For IT and systems admins

HybridHero for IT and Systems Admins

Someone in the business wants desk booking, and now you have to vet it. Here are the answers up front: SAML and OIDC SSO, SCIM provisioning, role-based access, ISO 27001, and a rollout that does not land on your queue.

Book a demo Read the security overview
SAML & OIDC SSO SCIM provisioning ISO 27001 certified GDPR compliant
IT admin reviewing workplace software with colleagues
SSO connectedNo new passwords issued

One platform, signed in through your identity provider.

The HybridHero way

Workplace tools multiply. Your queue should not

Every department buys its own point tool: one for desks, one for visitors, one for parking. Each one is another licence to track, another password to reset, and another offboarding step to miss.

The old way

  • Three or four point tools, each with its own licence renewal and admin panel
  • Another username and password for every one of them, and the reset tickets to match
  • Shadow spreadsheets holding desk lists and visitor logs nobody governs
  • Leavers still holding live accounts because offboarding is a manual checklist

The HybridHero way

  • Desks, rooms, visitors, and parking on one platform, one vendor review, one renewal
  • Sign-in through your identity provider, so there is no new password to manage
  • Bookings sync two-way with Microsoft 365 and Google Calendar, no parallel data
  • SCIM provisioning follows the directory, so joiners and leavers handle themselves
Security and rollout answers

The vetting questions, answered first

You did not choose this tool; you have to approve it. So here is the list you actually need, in one place. The detail behind each item lives on the data security page and the enterprise page, and documentation is available for procurement and security teams on request.

  • SAML 2.0 and OIDC SSO with Azure AD (Entra ID), Okta, Google, and any standards-compliant IdP
  • SCIM provisioning automates the user lifecycle from your directory
  • Role-based access control by site and team, with IP allow-listing
  • Audit logs on admin actions
  • Data encrypted at rest and in transit
  • ISO 27001 certified, GDPR compliant
What approval actually involves
The IT side of a HybridHero rollout, start to finish
1Security reviewISO 27001, GDPR, and security documentation supplied for your vendor assessment.
2Identity connectionSSO configured against your IdP; SCIM provisioning if you want the lifecycle automated.
3Calendar connectionMicrosoft 365 or Google Calendar sync, with the scopes documented during onboarding for your approval.
4Hand it backThe workplace team runs floor plans, rules, and day-to-day admin. You keep identity and access.
Utilisation by floor, from the product
Real HybridHero reporting: each site with its own plans, rules, and admins
HybridHero utilisation by floor report
Permissions

Delegated admin, not delegated risk

Role-based access control scopes permissions by site and team, so the office manager in Leeds administers Leeds and nothing else. Unlimited locations run under one tenant, and every admin action is logged for audit. You grant the roles once; the platform enforces them.

  • Per-site and per-team admin roles, granted centrally
  • One tenant across every location, no per-office instances
  • Admin actions logged, records exportable when audit asks
Consolidation

One platform where there used to be four licences

Desk booking, meeting rooms, visitor management, and parking share one system, one identity connection, and one dataset. That is one vendor review instead of four, one renewal to track, and one place to look when someone asks who was in the building.

  • Retires the point tools and the shadow spreadsheets behind them
  • Web, iOS, and Android clients, nothing to package or push
  • The Switch Programme migrates data off an incumbent platform
Cost per desk, from the product
Real HybridHero reporting: one dataset behind desks, rooms, visitors, and parking
HybridHero cost per desk report
How it works

Your part of the rollout is the short part

1Connect identity and calendarsSSO against Azure AD, Okta, or your IdP, plus the Microsoft 365 or Google Calendar connection. You approve the connections; onboarding support handles the configuration with you.
2Map the floorsThe workplace team loads floor plans, desks, rooms, and parking bays with our onboarding support. No IT tickets required for any of it.
3Invite via directory syncSCIM provisioning brings users in from the directory and removes them when they leave. Joiners get access on day one; leavers lose it automatically.
The toolkit

What the business gets, behind one login

Desk bookingPreferred desks, team days, and bulk booking on a live floor plan.Explore desk booking › Meeting roomsLive availability with two-way calendar sync to Microsoft 365 and Google.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

Built to sit inside the stack you already run

Sign-in comes from your identity provider and bookings stay in the calendars people already use, so there is no parallel account store and no second source of truth.

Entra ID SSO Okta SSO Microsoft 365 Outlook Microsoft Teams Google Calendar iOS & Android apps

Enterprise controls, SSO and SCIM detail ›

Client Success

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

Client proof grounded in measurable outcomes, from recognised organisations.

Ebiquity London office
Ebiquity
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."
HooYu collaborative workspace
HooYu
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."
Hamilton Group hybrid office
Hamilton Group
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."
Coface workplace
Coface
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."
Explore all client stories
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 IT teams ask us

The vetting questions, answered straight.

How does authentication and user management work?

SAML 2.0 and OIDC SSO with Azure AD (Entra ID), Okta, Google, and any standards-compliant identity provider. SCIM provisioning automates user lifecycle changes, role-based access controls govern per-site and per-team permissions, and admin actions are logged for audit.

What permissions does the Microsoft 365 or Google sync need?

The platform connects to your calendar and identity systems for two-way booking sync and sign-in. The exact scopes for your tenant are documented and walked through during onboarding, and IT approves the connections before anything goes live. Nothing is connected without your sign-off.

How long does rollout take, and how much of it lands on IT?

Most organisations launch within 30 days, and the Switch Programme migrates from an incumbent platform with a 30-day go-live guarantee. IT's part is approving the identity and calendar connections; floor plans, rules, and day-to-day admin sit with the workplace team, supported by our onboarding.

Where is the data stored, and how is it secured?

Data is hosted in Tier-1 cloud regions (UK, EU, US, and APAC), with residency fixed per tenant. Data is encrypted at rest and in transit, and HybridHero is ISO 27001 certified and GDPR compliant. Documentation is available for procurement and security teams on request.

What support do we get after go-live?

Real human support, 24/7, plus onboarding support during setup rather than a documentation link. Because sign-in runs through your identity provider, password resets and account requests stay out of your ticket queue in the first place.

See all HybridHero FAQs
Ready when you are

Vet it properly, then hand it back.

Bring your security checklist to the demo. We will walk through SSO, SCIM, permissions, and the calendar connections, and leave you with the documentation your review needs.

Book a demo Security overview

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

Buying guides

Buying guides for IT

The IT sysadmin software stack (2026)

Identity, MDM, RMM, ITSM, endpoint security, and the workplace tools worth a sysadmin's time, ranked for 2026.

Read the guide
The IT project manager software stack (2026)

PM, PPM, and AI tools for IT project managers, plus the workplace layer that keeps hybrid delivery teams in the same room.

Read the guide
Hot desk booking software: 30 tools compared

The full 30-tool comparison, including the SSO, provisioning, and compliance detail IT gets asked to vet.

Read the guide
From the blog

From the HybridHero team

Guides and walkthroughs on running hybrid workplaces.

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