How companies can make their workplace more sustainable

Germany has already reduced its greenhouse gas emissions by around forty eight percent compared to 1990 and aims to reach climate neutrality by 2045. Yet sectors such as buildings, transportation, and parts of the wider economy still offer significant untapped potential, including how workplaces themselves can be made more sustainable.

By Isolde Van der Knaap
0 min reading
December 19, 2025
February 25, 2026
How companies can make their workplace more sustainable

On This Page

Craft Solutions That Resonate With UsersInnovate to Stay Ahead of the CurveFoster a Community Around Your BrandInnovate to Elevate User EngagementTransform Ideas into Tangible OutcomesEmpower Your Brand with Unique Storytelling

Sustainability in the Workplace: key takeaways

  • Sustainability in the office comes from using energy and materials responsibly, creating healthy working conditions, and designing spaces that match what employees actually need.
  • Simple actions you can implement immediately such as switching off devices, printing on both sides, or choosing video calls instead of short trips reduce consumption right away.
  • Buildings account for the largest share of energy use. Every hour without heating, cooling, or lighting lowers resource demand.
  • Ergonomic workstations, good air quality, and zones designed according to real needs reduce strain on employees and improve their ability to work.
  • Desk sharing reduces resource use because it prevents unused space from being maintained and frees up areas that can be turned into functional work zones.
  • Sustainable space planning relies on accurate usage data so that the number and types of workspaces fit actual demand.

What makes a workplace sustainable?

A sustainable workplace is built on three pillars: using resources responsibly, creating healthy working conditions, and ensuring processes that make economic sense.

In practice, this means using energy and materials carefully, shaping everyday work in a way that supports employee health, and establishing structures in the company that help people work effectively.

Ecological Dimension

The ecological dimension of workplace sustainability includes everything that influences resource consumption in the office:

  • electricity for lighting and IT
  • heating and cooling
  • paper use
  • waste
  • commuting and mobility

Buildings in Germany are among the largest energy users and account for roughly 35% to 40% of final energy consumption. Every improvement, whether more efficient lighting, reduced paper use, or better mobility planning, has a direct impact.

Social Dimension

The focus here is on how the workplace and its surrounding environment affect employee health. A large share of absences is caused by musculoskeletal issues and mental stress.

Ergonomic furniture, enough movement throughout the day, good air quality, and a calm working environment help maintain and improve performance. Sustainability also means creating a workplace that supports employees in a lasting and meaningful way.

Economic Dimension

This dimension relates to the economic efficiency of daily work. Electricity costs, material consumption, device lifespan, and the use of office space all have a direct impact on the budget.

At the same time, new EU requirements such as the CSRD (Corporate sustainability reporting)  demand more comprehensive sustainability reporting. Measures that save resources and establish clear processes support companies on both the operational and regulatory level.

How can energy and resource use in the office be reduced?

Most energy and resource consumption in the office comes from heating, cooling, lighting, IT equipment, and material use. With a few technical adjustments and clear behavioural guidelines, these levels can be reduced significantly.

Adjust building technology

  • Adjust heating and cooling temperatures: Lowering the room temperature by one degree in winter reduces heating demand by about six percent. Raising the cooling temperature by one degree in summer leads to similar savings.
  •  Ventilate rooms properly: Short, complete air exchanges lower carbon dioxide levels and prevent unnecessary heat or cold loss. Tilted windows keep rooms open for long periods and significantly increase energy use.
  • Improve lighting: Replacing older bulbs with LEDs noticeably reduces electricity consumption. Motion sensors prevent lights from staying on in unused rooms, and zone based lighting prevents entire floors from being lit when only a few areas are used.

Set clear operating guidelines:

  •  Energy settings for workstations: Terminals, laptops and monitors should switch to energy saving mode after defined periods and power down at the end of the working day.
  •  Reduce the number of devices: One large multifunction printer uses less energy than several small machines spread across different offices.
  •  Check additional devices: Portable heaters, personal fridges or desk fans increase consumption disproportionately. Companies should define which extra devices are allowed and which are not.

Adjust behaviour in the office:

  • Switch devices off completely: Computers, monitors and peripherals should be turned off at the end of the working day. High standby consumption mainly comes from devices running overnight or through the weekend.
  • Keep doors closed: When heating or cooling is in use, energy demand rises sharply if warm or cold air escapes. Closed doors reduce this loss.
  • Use office materials carefully: Supplies should only be taken when needed. A shared supply station prevents stockpiling in different rooms and reduces waste.

