  • Generates comprehensive reports
  • Allows BIM integration
  • Enables IoT tracking
Read more

Overall

Based on the latest available data collected by SelectHub for 25 solutions, we determined the following solutions are the best Space Management Software overall:

Skedda
Skedda
Start Price
$99
Monthly, Freemium
Company Size
Small Medium Large
Deployment
Cloud On-Premise
Platform
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Why We Picked Skedda

What sets Skedda apart is that it's not just about bookings — it's about making life easier for everyone. You get interactive maps so you can actually see where that empty desk is hiding. Plus, it tracks how spaces are being used, so you can make smart decisions about your setup.

And hey, if you're hosting visitors, the system’s got your back. It sends out invitations with all the details, so your guests feel like VIPs (even if you're just offering them instant coffee).

The best part? It lets people book their own stuff. No more endless email chains or awkward hallway encounters trying to snag a meeting room. It's all self-service, which means fewer admin headaches for you.

While not enough user reviews are available to provide specific feedback, common pros of similar solutions include intuitive interfaces, customizable rules and robust integrations.

On the other hand, potential cons may include a lack of waitlist capabilities, unresponsive customer support and data security concerns.

If you're looking for a way to make your space management less chaotic and more efficient, the system’s definitely worth checking out. It might not be perfect, but it gets the job done, and that's what matters, right?

Pros & Cons

  • Intuitive Interface: User-friendly design minimizes the learning curve and ensures quick adoption.
  • Customizable Rules: Granular control over booking policies helps you accommodate unique organizational needs and workflows.
  • Robust Integrations: Connect with popular calendar and communication tools to automate workflows and reduce data entry errors.
  • No Waitlist Capabilities: You might find it difficult to manage demand for popular spaces.
  • Unresponsive Customer Support: There might be occasional delays in customer support response times.
  • Vulnerable to Cyber Attacks: Cloud-based systems may cause data security and privacy issues.

Key Features

  • Booking Management: Streamline the scheduling and oversight of diverse spaces, including meeting rooms, desks and other bookable resources.
    • Interactive Floor Plans: See every room and desk on an interactive map. Find what's free, click to book and you're done. Multiple floors or buildings? Multiple maps help you navigate your entire space. Hover over or click on a space to see more details like its name, description and any existing bookings.
    • Neighborhoods: Group workspaces by department or team to enhance collaboration and communication.
    • Calendar View: Whether you're a day-by-day person, a monthly planner or love a good list, there's a calendar view for you. You can even switch to the map view if you want to see things spatially.
    • Booking Coloring: Visually organize your bookings by assigning different colors to them. You can color bookings based on things like type (e.g., meeting, workshop, private event), payment status (e.g., paid, unpaid, pending) or user information (name, email, tags).
    • Booking Conditions: Limit booking durations at certain times, like a two-hour maximum on Saturday evenings. Make sure all bookings are exactly one hour long or only allow bookings in two-hour blocks. Prevent certain user groups (like "Members") from booking on specific days or times.
    • Activity Feed: Every change, whether it's a new booking, cancelation, update or check-in, is recorded with a timestamp. Easily find specific information using filters for time range, activity type or general search terms.
    • Check In: Send booking reminders via email or in-app notifications. Tailor check-in rules to different user groups, spaces and timeframes. Add extra confirmation steps to ensure visitors, employees and staff are aware of important details or policies. Automatically free up spaces when they don't check in, making them available for others.
    • Buffer: Set different buffer times for different spaces based on their specific needs. Enable employees or visitors to see when a space is unavailable due to a buffer, preventing any booking confusion.
  • Custom Rules and Roles Engine: Assign attributes or labels to users, and then use those tags to define booking rules, policies and permissions. Create customized booking experiences based on those tags like setting special pricing, controlling how long someone can book a space for, or even which spaces they can see and book.
  • Venue Management: Set the venue name, contact information and subdomain to create a unique and recognizable identity. Choose a brand color and upload an SVG logo or icon to reflect your venue's branding. Define the opening hours for your venue and hide any extra hours from the booking schedule.
  • Visitor Management: Enable visitors to check in and out independently via tablet or mobile device. Create and send custom email invitations with visit details. Keep your team informed about visitor activity with notifications sent to a designated email address
  • Insights: Monitor space usage live for up-to-the-minute booking, occupancy and availability information. Analyze bookings, cancellations, no-shows and usage rates for a complete picture of space use. Examine historical data to uncover patterns and trends in space usage for future demand forecasting.
  • Online Payments: Connect the system to Stripe for secure online payment processing. Provide upfront or "Book Now, Pay Later" choices. Set custom pricing based on user tags, space, time and duration. Process refunds, generate transaction reports and analyze payment data directly through the Stripe dashboard.
  • Integrations: Automate workflows and connect the system with other popular apps like Slack, Trello, Google Sheets and more. Use API to build custom integrations.
Corrigo
Corrigo
Start Price
$45
Monthly
Company Size
Small Medium Large
Deployment
Cloud On-Premise
Platform
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Why We Picked Corrigo

Can Corrigo correct common facility management woes? Users say yes, particularly praising its robust work order management and preventive maintenance features. They find the reporting tools especially helpful for streamlining operations and identifying areas for improvement. However, some users point out a steep learning curve, making it somewhat challenging for new adopters to quickly grasp the software's full potential. Occasionally, users have reported slower-than-ideal customer support responses. This mixed bag suggests that Corrigo, while powerful, might be best suited for larger organizations with dedicated resources for training and implementation. Smaller teams with limited bandwidth might find the initial learning phase and occasional support hiccups a bit challenging.

Pros & Cons

  • Work Order Management: Corrigo offers a full suite of features that help manage work orders, making it easier to track and fulfill maintenance requests.
  • User-Friendly: Many users find the software intuitive and easy to navigate.
  • Streamlined Processes: Corrigo helps organizations streamline their maintenance operations, reducing inefficiencies and improving productivity.
  • Mobile App: The mobile app receives positive feedback for its ability to enable on-the-go work order management, allowing technicians to receive, update, and complete tasks from the field.
  • Complexity: Corrigo can be difficult to learn, especially for teams not familiar with similar software.
  • Support Concerns: Users have occasionally reported slow response times from Corrigo's customer support team.

Key Features

  • Work Order Management: View a master list of jobs or view jobs happening at specific locations, as well as when each job is due. Administrators can also assign tasks to technicians and view their performance.
  • CorrigoPro Network: Users can connect with providers through the service platform. Choose from a pre-vetted selection of performance-oriented professionals for any job.
  • Asset Evaluation: Advance analytics guide management through an asset’s profitability and usefulness to facilitate smart capital planning and accurate budgeting.
  • Automated Warranty Management: Warranty information is automatically captured and stored in asset profiles. Users can set up alerts to track warranty expiration as well as access them from their mobile devices.
  • Benchmarking: Evaluate progress on jobs, market value for materials, technician productivity and other key metrics through the benchmarking comparison feature.
  • Service Records: All service records are maintained in real-time, and asset information is automatically captured as techs perform tasks.
  • Mobile Access: Techs have access to a checklist of tasks, asset history, compliance regulations and more right on their phones.
Accruent
Accruent
Start Price
$499
Monthly
Company Size
Small Medium Large
Deployment
Cloud On-Premise
Platform
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Why We Picked Accruent

Accruent's Facility Management Software has received mixed reviews in the past year. While some users praise its robust capabilities and ease of use, others find it lacking in certain key areas. A common complaint is the software's steep learning curve, which can be a significant obstacle for new users. Additionally, some users have reported issues with data accuracy and integration with other systems.

Despite these weaknesses, Accruent's Facility Management Software remains a popular choice for many organizations due to its strengths. Users appreciate its comprehensive suite of features, which includes everything from asset management to work order tracking. The software is also highly customizable, allowing users to tailor it to their specific needs. Another key strength is Accruent's strong customer support, which is available 24/7.

Compared to similar products, Accruent's Facility Management Software stands out for its comprehensive feature set and ease of use. However, it is important to note that the software is not without its drawbacks. The steep learning curve and potential data accuracy issues should be considered before making a purchase decision. Overall, Accruent's Facility Management Software is a solid choice for organizations that are looking for a comprehensive and customizable solution. It is particularly well-suited for large organizations with complex facility management needs.

