For Facility Managers

HybridHero for Facility Managers

The floor plan as the source of truth, utilisation by floor and zone, a live answer to "who is in the building", and a visitor and contractor record that stands up to an audit.

Book a demo Get the utilisation audit kit

Live floor plans, every site Who is in, right now iOS & Android apps Real human support, 24/7

Facility manager walking an office floor

Floor 3 at 76%live utilisation

The building, live: floors, desks, and people.

The HybridHero way

The building runs on tribal knowledge. Put it on the plan

A CAD file from the last fit-out, a paper visitor book, a warden list on a noticeboard, and utilisation measured by walking the floor. When the auditor or the alarm arrives, none of it answers fast enough.

The old way

Floor plans in a CAD file nobody can query
Occupancy guessed from walk-arounds and gut feel
Roll call from a printed list at the muster point
Contractor sign-in on paper, unsearchable when compliance asks

The HybridHero way

A live floor plan that shows desks, rooms, zones, and who is in
Utilisation by floor and zone, booked against actual
Mobile roll call with a live on-site list, visitors and contractors included
Digital sign-in with induction records, searchable for any audit

Floor plans

The floor plan is the source of truth

HybridHero puts your real floor plans at the centre: desks, rooms, zones, and parking bays live where they actually are, bookings happen on the plan, and changes to the layout are reflected for everyone at once. Interactive floor plans replace the CAD file, the laminated map, and the spreadsheet that disagreed with both.

Desks, rooms, zones, and bays mapped to the real layout
Bookings and check-ins happen on the plan itself
Layout changes propagate to every user immediately
One plan shared by employees, reception, and facilities

Utilisation by floor, from the product

Real HybridHero reporting: booked against used, floor by floor

HybridHero utilisation by floor report used for facilities planning

An evacuation, accounted for

From alarm to all-clear, on the wardens' phones

1Alarm soundsWardens open HybridHero and see the live list of everyone on-site.

2Muster and markEach person marked safe, needs assistance, or unaccounted at the muster point.

3Counts converge liveThe list updates for every warden at once, so nobody is counted twice or missed.

4Record keptThe drill or incident is logged, time-stamped, and ready for the H&S review.

Emergency readiness

Who is in the building, answered live

When the alarm goes, the question is simple and the paper list cannot answer it. HybridHero keeps a live record of who is on-site, including visitors and contractors, and emergency and safety management turns evacuation into a live roll call on wardens' phones, with drill records kept audit-ready.

Live on-site list: employees, visitors, and contractors
Mobile roll call at the muster point, updating for every warden at once
Fire warden and first aider coverage checked against who is actually in
Drill participation and incidents logged, time-stamped, exportable

Visitors and contractors

A sign-in record that survives an audit

The paper book fails twice: it slows reception every morning, and it cannot answer when compliance asks who was on-site in March. Visitor management covers guests and contractors with pre-registration, kiosk check-in, badges, NDA capture where needed, and induction records, all searchable.

Pre-registration, kiosk check-in, badge printing, host alerts
NDA and induction capture where visits need it
Contractors in the same searchable record as visitors
Sign-in and sign-out history exportable for any audit

Peak days, from the product

Real HybridHero reporting: the demand pattern behind cleaning, catering, and HVAC scheduling

HybridHero peak days heatmap report used for facilities scheduling

How it works

Live in days, not quarters

1Load the real floor plansWe help you map desks, rooms, zones, and parking bays onto your actual layouts, and connect Microsoft 365 or Google Calendar, with onboarding support included rather than a documentation link.

2Set the rules onceBooking windows, zone capacity, visitor and contractor sign-in requirements, warden assignments, auto-release for no-shows. The building runs the policy itself.

3Read the buildingPeople book and check in from web, iOS, or Android. You watch utilisation by floor and zone, and the live on-site list, from one view.

The toolkit

The products facility managers lean on daily

Floor plansThe live, bookable plan that replaces the CAD file and the laminated map.Explore floor plans › Visitor managementKiosk check-in, badges, inductions, and the audit trail behind them.Explore visitors › ReportingUtilisation by floor and zone, booked against actual.Explore reporting › ParkingBays booked ahead, auto-released, and visible on the plan.Explore parking ›

Plays well with your stack

Fits the stack your building 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 the building looks like when it answers back

Facilities tools promise sensors and dashboards. What facility managers actually need is a building that can answer its own questions: who is in, what is used, what is booked, and who signed in. HybridHero builds those answers from the bookings and check-ins people already make.

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

8:30Contractor arrives, inductedPre-registered, signed in at the kiosk, induction captured, badge printed.
10:00Fire drill, accounted forLive roll call on the wardens' phones; the record files itself.
14:00Zone question, answeredThird floor east running at half the bookings of west; layout review booked.
16:30Audit request, closed same dayVisitor and contractor history for the quarter, exported in minutes.

Free tools

Take something useful, no demo required

Workplace Utilisation Audit Kit

The step-by-step kit for auditing how your building is actually used, floor by floor, and turning the findings into decisions.

Get the audit kit

Emergency Evacuation Checklist

The checklist for evacuation readiness: wardens, muster points, roll call, PEEPs, and the records an inspector expects to see.

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 people who run the building

Facility managersFloor plans, utilisation, safety readiness, and the audit trail on one platform.

Facilities coordinatorsVisitors, contractors, and the daily building admin without the paper.

Health and safety leadsWarden coverage, live roll call, and drill records that file themselves.

Workplace managersUtilisation by floor and zone for the space decisions that follow.

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 facility managers ask us

The practical questions, answered straight.

Can HybridHero use our real floor plans?

Yes. Your actual layouts become live, bookable plans: desks, rooms, zones, and parking bays sit where they really are, bookings happen on the plan, and layout changes propagate to everyone at once. Onboarding support includes loading the plans with you.

How do I know who is in the building right now?

HybridHero keeps a live on-site record built from check-ins, covering employees, visitors, and contractors. During an evacuation, wardens see that list on their phones and mark people safe, needs assistance, or unaccounted at the muster point, with the count updating for every warden at once.

Does it measure utilisation by floor and zone?

Yes. Reporting shows booked against actual utilisation by floor, zone, and day, built from bookings and check-ins rather than a sensor rollout. Auto-release of no-shows keeps the numbers honest.

How does contractor sign-in and compliance work?

Contractors are pre-registered, sign in at the kiosk, and have inductions and NDAs captured where required. Sign-in and sign-out history is searchable and exportable, so audit requests are answered in minutes rather than from a paper book.

Are drill and incident records audit-ready?

Yes. Drill participation, response times, incidents, and close-out actions are stored in a structured, time-stamped log that exports in seconds for health and safety reviews and inspections.

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

Ready to get started

Give the building a memory.

Bring your floor plans and your last audit request, and we will show you utilisation, roll call, and sign-in records running from one platform.

Book a demo Utilisation audit kit

Pricing by custom quote, based on headcount and modules. ISO 27001 certified. GDPR compliant.

From the blog

Run a smarter building

Guides on utilisation, safety, and facilities management from the HybridHero team.

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