For Operations and General Managers

HybridHero for Operations and General Managers

Every site, one view. Cost per desk and utilisation you can take to a lease decision, policy compliance you can see without visiting, and one platform where there used to be five tools.

Book a demo Calculate your space needs

Unlimited sites, one tenant Cost per desk, from the product iOS & Android apps Real human support, 24/7

Operations lead reviewing workplace plans with colleagues

Cost per deskupdated live

Every site and its numbers, one view.

The HybridHero way

Five tools, no answers. Let's consolidate

A booking tool here, a visitor system there, a parking spreadsheet, a reporting export someone builds by hand. Each site runs its own way, and every question about the estate turns into a data collection project.

The old way

A different tool and process at every site
Utilisation guessed from walk-arounds and anecdotes
Policy compliance checked by asking site managers nicely
The estate question answered with a two-week spreadsheet exercise

The HybridHero way

Desks, rooms, visitors, and parking on one platform, every site
Booked against actual utilisation, by site, floor, and day
One policy, applied by the platform, visible from head office
Cost per desk and utilisation exported in a click for the lease decision

Multi-site visibility

Every office, one pane

HybridHero supports unlimited locations under one tenant. Each site keeps its own floor plans, capacity rules, and admin permissions, while you get consolidated attendance and utilisation across every office without asking anyone to send a spreadsheet. The enterprise page covers the governance detail.

Unlimited sites under one tenant, each with its own rules
Consolidated reporting across every office
Per-site admin permissions, central policy
No more "can you send me your numbers" emails

Utilisation by floor, from the product

Real HybridHero reporting: booked against used, floor by floor

HybridHero utilisation by floor report across an office portfolio

From data to decision

The estate question, answered from the product

1The platform records realityBookings, check-ins, and no-shows across every site.

2Utilisation surfaces the gapBooked against used, floor by floor, with nothing collected by hand.

3Cost per desk prices itWhat each desk costs against what it delivers.

4You decide on evidenceRenew smaller, consolidate a floor, or reallocate with confidence.

Decisions

Cost per desk, ready for the lease meeting

Booked is not the same as used, and the gap is where the estate wastes money. Reporting and analytics tracks both, so when the renewal or consolidation question lands, the answer is an export, not a project. Ebiquity used exactly this data to cut the desks required in its new office. The same evidence feeds the space management case.

Cost per desk against how each desk is actually used
Booked versus actual utilisation, by site, floor, and day
Auto-release keeps the numbers honest
Exports ready for the board pack and the lease negotiation

Policy compliance

One policy, applied everywhere

Booking windows, capacity limits, auto-release, and visitor rules are set once and applied by the platform at every site, so compliance stops depending on how diligent each site manager is. What used to be a monthly nag is now a report you read.

Central rules, per-site flexibility where you allow it
Attendance against policy visible by site and team
Visitor and parking rules applied consistently
Exceptions visible from head office, not discovered on a site visit

Peak days, from the product

Real HybridHero reporting: the demand pattern behind capacity decisions

HybridHero peak days heatmap report showing midweek attendance peaks

How it works

Live in days, not quarters

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

2Set the rules onceBooking windows, capacity limits, visitor rules, auto-release for no-shows. One policy, applied by the platform at every site.

3Read the reportingPeople book from web, iOS, or Android. You watch utilisation, cost per desk, and compliance across the estate from one view.

The toolkit

The products operations leaders lean on

Desk bookingPreferred desks, team days, and auto-release across every site.Explore desk booking › ReportingUtilisation, cost per desk, and attendance across the estate.Explore reporting › Visitor managementKiosk check-in, badges, host alerts, and the audit trail behind them.Explore visitors › ParkingBays booked ahead, auto-released, and visible across offices.Explore parking ›

Plays well with your stack

Fits the stack your offices already run on

Bookings stay in step with the calendars people actually use, and sign-in comes from your identity provider, so rolling out to every site does not add a 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 month, handled

What the estate review looks like with the data ready

Operations tools promise dashboards. What operations leaders actually need is for the estate questions to stop requiring a data collection project. HybridHero records reality at every site and turns the monthly review into reading, not assembling.

It is the same platform every site already books desks in, so there is nothing extra to roll out, and setup comes with onboarding support rather than a documentation link.

Wk 1Site review, no site visitUtilisation and attendance by floor for every office, from one login.
Wk 2Lease renewal question landsCost per desk and utilisation exported the same afternoon.
Wk 3Policy exception spottedOne site trending over capacity on anchor days; rules adjusted centrally.
Wk 4Board pack, exportedThe estate slide comes from the product, not from a fortnight of spreadsheets.

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

Workplace Utilisation Audit Kit

The step-by-step kit for auditing how your offices are actually used, and turning the findings into decisions.

Get the audit kit

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 people who answer for the estate

Operations directorsMulti-site visibility, one policy, and the numbers that survive a board meeting.

General managersThe whole office stack on one platform, with compliance you can see.

Heads of workplaceUtilisation and cost per desk for the space decisions that keep landing on you.

Finance partnersCost per desk and booked-versus-used data straight from the product.

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 operations leaders ask us

The practical questions, answered straight.

How does HybridHero work across multiple offices?

One tenant, unlimited sites. Each location has its own floor plans, capacity rules, and admin permissions, while leadership gets consolidated attendance, utilisation, and cost per desk across every office without manual data collection.

Can HybridHero tell me what each desk costs?

Yes. The cost per desk report sets what each desk costs against how it is actually used, and the utilisation reporting shows booked against used by site, floor, and day. That gap is where estate savings hide.

How does it replace the tools we already have?

Desk booking, meeting rooms, visitor management, parking, and reporting sit on one platform with one login and one dataset, so workflows that used to span three or four tools become one. The Switch Programme handles migration from an incumbent platform.

How do we keep policy consistent across sites?

Rules are set centrally and applied by the platform: booking windows, capacity limits, auto-release, and visitor rules run the same way at every site, with per-site flexibility where you allow it. Compliance becomes a report, not a monthly chase.

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.

What does it cost?

Pricing is by custom quote based on your headcount and the modules you need. Request a quote and we will price your actual setup.

See all HybridHero FAQs

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