Pros & Cons

  • Intuitive Interface: Accruent's user-friendly design simplifies navigation, making it easy to manage facilities, track work orders, and access data.
  • Comprehensive Functionality: Its robust feature set covers various FM needs, including space planning, maintenance management, and energy tracking, providing a centralized platform for facility operations.
  • Customizable Reporting: Users appreciate the ability to generate tailored reports based on specific criteria, enabling data analysis and informed decision-making.
  • Seamless Integration: Accruent integrates with other business systems, such as ERP and CAD, streamlining data flow and improving operational efficiency.
  • Mobile Accessibility: Its mobile app allows facility managers to access data, manage work orders, and monitor operations remotely, enhancing flexibility and productivity.
  • Clunky Interface: Many users find the interface to be outdated, unintuitive, and difficult to navigate, which can slow down daily tasks and reduce efficiency.
  • Limited Reporting Capabilities: The reporting features are often cited as being inadequate, with users struggling to extract the data they need in a timely and actionable format.
  • Integration Issues: Integrating Accruent with other software systems can be challenging, leading to data silos and communication breakdowns between different departments.
  • Poor Customer Support: Users have reported experiencing long wait times for support, unhelpful responses, and a lack of technical expertise from the support team.
  • Costly and Inflexible: Accruent is perceived as being expensive compared to other options, and its licensing and pricing structure can be inflexible, making it difficult for organizations to scale or adjust their usage as needed.

Key Features

  • Real-Time Reporting: Identifies and sorts facility issues according to user-specified factors such as region, type and responsibility to facilitate speedy corrective action.
  • Comprehensive Dashboard: Generate reports and access data from a single comprehensive screen that consolidates information in an easy-to-use format.
  • Key Control: Managers can regulate employee access to facility locations with a single source key.
  • Maintenance Management: Automates the work order process, monitors maintenance activities, tracks work order completion, assigns labor and helps managers optimize facility maintenance.
  • Space Planning: Reserve spaces, update information and track space usage to keep everyone using a space up-to-date on its availability.
  • Integrations: Integrates smoothly with third-party applications for convenience and a seamless workflow.
Cobot
Cobot
Start Price
$69
Monthly
Company Size
Small Medium Large
Deployment
Cloud On-Premise
Platform
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Why We Picked Cobot

Is Cobot all the rage for workspace management? User reviews from the past year indicate that Cobot is a highly regarded coworking and flexible office management software praised for its comprehensive features and user-friendly interface. Users rave about its ability to streamline administrative tasks, saving them valuable time and eliminating the need for cumbersome spreadsheets. For instance, Cobot's automated billing and payment features have been a game-changer for many, simplifying financial management and reducing errors.

However, some users have pointed out that the initial setup and integration process can be a bit daunting, especially for those unfamiliar with similar software. While Cobot offers a decent range of integrations with popular tools like Slack, Kisi, and Xero, it may not be as extensive as some competitors like Nexudus, which boasts over 100 integrations. Additionally, unlike Nexudus and Wun (Happydesk), which provide 24/7 customer support, Cobot's support is more limited.

What truly sets Cobot apart is its white-label functionality, allowing businesses to customize the software with their branding and select only the features they need. This level of customization ensures a seamless brand experience for members and enhances the software's overall appeal. Overall, Cobot is an excellent choice for small to medium-sized coworking spaces and flexible workplaces looking for a robust and user-friendly solution to manage their operations efficiently. Its intuitive interface, comprehensive features, and white-label functionality make it a standout choice in the market.

Pros & Cons

  • Automated Billing: Cobot can automate billing for your coworking space, saving you time and reducing the risk of errors.
  • Booking Management: The software provides tools for managing bookings, ensuring that meeting rooms and other resources are used efficiently.
  • Member Access Control: Cobot can integrate with access control systems, allowing you to manage who has access to your space.
  • Customizable Branding: Cobot offers white-labeling options, enabling you to maintain a consistent brand experience for your members.
  • Data-Driven Insights: The software provides analytics and reporting features, giving you insights into key business metrics to make informed decisions.
  • Automated Billing: Cobot can automate billing for your coworking space, saving you time and reducing the risk of errors.
  • Booking Management: The software provides tools for managing bookings, ensuring that meeting rooms and other resources are used efficiently.
  • Member Access Control: Cobot can integrate with access control systems, allowing you to manage who has access to your space.
  • Customizable Branding: Cobot offers white-labeling options, enabling you to maintain a consistent brand experience for your members.
  • Data-Driven Insights: The software provides analytics and reporting features, giving you insights into key business metrics to make informed decisions.

Key Features

  • Integration: Export and sync data across many services for bookings, payments and workflow information to aid efficient work. Plugins include Slack, Stripe, PayPal, Google Calendar, QuickBooks, Mailchimp and Zapier. 
  • Planning: Set up customized plans for employees based on hours, days, weeks, month and years. Plan meetings, functions and events, and mention the details on the activity dashboard. 
  • API: Provides platform adaptation based on computer requirements. Customize add-ons like engagement matrices and event managers. Integrate with a local system or build personal branded applications so the software can grow with the company. 
  • Booking Calendar: Manage rooms and resources, get real-time availability and book resources in a timely manner. Automatically calculate booking charges based on usage and add it to the next invoice. Increase optimization by allowing external booking of resources. 
  • Customization: Leverage a white-label product to customize the look, colors and domain of the dashboard. Customize add-ons and platform for members to interact. 
  • Activity Dashboard: Track everyday tasks, plans, check-ins, member information, expenses and business growth. 
  • Mobile App: Check the dashboard, add members and manage bookings at any time and from anywhere. 
  • Member View: Offers a customized platform for members to connect, manage profiles and make bookings. 
  • Door Access: Automate access control with systems like Kisi and Tapkey. Set up rules for plans and access areas, as well as open compatible smart locks, wall readers and furniture locks. 
OfficeSpace
OfficeSpace
Start Price
$500
Monthly
Company Size
Small Medium Large
Deployment
Cloud On-Premise
Platform
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Why We Picked OfficeSpace

OfficeSpace is like that friend who always has everything organized and under control. You know, the one who color-codes their calendar and never forgets a birthday? This platform is like that for your office.

It takes all those frustrating, time-consuming tasks — finding a desk, booking a meeting room, submitting a maintenance request — and makes them effortless.

Its focus on enhancing the employee experience is evident through features like wayfinding and the AI assistant "Ossie."

Additionally, it streamlines facility management with a centralized request system and data-driven insights via its analytics dashboard.

However, no solution is perfect. It's always wise to consider things like customization options and how well it'll play with any older systems you might have.

Pros & Cons

  • Improve Tenant Satisfaction: Tenant portals, real-time updates and automated notifications keep tenants informed and satisfied.
  • Support Flexible Work Arrangements: Desk booking, occupancy tracking and mobile access enable adaptable workspaces for hybrid teams.
  • Avoid Legal Disputes: Maintain compliance with safety regulations and industry standards by centralizing documentation, tracking inspections and automating reporting.
  • Customization Limitations: While most facility solutions offer some level of customization, there may be limitations, especially for organizations with unique processes or specialized equipment.
  • Cybersecurity Vulnerabilities: Increased connectivity to critical building systems and IoT devices creates an attractive target for hackers, necessitating robust security protocols and constant vigilance.
  • Legacy System Challenges: Older buildings with legacy systems and equipment may encounter compatibility issues with modern facility software solutions, requiring additional investment in upgrades or workarounds.

