Flexwhere
Desk booking software
Meeting room booking systems
Space management software
- Features
- Ease of use
- Ease of management
- Quality of support
- Affordability
- Market presence
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€1.99 per user per month
Free TrialFree version
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What is Flexwhere
Flexwhere is a workplace space management platform used to manage hybrid office attendance and allocate desks and meeting rooms. It supports employee self-service bookings and provides administrators with visibility into space usage and occupancy. The product is typically used by office managers, facilities teams, and HR/operations teams to coordinate flexible work policies and day-to-day office planning.
Unified desk and room booking
Flexwhere supports booking workflows for both desks and meeting rooms in one system. This reduces the need to maintain separate tools for different space types. It fits organizations that want a single interface for employee reservations and basic space administration.
Occupancy and utilization visibility
The platform provides reporting and dashboards aimed at understanding how spaces are used over time. This helps facilities and workplace teams make decisions about capacity planning and office layout changes. It aligns with common requirements in hybrid-workplace toolsets where utilization data is a core administrative need.
Hybrid work planning features
Flexwhere is designed around hybrid attendance patterns, including planning who is in the office and when. This supports coordination for teams that want to align office days and avoid overcrowding. It is suited to organizations implementing flexible seating and shared spaces rather than assigned desks.
Limited public technical detail
Publicly available documentation on APIs, data export options, and deeper administrative controls is limited compared with some established platforms in this category. This can make it harder to validate integration fit before procurement. Buyers may need vendor-led demos or trials to confirm requirements such as SSO, SCIM, and audit logging.
May require process change
Effective use typically depends on employees adopting booking and check-in habits consistently. Organizations without clear hybrid-work policies may see lower data quality and less reliable utilization reporting. Rollouts often require change management and internal communications to achieve consistent usage.
Advanced enterprise needs unclear
Support for complex enterprise scenarios (multi-entity governance, granular role models, custom analytics, and large-scale deployment controls) is not clearly evidenced in public materials. Larger organizations may need to confirm capabilities around compliance, data residency, and administrative delegation. This can add evaluation time for regulated or multi-region deployments.
Plan & Pricing
| Plan | Price | Key features & notes |
|---|---|---|
| Basic (Free) | Free — up to 25 users (no time limit) | Up to 25 users; 1 floor plan at a single location; book desks & ad-hoc meeting rooms; book up to 1 week in advance; web & mobile app; online support; no credit card required.. |
| Standard | €1.99 per user/month (billed annually, excl. VAT) | Unlimited users; unlimited floors at up to 3 premises; implementation & floor plan design assistance; guest & group booking; auto-release no-shows after 1 hour; historical data & stats for the past month. |
| Business | €3.68 per user/month (billed annually, excl. VAT) | Unlimited premises; book pool cars & parking spots; assign user roles; anonymise users & bookings; API access; historical data & stats for the past year. |
| Meeting Rooms (separate offering) | €15.00 per room/month (billed annually, excl. VAT) | Purpose-built meeting-room plan: unlimited users, calendar integrations, meeting-room display app; billed per room (no per-user fees). |
Notes & add-ons (official site): Pilot offering — 6-week pilot available for €150 (pilot period starts from final implementation meeting; pilot fee refundable if you purchase a licence). Some add-ons & regional notes shown on UK site: pool car add-on +£3 per car/month; certain integrations +£0.50 per user/month; monthly attendance reports +£150/month. All pricing shown on the vendor site is billed annually and excludes VAT unless otherwise stated. (All items above taken from Flexwhere official pricing and UK pricing pages.)
