flexwhere.com

What It Is

Flexwhere is desk-sharing and office space management software built for hybrid work. Its core purpose is to help employees find a desk, locate colleagues, book meeting rooms, and reserve parking spaces when they come into the office. It shows real-time availability through interactive floor plans and works on both web and mobile, making it suitable for managing shared office space across anything from small teams to multi-site enterprises.

Core Features and Collaboration

Flexwhere covers desk booking, meeting room booking, parking space and shared vehicle reservations, resource tag filtering, real-time occupancy status, meeting room displays, group bookings, visitor bookings, and booking on behalf of colleagues. On the collaboration side, it supports features such as Find My Colleague, Buddy List, an overview of who is in the office, and the ability to view teammates’ bookings, helping improve in-office coordination in hybrid work setups. The Business plan also supports user role assignment, anonymized users, and anonymized bookings, which makes it better suited to organizations with stricter permission and privacy requirements.

Integrations, Data, and Automation

Flexwhere’s integration capabilities are practical. The source text mentions Outlook, Google Calendar, TopDesk, Microsoft Graph, Microsoft Teams, as well as environments such as Citrix, VMWare, and RDP/RDS. The Business plan provides an API for integration with other systems. For occupancy detection, it supports automatic check-in or release via Wi‑Fi, IP address, docking stations, desktop clients, and sensors, helping reduce manual check-ins and ghost bookings. On the data side, it provides historical statistics, heatmaps, company attendance reports, and exports, although retention periods vary by plan: Standard is mainly limited to 1 month, while Business and Meeting Rooms can go up to 1 year.

Pricing and Value for Money

Pricing is fairly clear: Basic is free, supports up to 25 people, 1 location, and 1 floor, and is suitable for trials or small teams. Standard costs €1.99/user/month, supports unlimited users, and allows up to 3 locations. Business costs €3.68/user/month and unlocks unlimited locations, parking spaces, shared vehicles, roles, anonymization, and API access. Meeting Rooms costs €15/meeting room/month with unlimited users. Overall, the per-user price is attractive compared with similar space management tools, though sensors, meeting room display devices, and related hardware may add extra costs.

Pros, Cons, and Best Fit

The main advantages are its low entry barrier, broad feature coverage, strong visual experience, and good alignment with Microsoft and calendar ecosystems. The drawbacks are that advanced capabilities are concentrated in the Business plan, and security and compliance disclosures appear limited; no SLA, data residency, or certification details were found in the provided text. Flexwhere is best suited to companies adopting hybrid work, looking to optimize office space utilization, or managing multi-floor or multi-location offices.

Access from China and Alternatives

The text does not provide information on access from mainland China, RMB payments, or local invoicing, so China access is rated as unknown. Chinese companies considering procurement should carefully verify direct connection speed, mobile app usability, payment methods, contract terms, and data compliance. Comparable alternatives include Robin, Envoy, Skedda, OfficeSpace, Condeco, Kadence, as well as meeting room and space reservation solutions within the Feishu, DingTalk, and WeCom ecosystems.