Key Features

  • Space Management: Optimize your office layout with drag-and-drop, and stack and scenario planning tools.
    • Block Planning: Get a high-level overview of how your entire office space is being used, seeing how teams are distributed across floors and buildings. Drag and drop teams to different locations to quickly experiment with different layouts and find the optimal arrangement.
    • Stack Plan: If you're expecting your team to expand, you can create stack plans to see how you can accommodate new hires without sacrificing space efficiency or employee comfort. Compare multiple plans side-by-side to see the pros and cons of each, helping you make informed decisions about how to arrange your office.
    • Move Management: Visualize and plan moves on a digital floor plan, simply dragging and dropping people to their new desks. Need to find the perfect spot for a new hire? Just filter by space types and available desks, then drop them right in. Create step-by-step move instructions for IT, HR, movers and the employees themselves, ensuring a smooth transition.
    • Scenario Planning: What if we adopt a hybrid work model?" "Could we create a dedicated collaboration zone?" Test these ideas virtually before making any real-world changes. See how different scenarios stack up against each other in terms of space usage and team proximity. Use your actual headcount and team info, so your plans are based on reality, not guesswork.
  • Workplace Management: Optimize your workplace with collaborative team spaces, intuitive wayfinding and a streamlined visitor experience.
    • Desk Booking: Filter desk availability based on location, date, time, amenities (e.g., dual monitors, standing desk, quiet zone) and proximity to colleagues or teams. Schedule recurring reservations for employees with a regular work schedule. Employees can book desks on a first-come, first-served basis or reserve in advance.
    • Room Booking: Book your meeting rooms directly from Outlook or Google Calendar. Use the “find room” command in Microsoft Teams and “/find_rooms” in Slack to reserve spaces. Check-in features make sure rooms are released if no one shows up. Need a room last minute? Check the kiosk for real-time availability and book it right there.
    • Wayfinding: Interactive maps, kiosks and digital signage make navigation easy for everyone. Turn-by-turn navigation within the app ensures no one gets lost on new campuses or floors, enhancing confidence and productivity. Find essential amenities and safety features like restrooms and fire exits via visual directories.
    • Neighborhoods: Group colleagues who work closely together, encouraging spontaneous interactions and knowledge-sharing. Assign "captains" for each neighborhood who can manage seating arrangements, approve requests and generally keep things running smoothly.
    • Visitor Management: Visitors can pre-register themselves online before arrival, providing their details and the purpose of their visit. They can check in using QR codes or self-service kiosks. Auto-print personalized badges with your company logo, visitor photo and visit details. Notify hosts when their visitors arrive, ensuring a prompt reception.
    • Facility Requests: Submit facility and service requests through mobile, desktop, email or Slack. Set clear expectations with custom response times and keep everyone in the loop with automatic status updates. Requests automatically go to the right facilities team members.
  • Employee Experience: Empower employees with an AI-powered assistant and a mobile app to simplify their workday.
    • Artificial Intelligence: Employees can simply "talk" to Ossie (AI assistant), using natural language commands to find colleagues, and resources or even get directions. Wondering how often that conference room gets used? Ask Ossie for real-time data on office usage and get instant insights.
    • Mobile App: Easily find and reserve available desks or meeting rooms in real time, whether you're at home, commuting or already in the office. Submit facility and service requests directly from your phone, even pinpointing the location on the floor plan.
  • Reporting: Analyze historical data to see when your office is busiest, which spaces are popular, and which are underused. Track real estate costs by location, department, or even individual employees to see where your money's going. Create custom dashboards to visualize the data that matters most to you. Share insights with your team or export data in CSV or XLSX format.
  • Integrations: Calendar apps (e.g., Outlook, Google Calendar) allow employees to see their desk bookings alongside their other appointments. Connect the system with ServiceNow to automate service request workflows, track maintenance activities and improve overall facilities management.
Archibus
Archibus
Start Price
$2,000
Monthly
Company Size
Small Medium Large
Deployment
Cloud On-Premise
Platform
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Why We Picked Archibus

User reviews from the last year suggest a largely positive sentiment towards Archibus, praising its comprehensive functionality and ability to streamline various aspects of facility management. A standout feature is its robust suite of tools, encompassing space management, move management, maintenance, and sustainability initiatives, all within a single interface. Users rave about the intuitive web-based interface and customization options, enabling them to tailor workflows and modules to their specific needs. For instance, one user highlighted the ease with which they could manage space and occupancy for chargebacks, while another appreciated the flexibility it offered in configuring workflows for different roles.

However, some users have pointed out that the software's extensive customization options can sometimes be a double-edged sword, as modifying screens or forms often requires coding knowledge. This potential drawback highlights the importance of adequate training and support, which Archibus thankfully provides through local user groups, international conferences, and a dedicated support team. The software's integration capabilities with other systems like Workday, ServiceNow, CAD software, and Excel are particularly well-received, as they facilitate seamless data flow and enhance operational efficiency. One user specifically mentioned the smooth integration with CAD and Excel, simplifying space and facility management tasks.

Archibus shines in its ability to centralize and streamline facility management operations, making it a perfect fit for organizations of all sizes looking to optimize their workplaces. Its comprehensive functionality, customization options, and integration capabilities empower businesses to effectively manage their facilities, ultimately leading to improved efficiency and reduced costs. However, the potential learning curve associated with customization highlights the need for comprehensive training and support to fully leverage the platform's capabilities.

Pros & Cons

  • Comprehensive Functionality: Archibus offers a wide array of features, encompassing space and move management, maintenance, sustainability, and more, eliminating the need for multiple software solutions.
  • Seamless Integrations: Archibus integrates smoothly with other enterprise systems like HR platforms (e.g., Workday) and ticketing systems (e.g., ServiceNow), streamlining data flow and enhancing operational efficiency.
  • Robust Reporting: Users can generate insightful reports using Archibus's pre-built templates or customize their own, facilitating data-driven decision-making.
  • Mobile Accessibility: The Archibus mobile application empowers users to access features and data remotely, improving productivity and convenience for on-the-go tasks.
  • Speed and Efficiency: Archibus is often criticized for its slow performance, requiring too many clicks and steps to navigate through tasks, leading to wasted time and reduced productivity.
  • System Connectivity: Users frequently report a lack of seamless integration between different modules within Archibus. This lack of cohesion can lead to data silos and inefficiencies, as information cannot be easily shared across departments or tasks.
  • Customer Support: Many users express dissatisfaction with the level of customer support provided by Archibus and its implementation partners. Responses to issues are often slow, and bug fixes can take a long time to be implemented, leaving users feeling frustrated and unsupported.

Key Features

  • Space Inventory and Planning: Logs available space and helps users identify how efficiently it is being used. They can optimize where seating is assigned, as well as implement and execute plans.
  • Personnel and Occupancy: Tracks seating charts, assists in space planning, identifies headcounts and monitors benchmarks.
  • Forecasting: Predicts future space needs based on existing and previous occupancy.
  • Space Chargeback: Internally bills department managers for their space usage, promoting more efficient use. This tool lets management set up, calculate and report on space costs for budgeting and billing purposes.
  • Move Management: Individuals or managers can submit move requests, and all parties can track them through the process. Facility managers can orchestrate large-scale moves and plan ahead to avoid pitfalls.
  • Quick-Start: Archibus Quick-Start is a productivity aid within the system that offers tutorial videos and triggers instructions as users navigate through the platform.
  • Self-Service Reporting: Generate reports on usage, forecasting and other metrics to gain insight and perform data analysis without a data scientist.
TRIRIGA
TRIRIGA
Start Price
$42,000
Annually
Company Size
Small Medium Large
Deployment
Cloud On-Premise
Platform
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Why We Picked TRIRIGA

TRIRIGA helps users manage facilities, projects, contracts and labor. Notable features include lease management, accounting and space management. An array of customizations are available, allowing users to get the most out of the system. Reviews also cite improved processes via integrations as a central benefit.
Weaknesses include an outdated user interface coupled with a lack of usability. Users also show concern over the complexity of the reporting and issues surrounding customer support. Overall, it can be a decent choice for businesses that aren’t put off by lengthy implementation and system complexity, and that are looking for a robust solution with flexibility to tailor it to business needs.

Pros & Cons

  • Customization: Extensive customizations help users fit the software to their company, according to every review referring to this feature.
  • Integration: Integration with SAP, PeopleSoft and other popular solutions has helped smooth out various processes, as more than 83% of reviews about this feature state.
  • Lease Management: This feature ensures compliance with US GAAP and IFRS, according to 83% of users referring to it.
  • Accounting: It’s easy to manage and track expenses, as every review on communication notes.
  • Space Management: All reviewers mentioning this feature report that it helps them track bookings and store space measurements, locations and detailed maps.
  • User Interface: More than 80% of reviewers referring to the interface indicate it needs to develop a fresh look instead of the present traditional look.
  • Usability: The software is complicated to use, according to more than 88% of users who mention this aspect.
  • Reports: The difficulty in leveraging reports is a drawback in 60% of reviews mentioning reporting.
  • Implementation: The implementation process is difficult and long, according to 60% of reviewers referring to it.
  • Customer Support: Customer support needs improvement, according to every review on the topic.

