For office managers

Workplace software built for office managers

Team days, meeting rooms, visitors, parking, and the reports finance keeps asking for. One platform that does the chasing, so the office runs without you herding it.

Book a demo Calculate your space needs

Whole-team booking in minutes Front desk covered iOS & Android apps Real human support, 24/7

Office manager coordinating a team day in a busy open office

Team day booked21 people, 2 minutes

Team days, rooms, and visitors, run from one place.

See it in action

A 21-person team day, organised in about two minutes

Our founder walks through bulk team booking, narrated slowly, still done in about two minutes.

The HybridHero way

Office admin is scattered. Let's fix it

Spreadsheets, email chains, walking the floor to count heads, and refereeing who booked desk 7. Every tool sees a slice of the office; nobody sees the whole day.

The old way

Team days organised by email thread and hope
A paper visitor book nobody can search or audit
Desks booked and abandoned, and you play desk police
Attendance numbers rebuilt by hand every month end

The HybridHero way

Whole teams bulk booked to preferred desks in one pass
Visitors pre-registered, checked in at a kiosk, logged for audit
No-shows auto-release, so the floor plan tells the truth
Attendance and utilisation exported in a click, any day

Team days

Plan around the week you actually have

Most offices peak midweek and echo on Fridays. HybridHero shows the pattern, then lets you act on it: bulk book anchor days, set capacity limits for the peaks, and stop paying attention to the days that run themselves. See the two-minute version in the bulk team booking walkthrough.

Select the team, pick the day, everyone gets their preferred desk
Remote exceptions flagged in the same pass
Requested desks resolved on the spot, no inbox limbo
Booking windows and auto-release keep desk access fair, so you stop playing referee

Peak days, from the product

Real HybridHero reporting: the midweek peak every office manager recognises

HybridHero peak days heatmap report showing midweek attendance peaks

A visitor, start to finish

No paper book, no "who are you here to see?"

1Pre-registeredHost adds the visitor before the day; reception already knows.

2Kiosk check-inVisitor signs in at the kiosk; badge prints; NDA captured if required.

3Host notifiedAutomatic ping the moment their guest arrives. Nobody hovers at reception.

4Logged for auditSign-in, sign-out, and history searchable when compliance asks.

Front desk

A front desk that runs itself

The visitor book is usually the office manager's problem twice: once every morning, and once a year when someone asks for records it cannot produce. Visitor management replaces it with a flow that looks after guests, hosts, and the audit trail at once.

Kiosk check-in with badge printing and host notifications
NDA capture where visits need it
A searchable record instead of a logbook in a drawer

Reporting

The report finance asks for, already made

Booked is not the same as used, and the gap between them is where desks quietly waste money. Reporting and analytics tracks both, by floor, team, and day, so the monthly ops pack is an export, not an afternoon. And because good office management is invisible when it works, the report doubles as proof of the work nobody sees. When the bigger space question lands, the same data feeds the space management case.

Attendance and desk utilisation without manual counting
Auto-release keeps the numbers honest
Exports ready for the board pack

Cost per desk, from the product

Real HybridHero reporting: what each desk actually costs against how it is used

How it works

Live in days, not quarters

1Map your officeWe help you load floor plans, desks, rooms, and parking bays, and connect Microsoft 365 or Google Calendar, with onboarding support included rather than a documentation link.

2Set the rules onceBooking windows, capacity limits, team neighbourhoods, auto-release for no-shows. The policy runs itself from day one.

3Invite the teamPeople book from web, iOS, or Android on the interactive floor plan. You watch adoption in the reporting, not in a spreadsheet.

The toolkit

The products office managers lean on daily

Desk bookingPreferred desks, team days, and bulk booking on a live floor plan.Explore desk booking › Meeting roomsLive availability, close matches, and booking on behalf across offices.Explore rooms › Visitor managementKiosk check-in, badges, host alerts, and the audit trail behind them.Explore visitors › ParkingBays booked ahead, auto-released, and visible to the whole office.Explore parking ›

Plays well with your stack

Fits the tools your office already runs on

Bookings stay in step with the calendars people actually use, and sign-in comes from your identity provider, so there is no second password to forget.

Microsoft 365

Outlook

Microsoft Teams

Google Calendar

Entra ID SSO

Okta SSO iOS & Android apps

Enterprise controls, SSO and SCIM detail ›

A day, handled

What Tuesday looks like with the admin gone

Most office manager tools promise "visibility". You do not need another dashboard to watch; you need the chasing to stop. HybridHero moves the repetitive work, booking, reminding, releasing, reporting, into the platform, and leaves you the judgement calls.

It is the same platform your team already books desks in, so there is nothing new to roll out for them, and setup comes with onboarding support rather than a documentation link.

8:45Thursday's team day, bookedQA's 21 people bulk booked to preferred desks, three flagged remote, done before coffee.
9:30Client arrives, badge waitingPre-registered last week; host pinged automatically, sign-in logged for the audit trail.
11:00Board room conflict, resolvedClose-match suggestions found a room the right size two floors down. No email chain.
16:00Monthly report, exportedAttendance and utilisation by floor, straight into the ops pack for Friday.

Free tools

Take something useful, no demo required

Office Space Utilisation Calculator

Work out how many desks your headcount and attendance pattern actually need, and what the surplus is costing, in a few minutes.

Open the calculator

Office Space Planning Checklist

The step-by-step checklist for planning a floor move, refit, or downsize without missing the things people only notice on day one.