Reduce resource consumption:

  • Lower paper usage: Digital workflows replace printed documents. When printing is necessary, double sided and black and white settings should be the default.
  • Use recycled paper: Recycled paper with environmental certification saves up to seventy eight percent water and about sixty eight percent energy compared to fresh fibre paper.
  • Centralise consumables: Storing supplies in one place prevents duplicate orders and gives a clear picture of actual usage.

How do I set up my office in a sustainable way?

A sustainable office setup follows three core principles: materials that require few resources and do not pollute indoor air, furniture that can be used and repaired for many years, and workstations that minimise physical strain. In addition, spaces should be arranged and used in a way that reflects what employees actually need.

Choose materials that are gentle on the environment and indoor air:

When it comes to furniture and equipment, the choice of materials affects both the environmental footprint of production and the air quality in the workspace.

  • Wood with FSC or PEFC certification: This confirms that the wood comes from responsibly managed forests.
  • Furniture with tested emissions: Products carrying environmental labels such as the Blue Angel release fewer volatile substances into the air.
  • Modular furniture: Individual parts such as tabletops, wheels or fittings can be replaced without having to dispose of the entire piece

Choose furniture that will last:

Durable furniture reduces resource use because replacements are needed less often.

  • Solid construction: Sturdy table frames, hard wearing surfaces and reliable mechanisms mean fewer repairs.
  • Available spare parts: Items such as gas lifts, armrests or caster wheels should be easy to order separately.
  • Refurbished furniture: Restored pieces can offer the same functionality while using far fewer materials.

Set up workstations ergonomically:

An ergonomic layout reduces back, neck and shoulder strain and therefore helps prevent common causes of absences.

  • Height adjustable desks: Switching between sitting and standing eases the load on the spine.
  • Adjustable chairs: Seat height, seat depth, backrest and armrests should all be adjustable.
  • Position screens correctly: The top edge of the monitor should be roughly at eye level and glare from windows or lamps should be avoided.

Set up spaces according to actual needs:

In many companies, the increase in home office days means that parts of the office remain empty at times and overall occupancy drops. Instead of maintaining permanently assigned desks, this creates an opportunity to rethink how the entire space is used.

  • Share workstations: When employees are not on site every day, fewer individual desks are needed.
  • Define zones: Quiet areas for focused work, areas for collaboration and calls, break areas and additional zones for movement and balance.
  • Use booking software: This makes it clear when specific office resources are in use. Heating, cooling, ventilation, cleaning and maintenance can be managed more efficiently.
Tip: With a booking tool, your employees can reserve a desk, a meeting room or a specific zone for their team day. This gives everyone fair access to all shared resources.

Improve indoor climate and lighting:

  • Add plants: They reduce noise and improve the perceived air quality.
  • Monitor carbon dioxide levels: A simple measuring device shows when it is time to ventilate.
  • Create even lighting: Glare free, daylight like lighting reduces eye strain and fatigue.

How can employees make their commute and business trips more sustainable?

Sustainable mobility at work means avoiding unnecessary journeys and choosing transport options that cause fewer emissions per kilometre when travel is required. The biggest impact comes from the choice of transport and the decision whether a meeting truly requires travel in the first place.

Plan commutes in a smarter way:

The daily commute is the biggest source of mobility related emissions in many organisations. The difference between transport options is significant.

  • Use a bike for short distances: For short routes in urban areas, a bike is often the fastest option. It produces no direct emissions and helps ease traffic.
  • Take public transport when possible: Buses and trains cause far fewer emissions per kilometre than a car. Many employees benefit from a subsidy for the Deutschlandticket because it makes switching to public transport easier.
  • Share rides: When several colleagues live in the same area, sharing one car reduces the number of daily trips.

Review business trips and appointments:

  • Use digital meetings: If a meeting does not require direct personal interaction, a video call is sufficient.
  • Combine several appointments: For on site visits, check whether additional client meetings or supplier visits can be arranged on the same day.
  • Assess distances carefully: Short business trips can often be done on foot or by bike as long as no materials need to be transported.

Align company offerings:

Some of the mobility measures mentioned only work when the company provides the right conditions.