Key Features

  • Facility Management: Condition-based facility monitoring allows efficient management of buildings.
  • Energy Management:
    •  Identify poorly performing areas in the facility and automate corrective action. 
    •  Optimize repairs and maintenance based on the condition of buildings, assets and energy usage. 
    •  Schedule and manage preventive maintenance, automating work orders in accordance with warranties and SLAs. 
    •  Track energy consumption, electric demand and other important data on one dashboard. 
    •  Integrate with AI solutions to predict and diagnose unusual energy consumption. 
    •  Review tasks, add photos and documents, view maps and get directions, and scan barcodes through the mobile app. 
  • Space Management: Schedule out room and other space occupancy in an organized fashion. Track location of people, assets and rooms using blueprints, as well as manage reassignments and the supply and demand of building space. IoT sensors help check and mark a room available once a meeting is over.
  • Project Management: Promote collaboration and streamline project completion from a centralized hub.
  • Role-Based Workspaces: Restrict access based on role, improve visibility into workflows, increase efficiency, streamline communication and promote accountability.
  • Facilities Virtualization: Generate highly realistic virtual representations to aid equipment tracking, planning, scheduling and more.
  • Lease Accounting:
    •  Automate and streamline the processes to stay compliant with the Sarbanes-Oxley Act. 
    •  Integrate with financial systems and submit information to the corporate ledger. 
    •  Avoid overpayment and manage lease renewals through dates notification, automated tracking and validation of invoice against contract terms. 
  • Capital Planning:
    •  Prioritize and identify high return projects based on risk/benefit ratios. 
    •  Plan and schedule labor and resources. 
    •  Document and secure funds for projects. 
    •  Manage vendor information, proposals and contracts. 
    •  Improve communication with vendors during the selection process. 
  • Building Insights: Track underused and overcrowded facilities, assign space to organizations and manage chargeback allocations. Includes insights from Watson AI to understand client requirements.
  • FedRAMP Authorized: Ensure data safety with standardized security assessment, authorization and monitoring via FedRAMP.
Assetworks
Assetworks
Start Price
$2,500
Quote-based
Company Size
Small Medium Large
Deployment
Cloud On-Premise
Platform
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Why We Picked Assetworks

AssetWorks' EAM software has garnered a mixed bag of user reviews over the past year. The platform's strengths lie in its comprehensive functionality and robust reporting capabilities. Users appreciate the ability to track assets throughout their lifecycle, from acquisition to disposal, and generate detailed reports on asset performance and maintenance costs. Its preventive maintenance scheduling tools are also highly regarded, helping organizations proactively address potential issues before they escalate into costly problems. However, some users find the interface to be clunky and outdated, leading to a steep learning curve for new users. The mobile app, while functional, lacks the intuitiveness and user-friendliness of its desktop counterpart.

Compared to competitors like IBM Maximo and Infor EAM, AssetWorks is often seen as a more affordable option with a broader range of features. However, it may not have the same level of scalability and customization as its higher-priced counterparts. The software's reporting capabilities are a significant differentiator, providing users with deep insights into asset performance and maintenance trends. This data-driven approach empowers organizations to make informed decisions about asset management strategies, ultimately leading to cost savings and improved operational efficiency. AssetWorks is best suited for organizations with complex asset management needs but may not require the highest level of customization or scalability. Its comprehensive functionality and robust reporting tools make it a valuable asset for organizations looking to optimize their asset management practices and gain a deeper understanding of their asset performance.

Pros & Cons

  • Streamlined Work Order Management: AssetWorks' work order management system simplifies the process of creating, assigning, and tracking work orders, boosting maintenance team efficiency and responsiveness. Users appreciate features like automated routing and scheduling, which ensure work orders reach the right technicians promptly.
  • Comprehensive Asset Tracking: The platform allows users to maintain a centralized repository of asset information, including maintenance history, warranty details, and depreciation schedules. This comprehensive view of assets empowers data-driven decision-making regarding maintenance, repairs, and replacements.
  • Preventive Maintenance Capabilities: AssetWorks facilitates the implementation of preventive maintenance programs, enabling organizations to schedule routine inspections and servicing based on time, usage, or condition. This proactive approach helps prevent equipment failures, extend asset lifespans, and reduce downtime.
  • Mobile Accessibility: AssetWorks offers mobile applications that empower technicians to access work orders, update asset information, and record maintenance activities directly from their mobile devices. This real-time access to data enhances communication and collaboration between field teams and office personnel.
  • Reporting and Analytics: The platform provides robust reporting and analytics tools, enabling users to generate insightful reports on key performance indicators (KPIs) such as asset utilization, maintenance costs, and work order completion rates. These data-driven insights support informed decision-making and process optimization.
  • Clunky Interface: Users frequently mention the outdated interface, finding it cumbersome and difficult to navigate. The lack of intuitive design leads to a steep learning curve and decreased efficiency.
  • Reporting Limitations: Generating reports can be a frustrating experience due to limited customization options and a rigid structure. Users often need to export data to external programs for further analysis, adding an extra step to the process.
  • Mobile App Shortcomings: The mobile app receives criticism for its limited functionality and lack of features compared to the desktop version. This hinders technicians and field workers who rely on mobile access to complete their tasks efficiently.
  • Customer Support Challenges: Some users report difficulties reaching customer support and experiencing slow response times. This can be particularly problematic when urgent issues arise, impacting productivity and user satisfaction.

Key Features

  • Real-Time Data: Captures real-time asset data like location, status, maintenance notes, repair history, transfer details and more, storing data in asset profiles for later use.
  • Inventory Management: Assign barcodes to items, monitor stockroom levels, automate procurement processes and manage spare parts.
  • Maintenance Management: Offers preventive maintenance scheduling, sends alerts when repeating maintenance tasks need to be performed and helps streamline the repair process.
  • Work Order Management: Streamlines the work order process — creation, assignment, completion and recording. Assign specific tasks to individual technicians and restrict work order closure to admin roles.
  • Mobile Access: Enables asset management on the go with access via web browser, native mobile app and the desktop interface.
  • Reporting: Reporting tools help make data-driven decisions and glean insights from asset data. 
  • Property Management: Manage the acquisition, ownership, leasing, maintenance, and disposition of buildings. Receive reports on portfolio costs, space planning and operating cost. 
  • Space Management: Collect data on total cost of spaces owned and leased, and increase cost savings by lowering space requirements and property expenditures. Measure and track space utilization, improve quality assurance management and regulatory compliance, and manage reporting via graphical query capabilities. 
  • Operation and Maintenance: Reduces inventory carrying and facility maintenance cost, improves asset availability and limits asset downtime. Track and control maintenance expenses, automate bill generation, manage vendors and contract workers, oversee labor hours, and improve asset utilization. 
  • Project Management: Track and manage sustainability goals, leverage construction operations building information exchange (COBie), plan and execute capital projects and manage issues with RFIs and meeting minutes. Manage and track contracts and gain visibility into commission plans, proposal changes, directives and orders, architect’s supplemental instructions, and applications for payments. 
  • Energy Management: Analyze consumption per building, collect utility bills and usage data from various sources, allocate energy costs, and target areas to improve efficiency and reduce cost. Automates accuracy checks, meter readings and configurable data validation, and offers flexible invoice generation. 
  • Lease Management: Track space lease details, lease options, amendments, end dates, location changes and square foot data. Define lease payment schedules to automate the payment process. Stores property, space, operations and maintenance data on a single integrated system. 
  • Key and Access Control: Logs access location, cores, locks and keys, and ring tracking. Control the issue and return of keys and keep authorization of spaces in control. 
  • Computer Aided Design: Link floor plan drawings to associated facilities, export accurate locations and modify floor plans. Automatically generate graphical reports, customize drawing and layering standards and ensure areas are in compliance with FICM, IFMA and BOMA. 
  • SpaceSync: Export, import and review space data changes in Excel, maintaining standard and integrity of space data. Includes location, occupancy, grants and programs data, with the option to review, accept and reject all data changes. 
  • Geographic Information System: Access maps without learning GIS, add data without changing maps and geolocate jobs. 
  • AssetSync: Create, export, import and update asset data in Excel format and add assets to PM templates. 
  • Team Scheduler: Filter, retrieve and assign work, update job status and add notes on a graphical interface. Sort work by priority, location, status and assigned personal, block out leaves on a person's daily schedule, and color code priority work. 
  • Assessment and Need Analysis: Stores asset lifecycle and deficiency data for use in long-range strategic planning and budgeting. Select and prioritize needs based on property and portfolio, as well as track recurring and non-recurring asset renewal. 
  • Asset Rental: View assets available for reservations, schedule asset maintenance and associate cost with a job. 
  • Green and Sustainability: Track all requirements in an integrated system while working on projects, access reports and define green initiatives. 
  • Environmental Health and Safety: Manage hazardous material disbursements, including recovery, disposal and transfer of containerized material in or out of a building. 
  • Motor Pool: View available vehicles on a visual Gantt chart, schedule vehicle maintenance and tie jobs to their cost. 
  • Business Automation: Makes processes cost-efficient, streamlined, error-proof and transparent. Enter data faster, schedule reports and receive custom notifications and emails. 
iOFFICE
iOFFICE
Start Price
$775
Monthly
Company Size
Small Medium Large
Deployment
Cloud On-Premise
Platform
Mac Windows Linux Chromebook Android
Request Pricing Request Demo