Get the checklist

Client Success

Organisations that improved visibility, reduced waste, and planned with confidence

Client proof grounded in measurable outcomes, from recognised organisations.

Media investment analysis

Ebiquity reduced desk demand and supported team neighbourhoods

Challenge: A new office across three floors created concern around team proximity and desk allocation.

Outcome: HybridHero supported agile working and reduced office costs by cutting the number of desks required.

"Reduced costs by reducing the number of desks we required."

Customer onboarding platform

HooYu improved desk visibility after downsizing office capacity

Challenge: The business moved from 50 desks to 20 and needed employees to plan office visits with confidence.

Outcome: HybridHero gave staff clearer desk visibility and a simpler experience for both admins and employees.

"Easy to use as an administrator which makes everyone's job a lot easier."

Specialty insurance and reinsurance

Hamilton Group made office return simpler and more efficient

Challenge: The team needed a simple, user-friendly system to support an organised return without heavy training.

Outcome: HybridHero helped manage hybrid arrangements and identify workspace savings through better visibility.

"HybridHero helps us manage hybrid office arrangement and optimize our workspace."

Credit insurance and risk management

Coface used HybridHero to support hybrid working and improve real estate decisions

Challenge: As office utilisation fell across multiple countries, Coface needed to support employee wellbeing while redesigning workplace strategy.

Outcome: HybridHero gave leadership better utilisation visibility while helping employees return with greater confidence.

"The data from the HybridHero reporting module gives us a good overview of the utilization of our office space."

Who this page is for

Built for the person who actually runs the office

Office managersOne platform for the whole job: space, people flow, visitors, and the numbers.

Office coordinatorsTeam days and room bookings handled in minutes, not mornings.

Executive assistantsRooms across cities from one dashboard, with approvals where they belong.

Workplace managersPolicy, utilisation, and reporting across sites, without another point tool.

Verified reviews

Trusted by teams at organisations
of every size

44 verified reviews from enterprise, mid-market, and scaling businesses across construction, banking, healthcare, consulting, and beyond.

4.3

Average rating on Capterra

Capterra

G2 4.5 Independently verified

Banking · 1,000+ employees

A modern solution that meets the demands of hybrid work without overcomplicating things. Real-time desk availability and Outlook integration keeps everything in sync across our teams.

Joan C

Banking, 1,001-5,000 employees

Capterra

Construction · 10,000+ employees

The ability to clone the previous week's bookings and block book desks saves real time at scale. You can instantly identify who is in the office and exactly where they are sitting across the building.

Matt L

Construction, 10,000+ employees

Capterra

Architecture · Multi-office

A smart system with Outlook and Teams integration that lets us coordinate remote and in-office staff efficiently across our Glasgow office. Workspace planning is now much less manual.

Oleksii L

Architecture and planning, multi-office

Capterra

Consulting · 10,000+ employees

I can view the office floor plan and choose exactly where I want to sit. Knowing who is around me and being able to identify colleagues by desk location has changed how I use the office.

Aidan H

Management consulting, 10,000+ employees

Capterra

Energy · 10,000+ employees

Booking desks in advance now takes fewer steps. Push notifications for upcoming bookings and one-tap check-in have made our daily office routine significantly smoother for the whole team.

Heidi H

Oil and energy, 10,000+ employees

Capterra

Healthcare · 1,000+ employees

The support team were outstanding during our transition to the upgraded system. They were always willing to help, and if we unlocked more features they would integrate well with what we already have.

Benjamin L

Hospital and health care, 1,001-5,000 employees

Capterra

Education · 500+ employees

We started with desk booking years ago and recently added the HR module. Both are great. Customer support is responsive and the team are always willing to help when we need it.

Grace R

Education management, 501-1,000 employees

Capterra

Construction · Growing team

Our experience with HybridHero has been great and we look forward to working with them for many years. A professionally built product backed by a genuinely helpful support team.

Andrew B

Construction, growing business

Capterra

Read all 44 reviews on Capterra

Frequently asked questions

Questions office managers ask us

The practical questions, answered straight.

What does HybridHero cover for an office manager?

The whole daily job on one platform: desk booking and team days, meeting rooms, visitor management with kiosk check-in and badges, parking, and reporting on attendance and utilisation. One login, one admin view, one set of reports.

How long does it take to organise a team day?

Minutes. Bulk team booking selects everyone without a booking, books them to their preferred desks, and lets you flag exceptions as remote in the same pass. In our walkthrough video, a 21-person team is fully organised in about two minutes.

Will my team actually use it?

Adoption is the real test of any booking tool, which is why booking is designed to take seconds from web, iOS, or Android on an interactive floor plan, and no-shows auto-release so the system stays honest. Our guide to desk booking adoption covers what makes rollouts stick.

Do I need IT to set it up?

Setup comes with onboarding support from our team, and the platform syncs with Microsoft 365, Outlook, Teams, and Google Calendar. IT involvement is typically limited to approving the calendar and identity connections.

How do you keep desk booking fair?

With rules instead of refereeing: booking windows control how far ahead desks open, capacity limits keep anchor days workable, preferred desks give people consistency, and no-shows auto-release so nobody hoards a desk they are not using. The complaints stop landing on your desk.

What does it cost?

Pricing is by custom quote based on your headcount and the modules you need, so you are not paying per desk or per space. Request a quote and we will price your actual setup.

See all HybridHero FAQs

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