  • Bike parking facilities: Covered parking and charging options for e bikes make switching to a bike much easier.
  • Changing rooms and storage: Space for helmets, wet clothing, backpacks, shoes and a change of clothes supports employees who cycle or walk.
  • Company bikes and JobRad style models: A good option for employees who do not want to use their own bike or who travel longer distances.

How can office nutrition be made more environmentally friendly?

Sustainable eating in the workplace depends on the choice of food, the handling of packaging and the way communal catering is organised. The biggest impact comes from deciding which meals are offered or brought to the office.

Benefits of communal catering:

A shared catering service through a canteen makes affordable meals possible in a way that individuals could not achieve on their own.

Lower food waste:

  • Caterers and canteens can plan portion sizes because they know guest numbers and eating habits.
  • Overproduction can be reduced and leftovers can be redistributed.
  • Waste does not accumulate at many individual desks but in one place where it can be monitored and reduced.

More control over meal composition:

  • Companies can increase the share of plant based dishes or make vegetarian options the standard.
  • Suppliers can be chosen deliberately with criteria such as regional, seasonal or certified sourcing.
  • The quality of ingredients can be defined consistently.

Fewer packaging materials:

  • Communal catering avoids the many single use packages that typically come with individual take away meals.
  • Large containers and reusable boxes replace disposable items.
  • Drinks can be provided through water dispensers or carafes.

Lower cost per portion:

  • Bulk quantities are cheaper than many single portions.
  • Plant based dishes are generally less expensive than meat based meals.
  • Lower waste volumes reduce disposal costs.

Better everyday nutrition:

  • Well planned menus support a more balanced diet.
  • Set meal times and a shared place to eat strengthen a sense of community and make breaks more restorative.
  • Employees need to shop less spontaneously, which usually leads to more sustainable choices.

What does sustainable use of office space look like?

A key part of sustainability comes from understanding how much office space is actually needed. Every square metre has to be heated, cooled, lit and cleaned, whether it is in use or standing empty.

In many companies, hybrid work means that a large share of desks remain unused on several days of the week. This creates vacant space that leads directly to unnecessary resource consumption.

Desk sharing reduces unused space:

When employees are not in the office every day, fewer permanent individual desks are needed. With desk sharing, the number of workstations is aligned with actual attendance. This lowers the amount of space that is maintained but not used.

The benefit is lower consumption per square metre:

  • less demand for heating and cooling
  • lower electricity use for lighting
  • reduced cleaning effort
  • fewer pieces of furniture and equipment that need to be provided

The space that becomes available when unused workstations are removed can be put to new use. You can turn it into rooms and zones that genuinely support the way your employees work.

  • Zones for focused work with acoustic shielding
  • Areas for collaboration and teamwork that can be adjusted freely
  • Phone booths and quiet rooms that are often missing in open offices
  • Social and break areas that improve the overall office experience
  • Spaces for exercise and options that support mental balance and play

These rooms and zones can be created and booked in the PULT booking software. Your employees can choose the place, room or zone that fits their task on any given day.

{{onpage-cta}}

Trusted by 1000+ innovative workplaces

Work sustainably together. Get started with PULT today.

FAQ

Have questions?

What does sustainability in the workplace mean?

Sustainability in the workplace includes measures that use energy, materials and space sparingly, reduce health burdens and make economic sense. This covers thoughtful office equipment, adapted commuting habits, digital work, sustainable food choices and space conscious office planning.

Which sustainable measures can be implemented immediately at work?

Immediate steps include switching devices off completely, enabling double sided printing, standardising waste separation and choosing video calls instead of short trips. These actions reduce consumption and waste without requiring organisational changes.

How can energy consumption in the office be reduced?

Key levers are: adjusting room temperature by 1 °C, shock ventilation instead of keeping windows tilted, using LED lighting, switching off devices after work, and avoiding unnecessary additional devices. Every measure directly reduces heating, cooling, or electricity demand.

How can paper use in the office be reduced permanently?

Paper use can be lowered through digital approvals, electronic signatures, central document templates and double sided printing as the default. For unavoidable printing, recycled paper with environmental certification should be used.

Why does office space play such an important role in sustainability?

Every square metre requires heating, cooling, lighting and cleaning. Unused space generates consumption without delivering any benefit. Space conscious planning reduces both operating costs and the resource demand of the entire office building.

How does desk sharing contribute to sustainability?