Why We Picked iOFFICE

Is iOFFICE the key to unlocking your facility management potential? User reviews from the last year suggest that it might be. iOFFICE is consistently praised for its user-friendliness. A whopping 96% of users found it easier to navigate than other workplace management solutions, which is like finding an oasis in a desert of clunky software. This ease of use is crucial for maximizing adoption and minimizing training time, allowing facility managers to focus on what matters most: creating an efficient and productive work environment.

Users particularly appreciate iOFFICE's intuitive interface and robust space management capabilities. The software provides granular visibility into space utilization across an entire portfolio, down to individual desks, enabling data-driven decisions about space allocation and optimization. This granular approach, akin to having a magnifying glass over your entire workspace, helps identify underutilized areas and implement flexible workspaces, ultimately reducing real estate costs.

However, some users have reported that iOFFICE's custom reporting features can be a bit hit-or-miss, sometimes yielding inconsistent results. This inconsistency, like a faulty compass, can make it difficult to fully rely on the data for strategic decision-making. While this seems to be an isolated issue, it's worth noting for organizations heavily reliant on customized reports.

Overall, iOFFICE emerges as a powerful tool for organizations of all sizes looking to streamline facility management, optimize space utilization, and enhance employee experience. Its intuitive design and comprehensive features make it particularly well-suited for businesses transitioning to hybrid or flexible work models, providing the necessary tools to navigate the evolving workplace landscape.

Pros & Cons

  • Easy to Use: A high percentage of users have reported that iOFFICE is easier to use compared to other workplace management solutions.
  • Comprehensive Suite of Tools: iOFFICE offers a variety of tools for space management, preventive maintenance, asset management, and workplace experience.
  • Real-Time Analytics: The platform provides real-time analytics, which are particularly helpful for managing office spaces effectively.
  • Improved Data Management: iOFFICE enables centralized storage and retrieval of data, simplifying data management and reporting.
  • Data Security: As with any cloud-based platform, data is stored on the provider's servers, requiring trust in their security measures.
  • Data Ownership: Users might not have full ownership or control over their data, which could be a concern for some businesses.
  • Integration Limitations: Syncing iOFFICE data with other platforms used by the company might pose challenges and require additional API development for seamless integration.
  • Floor Plan Management: Maintaining floor plans can be tedious, with limitations in handling CAD files, file size constraints, and a lack of a "draft" mode before publishing changes.

Key Features

  • Asset Tracking: Track asset locations, store contract terms and keep detailed records of maintenance or warranty histories on individual assets.
  • Service Requests: Users of all roles can generate service requests and track their progress through the system. Managers can coordinate in real time and streamline their work orders from a convenient overview.
  • Integrate with Slack: Directly integrate with slack to keep teams organized and in communication in a familiar interface.
  • Mobile Access: Service technicians can access work orders, email, Slack and other key features from their mobile devices to work efficiently in the field.
  • Barcode Generation and Scanning: Generate and scan barcodes to track asset maintenance based on asset location and condition.
  • Image Attachments: Attach images, videos and notes to asset profiles in order to log complaints and more efficiently log information.
  • Checklists: Technicians can create task lists and check them off as workers complete them, keeping work orders up to date and workflows moving.
FMS:Workplace
FMS:Workplace
Start Price
$20,000
Annually
Company Size
Small Medium Large
Deployment
Cloud On-Premise
Platform
Mac Windows Linux Chromebook Android
Request Pricing Request Demo

Why We Picked FMS:Workplace

Let’s talk about FM:Systems. The real power of this tool is in its data. It tracks how your spaces are actually being used in real time. That means no more guessing games about which areas are sitting empty or overcrowded. You can use that data to make smart choices about your real estate, saving money and creating a workspace that actually works for everyone.

And let's not forget about those tedious facility tasks. The system automates a lot of the stuff that used to eat up so much time — think move management, maintenance requests and more. That frees up your team to focus on the bigger picture.

Plus, the visual tools like floor plans and stack plans make it easy to see what's going on and plan for the future.

Now, it's not all sunshine and rainbows. There's a bit of a learning curve, especially with some of the more advanced features. And while you can customize it to fit your needs, that can take some extra effort. But hey, no system is perfect, right?

Overall, if you're looking to get a handle on your workspace and create a more adaptable work environment, the solution is definitely worth checking out. And with new developments like FedRAMP authorization and integrations with building automation systems on the horizon, it's clear they're committed to staying ahead of the game.

Pros & Cons

  • Centralized Control: Manage all aspects of facility operations from a single platform, streamlining processes and improving efficiency.
  • Real-Time Data: Gain real-time insights into facility performance, enabling proactive maintenance and energy management, reducing downtime and costs.
  • Customizable Reports: Generate tailored reports to make informed decisions about space usage, occupancy trends and maintenance activities.
  • Enhanced Communication: Features like automated alerts and mobile capabilities improve communication among team members, ensuring quick response to issues and better coordination.
  • Space Optimization: Tools for space management and planning assist in maximizing the use of available space, contributing to better workplace environments and operational savings.
  • Asset Management: Keeping track of assets and their maintenance schedules helps in extending their life span and avoiding unexpected failures, saving costs in the long run.
  • Scalability: Adapt to the growing needs of your business with a flexible architecture that seamlessly scales to accommodate additional users, sites and modules.
  • Steep Learning Curve: The system can be complex and challenging for new users to learn due to its extensive features and functionalities. This complexity often necessitates comprehensive training programs, which can be time-consuming and costly for organizations.
  • Customization Challenges: While there are several customization options, tailoring the software to specific organizational needs can be intricate and may require specialized technical expertise. This can lead to additional implementation costs and potential delays in achieving full system functionality.
  • Integration Complexities: Integrating the system with existing enterprise systems, such as HR or finance platforms, can pose technical challenges. Ensuring seamless data exchange between different apps may require custom development or middleware solutions, adding to the overall implementation complexity.
  • Mobile App Limitations: The mobile app's functionality may not encompass all the features available in the desktop version, potentially hindering users who require full access to the system while on the go. This can limit the effectiveness of mobile workforces or those who frequently travel.

Key Features

  • Centralized Database: Track and manage your space inventory including floor plans, room details, occupancy information, asset locations and usage metrics.
  • Floor Plan Viewer: Visualize and interact with 2D and 3D floor plans, making it easier to understand spatial relationships, identify available areas and plan moves or reconfigurations. You can also import CAD and Revit drawings into the system with just a few clicks.
  • Move Management: Employees or managers can initiate move requests through a web-based interface. Capture essential move details like move date, department, reason and type. You can also make multiple move requests with options for adding people by group, building, floor or individual.
  • Scenario Planning: Move employees and assets on floor plans to test different layouts and space allocation options. Evaluate each scenario's implications such as occupancy changes, adjacency requirements and potential conflicts. Create interactive stack plans that illustrate how departments, teams or individuals will be allocated across multiple floors and buildings within a specified timeframe
  • Real Estate and Lease: Find and review specific lease agreements including financial details and important deadlines. The dashboard view lets you see high-level metrics like square footage, average rent per square foot and monthly rent for all properties. Get automatic reminders for critical lease dates, so you can stay on top of renewals and other important events.
  • Project Management: Create detailed project plans with tasks, dependencies and timelines. Assign tasks and resources to team members. Develop comprehensive project budgets, including estimated and actual costs. Track expenses against the budget in real time. Provide a collaborative platform for project teams to share information, documents and updates.
  • Reporting: Apply filters and parameters to customize reports and focus on specific data sets. For example, you can generate a space usage report for a particular building or floor, or filter maintenance work orders by status or priority. You can drill down into details. For instance, clicking on a bar in a space usage chart could display a list of rooms or departments contributing to that data.
  • Asset Management: Monitor the financial aspects of assets by recording initial acquisition dates and costs. You can also calculate asset depreciation over time. Create and maintain a precise inventory of various asset types including their location, condition and other relevant attributes. Manage warranty information, as well as details about certified maintenance personnel and vendors.
  • Work Order Management: Tailor work order forms to collect specific information relevant to different request types (e.g., repairs, installations, inspections). Define specific response and resolution time targets for different work order types and priorities, ensuring timely service delivery and meeting customer expectations. Create and set statuses like requested, in progress and complete to track work orders.
  • Preventive Maintenance: Create and reuse PM templates for common maintenance tasks to save time and ensure consistent processes. Customize templates to match specific equipment types or asset categories.

COMPARE THE BEST Space Management Software

Select up to 2 Products from the list below to compare

 
Product
Score
i
SelectHub’s Analyst Rating is based on data from our 400+ point analysis of Space Management Software, user reviews, and our own crowd-sourced data from our free software selection platform. Scores are periodically updated via ongoing selection projects and user activity within our platform.
Start Price
Free Trial
Company Size
Deployment
Platform
Logo
Skedda
$99
Monthly, Freemium
Yes
Small Medium Large
Cloud On-Premise
Mac Windows Linux Chromebook Android
Skedda
Corrigo
$45
Monthly
Yes
Small Medium Large
Cloud On-Premise
Mac Windows Linux Chromebook Android
Corrigo
Accruent
$499
Monthly
Yes
Small Medium Large
Cloud On-Premise
Mac Windows Linux Chromebook Android
Accruent
Cobot
$69
Monthly
Yes
Small Medium Large
Cloud On-Premise
Mac Windows Linux Chromebook Android
Cobot
OfficeSpace
$500
Monthly
Yes
Small Medium Large
Cloud On-Premise
Mac Windows Linux Chromebook Android
OfficeSpace
Archibus
$2,000
Monthly
No
Small Medium Large
Cloud On-Premise
Mac Windows Linux Chromebook Android
Archibus
TRIRIGA
$42,000
Annually
No
Small Medium Large
Cloud On-Premise
Mac Windows Linux Chromebook Android
TRIRIGA
Assetworks
$2,500
Quote-based
No
Small Medium Large
Cloud On-Premise
Mac Windows Linux Chromebook Android
Assetworks
iOFFICE
$775
Monthly
Yes
Small Medium Large
Cloud On-Premise
Mac Windows Linux Chromebook Android
iOFFICE
FMS:Workplace
$20,000
Annually
No
Small Medium Large
Cloud On-Premise
Mac Windows Linux Chromebook Android
FMS:Workplace

All Space Management Software (25 found)

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Hubstar

by Hubstar Solutions Ltd
Hubstar
Hubstar is a sophisticated software solution designed to streamline Workspace Management, offering a comprehensive suite of tools to optimize office space utilization, manage desk bookings, and enhance overall workplace efficiency. This platform is particularly well-suited for medium to large enterprises seeking to maximize their workspace resources and improve employee productivity. Hubstar's robust analytics and reporting capabilities provide actionable insights, enabling organizations to make data-driven decisions about their workspace needs. Key benefits of using Hubstar include improved space utilization, enhanced employee satisfaction through flexible workspace options, and significant cost savings by reducing underutilized areas. Popular features include real-time desk booking, occupancy tracking, and detailed usage analytics. Users have praised Hubstar for its intuitive interface and seamless integration with existing systems, making it a standout choice in the market. Pricing for Hubstar varies based on the specific needs and scale of the organization. For detailed pricing information, it is recommended to contact SelectHub for a tailored quote. This ensures that potential users receive a pricing plan that aligns with their unique requirements and budget.
User Sentiment User satisfaction level icon: excellent
Cost Breakdown
$10 - $100
Company Size
Small Medium Large
Deployment
Cloud On-Premise
Platform
Mac Windows Linux Chromebook Android
Request with no obligation:
Demo Pricing

Calven

by Calven Inc.
Calven
Calven is a sophisticated software solution designed to enhance productivity by efficiently managing tasks and workflows. It is particularly well-suited for businesses and teams that require streamlined task management and improved collaboration. The software offers a range of features, including task assignment, progress tracking, deadline management, and real-time collaboration tools. These capabilities help teams stay organized and ensure that projects are completed on time. One of the key benefits of Calven is its user-friendly interface, which makes it easy for team members to navigate and utilize its features effectively. Additionally, the software integrates seamlessly with other productivity tools, enhancing its utility in a professional setting. Users have praised Calven for its reliability and the positive impact it has on team efficiency and communication. Pricing for Calven varies based on the number of users and the specific features required. For detailed pricing information, it is recommended to contact SelectHub for a customized quote that meets individual business needs.
User Sentiment User satisfaction level icon: excellent
Cost Breakdown
$100 - $500
Company Size
Small Medium Large
Deployment
Cloud On-Premise
Platform
Mac Windows Linux Chromebook Android
Request with no obligation:
Demo Pricing

UnSpot

by UnSpot
UnSpot
UnSpot is a workspace management solution designed to streamline how companies use their office spaces, especially in the world of hybrid work. It helps eliminate the daily frustrations of finding a desk, booking a meeting room or managing visitor access.Key features include an interactive map for visualizing available desks, real-time booking functionalities and a shared schedule dashboard for better team coordination.Meeting room displays offer instant status updates and booking options, while visitor management streamlines pre-registration and check-in processes.It gets positive reviews for its user-friendly interface, efficient workspace management capabilities and support for hybrid work arrangements. However, some users have pointed out areas for improvement, such as the mobile app's performance and limited integrations with other productivity tools.The system’s pricing includes two plans — basic and advanced. A 14-day free trial is also available for those wanting to try the system before committing.
User Sentiment User satisfaction level icon: excellent
Cost Breakdown
$10 or less
Company Size
Small Medium Large
Deployment
Cloud On-Premise
Platform
Mac Windows Linux Chromebook Android
Request with no obligation:
Demo Pricing

WorkInSync

by MoveInSync Technology Solutions
WorkInSync
WorkInSync is a workplace management platform designed to streamline office operations and enhance employee experience in hybrid work environments.Features like desk booking, meeting room management, employee scheduling and visitor management help organizations optimize their physical spaces and improve collaboration.While robust in its offerings, the system is a cloud-only solution and may require additional investment in hardware and premium features.Additionally, with limited user reviews available at present, you should conduct thorough research and consider a free trial to ensure it aligns with your specific needs.Pricing ranges from $2.50 to $6 per month, with different plans catering to varying organizational sizes and feature requirements.
User Sentiment User satisfaction level icon: excellent
Cost Breakdown
$10 or less
Company Size
Small Medium Large
Deployment
Cloud On-Premise
Platform
Mac Windows Linux Chromebook Android
Request with no obligation:
Demo Pricing

WebCoRE

by The Changing Workplace
WebCoRE
WebCoRE is a sophisticated software solution designed to streamline workplace management tasks, including space utilization, resource allocation, and employee scheduling. It is particularly well-suited for medium to large enterprises that require efficient management of their physical workspace and resources. This is due to its robust capabilities in handling complex organizational needs and its ability to integrate seamlessly with existing systems. Key benefits of WebCoRE include enhanced operational efficiency, improved space utilization, and better resource management. Popular features encompass real-time data analytics, customizable dashboards, and automated reporting, which collectively empower managers to make informed decisions. Users often highlight its intuitive interface and comprehensive functionality as standout attributes. Compared to similar products, WebCoRE is praised for its user-friendly design and reliable performance. Pricing details are typically customized based on the specific requirements of the organization, so it is advisable to contact SelectHub for a tailored quote. Payment structures can vary, often involving subscription-based models with periodic payments.
User Sentiment User satisfaction level icon: excellent
Cost Breakdown
$500 - $1,000
Company Size
Small Medium Large
Deployment
Cloud On-Premise
Platform
Mac Windows Linux Chromebook Android
Request with no obligation:
Demo Pricing

Buyer's Guide

Space Management Software Is All About Optimizing Space Use

By Riya Jamble, Technical Writer at SelectHub

Space Management Software BG Intro

Do you feel the frustration of underused spaces, inefficient layouts and the demands of flexible work? Space management software streamlines your workspace management by providing real-time insights, enabling agile planning and fostering collaboration for optimal efficiency.

If your company has outgrown its current space management software or you’re scouting for a better way to manage and maintain your physical spaces, then you’ve come to the right place.

In this buyer’s guide, we’ll go over the benefits and features of space management — which falls under the purview of facility management software — software to help you pick an ideal solution.

Executive Summary

  • Space management solutions help organizations manage, maintain and use physical spaces optimally.
  • Key features you should consider include reservation management, data visualization tools, space allocation management and mobile capabilities.
  • Prepare a list of vendor-related questions to make informed buying decisions.
What This Guide Covers:

What Is Space Management Software?

Space management software is a tool that helps organizations plan, manage and optimize their physical spaces while allowing customers or employees to book workstations, rooms or facilities.

These systems provide features such as reservation systems, capacity planning, occupancy sensor integration and reporting capabilities.

They enable you to create and maintain a facility’s digital map, including room, furniture and equipment layouts.

You can also track, allocate and manage space for departments or individuals while monitoring and reporting space usage over time.

Some solutions also integrate with:

Related Categories

They help you improve your space usage efficiency, reduce costs and improve communication between different departments.

The Most Popular Space Management Software

Are you feeling overwhelmed by the multitude of space management apps available on the market? Jumpstart your search with three of the most popular products.

IBM Maximo

IBM Maximo is a cloud-based or on-premise solution that helps organizations streamline enterprise asset management and maintenance workflows and enhance operational efficiency.

It offers asset life cycle management, work order tools, workforce management apps, predictive maintenance programs and mobile capabilities.

While not its primary focus, here’s how you can use it for space management:

  • IBM Maximo Spatial: Visualize asset locations on a map to gain insights into their distribution across your physical spaces.
  • Integration: Integrate with IBM TRIRIGA to access comprehensive space management features, including floor plan management, space reservation, occupancy tracking and analysis, and usage reporting.

IBM Maximo

Switch between layers to focus on specific data, minimizing visual noise and improving overall clarity. Source

IBM Maximo Overview
Analyst Rating 90
User Sentiment Score 87%
Free Trial Yes
Deployment Cloud & On-Premise
Company Size M | L
Starting Price $$$
What It's Best For
Module SelectHub Analyst Score
Mobile EAM 100
Analytics and Reporting 100
Work Order Management 98
Spare Parts Handling 97
Maintenance and Inspection Management 94
Pros and Cons From User Reviews
Pros Cons
Asset Management: Every user who mentioned this aspect appreciated that the system helps reduce asset downtime. User Interface: More than 60% of reviewers referring to the interface felt that it needs to be improved so novice users can easily adapt to it.
Customization: Extensive customizations help users fit the software to their company, according to every review referring to this feature. Implementation: The implementation process is hard and has a steep learning curve, according to all users referring to this aspect.
Tracking: All users mentioning tracking liked that the system helps keep track of site issues, inventory, assets and expenses. Pricey Licensing: More than 80% of reviewers felt that the cost of licensing was on the higher end.
Easy to Use: More than 90% of reviews on usability said the solution has an easy-to-use interface. Attachments: It’s difficult to link external documents like Word and Excel, and attaching images takes awhile, according to every review referring to this feature.
Reports: Reports have helped in analyzing the expense on individual assets and more, as stated by more than 70% of users referring to this feature.  
Integration: Integration with multiple systems like SCADA has helped smooth out various processes, according to more than 60% of reviews mentioning this feature.  

Corrigo

Corrigo is a cloud-based facility management solution designed to streamline maintenance operations, optimize asset performance, and improve resource allocation and usage.

Its space management capabilities include:

  • Integration: Integrate with building management systems to collect real-time data on temperature, humidity and energy consumption, optimizing environmental conditions for occupant comfort.
  • Reporting: Access centralized, real-time data on space capacity and availability to make informed decisions.
  • Dashboard: Allow stakeholders to track, manage and access holistic, real-time views of your real estate portfolio.
  • Cost Allocation: Chargeback space and assets to respective general ledgers for financial transparency.

Corrigo

Take properties offline to prevent new bookings. Source

Corrigo Overview
User Sentiment Score 77%
Deployment Cloud
Company Size S | M
Starting Price $$$$

Accruent

Accruent offers comprehensive space planning capabilities to help organizations visualize, plan and optimize space usage.

Some of its modules include:

  • Interactive Floor Plans: Create and manage digital floor plans, adding furniture, equipment and personnel for a clear visual representation of your space.
  • 3D Modeling: Design and experience your space in a virtual environment. Test different layouts, furniture configurations and lighting schemes before implementation.
  • Move Management: Schedule movers, track furniture and equipment movement, and update floor plans automatically.
  • Mobile Booking: Book rooms, desks and other resources on the go. 

Beyond space planning, it provides lease management, facilities maintenance, energy management tools and compliance tracking capabilities.

Accruent

Book workspaces via the mobile app. Source

Accruent Overview
User Sentiment Score 91%
Deployment Cloud
Company Size S | M | L
Starting Price $$$$$

Primary Benefits

We’ve outlined some benefits you can reap by implementing space management software below.

Space Management Software Benefits

Optimize Space Usage & Lower Costs

Inefficient allocation leads to wasted space, higher costs and underused resources. Space management solutions enable you to allocate spaces based on actual needs, ensuring that you use each area to its full potential.

They provide detailed information about how you’re using your space, allowing you to identify and repurpose underused or unused spaces to maximize value and eliminate unnecessary waste.

Some systems offer digital mapping to help you plan and design new spaces or reconfigure existing spaces to meet your organization’s changing needs.

They also enable you to streamline space planning workflows with visual occupancy analysis and communication tools.

Through better space planning, you can implement energy-efficient measures, reducing utility costs.

Optimizing space usage also helps you potentially downsize offices or avoid expansion, saving on rent and utilities.

Furthermore, tracking assets effectively assists you in minimizing unnecessary purchases and optimizing maintenance schedules.

Enhance Decision-Making

Space management systems contribute to improved decision-making by allowing you to:

  • Collect and analyze data on space usage, occupancy rates and employee behaviors to make informed decisions about office layouts and resource allocation.
  • Identify underused areas and high-traffic zones to optimize space allocation.
  • Implement changes based on workspace usage data to enhance employee satisfaction and productivity.
  • Reconfigure office layouts and reallocate space for new projects or teams to adapt to changing needs and trends.

Improve Communication & Collaboration

Space management systems provide communication and collaboration tools, enabling you to:

  • Check and book meeting rooms and workspaces in real time, avoiding conflicts and facilitating quick reservations.
  • Locate and contact colleagues through the employee directory, reducing time spent on searching contact details.
  • Receive automated notifications and reminders for upcoming meetings, space reservations and workspace changes to stay updated.

Ensure Compliance

Space management software helps you meet regulatory requirements related to space usage and safety such as:

These solutions also help you streamline safety-related tasks like tracking and monitoring safety equipment and conducting regular safety inspections.

Key Features & Functionality

Visualization Tools

Gain a graphical representation of your building or campus layouts with visual maps.

Easily understand the spatial organization, navigate through different areas and quickly locate specific rooms or departments.

Generate graphical reports based on building, room or floor-plan drawings to analyze trends and usage patterns to identify areas for improvement.

Integrate with BIM systems, like AutoCAD or Revit, to visualize spatial data in detail.

Space Allocation & Management

Space management solutions offer several allocation and management features like:

  • Reservation: Book spaces for meetings, events or other purposes using a centralized calendar or scheduling system.
  • Occupancy Tracking: Track who’s using what space, whether via desk sensors, badge access or manual check-in, in real time.
  • Hot Desking Management: Set up hot desking policies, reserve dedicated or unassigned desks, manage preferences, and view desk availability in real time across locations.
  • Cost Tracking: Allocate space costs to departments or individuals based on usage data.

Reporting

Generate space usage reports to determine occupancy rates and identify peak usage times.

Track reservation history and analyze trends in reservation and booking activity.

Monitor energy consumption and calculate your carbon footprint to report environmental impacts.

Log maintenance requests and monitor assets’ conditions within spaces.

Create custom reports and use data analytics tools for insights.

Mobile App

Here are common mobile app features associated with space management software:

  • Check meeting rooms, workspaces and other areas availability in real time.
  • Use QR codes for easy check-in and access to reserved spaces.
  • Receive confirmations for space bookings and notifications for upcoming reservations.
  • Submit and track maintenance requests for space or facility-related issues.

Inventory Management

Create and maintain a comprehensive inventory of all your spaces, including offices, meeting rooms, conference halls, common areas, storage facilities and even outdoor spaces with inventory management tools.

Define their capacity, amenities, equipment availability and booking rules.

Software Comparison Strategy

Selecting the right space management system for your organization isn’t an easy task. Here's a step-by-step guide to help you make an informed choice:

  • Define Your Objectives: Identify the specific challenges or requirements you aim to address with the software.
  • Assess Your Current Needs: Consider factors such as your company size, space types you manage (offices, meeting rooms or collaborative areas) and any unique requirements.
  • Involve Stakeholders: Engage key stakeholders, including facility managers, IT professionals and end-users, in the decision-making process. Gather insights into their specific needs and preferences.
  • Compare Features: Consider modules like reservation management, data visualization tools, space allocation management and mobile capabilities. Compare these features across different solutions to ensure they align with your requirements.
  • Consider Scalability: Choose a solution that can adapt to your organization’s size and structure changes.
  • Request Trials or Demos: Request a trial or demo of the software to experience its functionality firsthand. 
  • Assess Vendor Support and Training: Evaluate the level of support provided by vendors. Inquire about training resources, customer support channels and documentation availability.
  • Gather References and Case Studies: Seek references from other organizations that implemented the system and review case studies to understand how the software successfully addressed similar challenges.

Still wondering where to begin? Check out our Lean Selection methodology — a nine-step process that guides you through your software selection journey.

Cost & Pricing Considerations

When considering space management system costs, you should account for the following factors:

  1. Initial Cost: This encompasses software license, customization and integration fees.
  2. Ongoing Costs: There may be ongoing costs such as annual maintenance, upgrades or technical support fees.
  3. Implementation Costs: There may be implementation fees for staff training, data migration and integration with existing systems.
  4. Hardware Costs: You may have to install additional hardware, such as sensors, cameras or other equipment, for the software to function fully.
  5. Pricing Structure: The pricing structure for the software might affect its total cost of ownership for your software. Vendors may offer different pricing models, including SaaS pricing models, such as subscription-based and per-user pricing, or a licensing fee. Depending on your budget, you can choose which model is most cost-effective for your business.
  6. Return on Investment (ROI): Consider the system’s potential return on investment to determine if its costs are justified.

Questions To Ask

Before selecting a space management system, understand its purpose in your organization by asking these internal questions.

  • What’re our specific space management needs, and how does the software align with them?
  • Will we need dedicated IT resources? If yes, how much would that cost?
  • What type of data do we need to collect and analyze to make informed decisions about space usage?
  • Do we need the space management solution to integrate with other business software?
  • What deployment methods are we open to? Does our industry have specific deployment requirements?

Space Management Software Key Questions To Ask

The vendor’s caliber, experience, viability and vision for their product should play a role in your software decision. Before you settle on one of the many space management platforms, ask vendors:

  • What’s your installation and integration methodology?
  • How does your software compare to other leading space management solutions in terms of features, pricing and ease of use?
  • Does the solution provide suggestions for improving space usage (e.g., identifying underused areas or recommending room reconfigurations)?
  • Does the system accommodate users with disabilities, including features like screen readers and keyboard navigation?
  • What’re the biggest challenges your customers face when implementing your software, and how do you help them overcome those challenges?

FAQs

What qualifies a product as a space management tool?

A product is considered a space management tool when it systematically organizes and optimizes available space, facilitating efficient usage. 

These apps typically provide features like:

  • Real-time occupancy tracking
  • Visual analytics
  • Booking tools
  • Customizable configurations

How does a space management system enhance efficiency?

Space management systems help you enhance efficiency through real-time tracking, optimized space usage, automated forecasting, cloud-based accessibility, on-the-fly reporting and digestible data visualizations.

Which industries can use space management solutions?

Space management solutions provide benefits to industries like:

  • Retail: Organize product displays, aisles and customer areas to provide enhanced shopping experiences.
  • Manufacturing: Streamline warehouse organization for efficient inventory management.
  • Office Spaces: Track desk usage, meeting room availability and collaborative spaces, fostering an agile and dynamic work environment.
  • Health Care: Organize waiting rooms, treatment areas and facilities for improved patient flow and accessibility.
  • Education: Manage classrooms, study areas and administrative spaces efficiently.
  • Hospitality: Organize guest rooms, common areas and event spaces to enhance guest experiences.

Next Steps

Space management software enables you to manage physical spaces to help you optimize their maintenance and use.

It collates all information on a single interface and provides various benefits ranging from better efficiency to improved collaboration.

When deciding on space management solutions, carefully consider your needs. Choose a system that enhances your space management, improves floor planning and reduces maintenance costs.

Ready to go deeper? Our free comparison report makes it easy to find products that match your needs and compare leading solutions.

You can also determine functional and technical requirements, view software benefits, and uncover user sentiments.

Need more assistance? Don’t hesitate to reach out to us via the contact and email mentioned on our website.

Additional Resources

About The Contributors

The following expert team members are responsible for creating, reviewing, and fact checking the accuracy of this content.

Riya
By Riya Jamble
Technical Content Writer
Riya is a Technical Content Writer at SelectHub. She writes content for our construction scheduling and bidding, CMMS and medical billing categories. She's also a part of the social media team where she crafts posts that engage and resonate with our audience. Riya holds a Graduate Degree in Journalism and Mass Communication from Lovely Professional University, Punjab, India. Fueled by a love for black coffee, her day begins and ends with its energizing ritual. Riya enjoys a variety of TV series, including Friends, Suits, American Horror Story, and How to Get Away with Murder. During her free time, you'll find her reading or spending time with her close ones. She believes in magic and is waiting for that day when reality compromises and fairytale swirls around with a smile.
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Mohit
Technical Research By Mohit Hariramani
Senior Analyst
Mohit has a degree and Master in Finance from Mumbai, India, his years of professional market research experience started in 2019. His expertise lies in categories such as Enterprise Resource Planning (ERP), Manufacturing, Inventory Management, Manufacturing Execution Systems (MES), Facility Management Software (FMS), POS Systems (Point of Sale) and more. Through his academic and professional background, he honed skills in attention to detail, navigating ambiguity, and analytical prowess, which uniquely equip him to manage and thrive in the dynamic landscape of these diverse categories. He's passionate about leveraging his knowledge and experience to contribute effectively to the assigned technology areas.
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Kankana
Technical Review By Kankana Kalita
Principal Analyst
A seasoned business and research analyst, Kankana Kalita specializes in ERP, CMMS, manufacturing, construction, supply chain, HRMS and CRM. Prior to joining SelectHub, she earned a Bachelor's degree in Computer Science and Engineering, an MBA in Operations and Marketing, and worked in email marketing and logistics.
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Ryan
Edited By Ryan McElroy
Content Editor
Ryan McElroy is a Content Editor and Senior Market Analyst at SelectHub who writes and edits content on various software types, along with their broader concepts and the industries they serve, including medical, construction, CMMS, supply chain management and legal. He studied at the University of Missouri (Mizzou) and earned his BA in Journalism in 2016. During his free time, you’ll find Ryan playing video/card/board games, sipping coffee and reading speculative fiction, or listening to music his loved ones often describe as “headache-inducing.”
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