Desk sharing reduces unused desks and enables space to be used according to real demand. This lowers energy consumption, reduces the material needed for furniture and creates room for zones that are used more intensively. Reliable usage and attendance data form the basis for this approach.

About author

Isolde Van der Knaap

Hybrid Work Enthusiast and Account Executive

LinkedIn

At PULT we're designing the future of the hybrid workplace for companies and their employees. Focused on SME and mid market customers in Eruope, I'm working on everything from Customer Discovery to Onboarding. I'm very passionate about new work and moved to Hamburg in 2024 even though I'm originally from France.

Resources

Learn how to run better workplace operations

Visitor Management System: What It Is and How It Works
Visitor Management

Visitor Management System: What It Is and How It Works

A visitor management system replaces the paper sign-in sheet with a digital process that screens, logs, and tracks every guest who enters your office. It captures who's on-site, notifies the host, and creates a searchable record for security and compliance reviews. For growing offices, this single change closes a security gap most reception desks still carry today.

Learn More

Visitor Management System: Key Takeaways

✓

A visitor management system digitizes guest check-in, replacing paper logs with pre-registration, badge printing, host notifications, and a searchable visitor record.

✓

Visitor management software reduces front-desk workload while creating the audit trail organizations need for security screening and regulatory compliance.

✓

A standalone visitor tracking system solves check-in but leaves desk booking, room booking, and office data in separate tools, creating gaps in a company's overall presence picture.

✓

PULT combines visitor management with real-time presence, desk and room booking, and emergency response in one platform, so security teams see who's on-site, employees and visitors alike, from a single source of data.

What Is a Visitor Management System?

A visitor management system is software that replaces the manual guest sign-in process with a digital, trackable one. It records a visitor's details, their arrival and departure, and notifies the employee they're there to see, all without a paper logbook at the front desk.

Companies adopt one for three reasons: security, compliance with regulations like GDPR, and a faster, more professional check-in experience for guests.

Standalone check-in tools handle the front desk in isolation. Platform-based visitor management, like PULT's, feeds that same data into a company's broader presence and office management system, so security teams see visitors and employees in one place.

What Does a Visitor Management System Do?

A visitor management system replaces manual sign-in with a digital workflow that handles the entire guest experience, from pre-registration to check-out. It records a visitor's details, notifies the right host, can issue a badge, and stores visits in a searchable log. Visitor management software runs this process on a tablet, kiosk, or mobile phone instead of a clipboard.

Core Features of a Modern Visitor Management System

✓

Pre-registration and invites: hosts send a visitor a link before arrival, with the visit details and parking or building information included.

✓

Self-service check-in: guests confirm their name, host, and purpose at a kiosk or tablet in under a minute.

✓

Optional ID and watchlist screening: depending on the platform, the system can check visitor IDs or flag names against a security or denied-entry list before a badge is issued.

✓

Badge printing and QR codes: guests can receive a visible, time-stamped credential that identifies them for that day's visit.

✓

Host notifications: the employee being visited gets an instant alert by email, Slack, or Teams, with the guest's details and, if enabled, a photo.

✓

NDA and agreement signing: legal documents are signed digitally during check-in, with a copy stored automatically for compliance records.

✓

Visitor logs and reporting: every visit is timestamped, searchable, and exportable, so front-desk trends are easy to review monthly.

✓

Emergency roll-call export: the current visitor list can be pulled during an evacuation, showing who is recorded as still in the building.

Visitor Management Software vs. a Paper Logbook

Criterion Paper Logbook Visitor Management Software
Data accuracy Illegible entries, missing fields Structured, mandatory fields
Security screening None Watchlist and ID checks
Emergency roll call Manual count from paper Instant, exportable list
Compliance records Hard to search or retire Searchable, with retention rules

How Does the Visitor Journey Work, From Invite to Check-Out?

A typical visit runs through six steps. The host sends an invite, the visitor pre-registers, the visitor confirms their details on arrival, a badge can be issued, the host gets notified, and the system records check-out when the visitor leaves or at a configured time.

1

Pre-registration: the host schedules the visit and sends a link with arrival details, parking instructions, and building access notes.

2

Arrival and check-in: the visitor confirms their details at a kiosk or on a tablet or their own phone, usually in under a minute.

3

Optional identity and watchlist verification: depending on the platform and configuration, additional ID or security-list checks can be performed before building access is granted.

4

Badge issuance: a printed or digital badge identifies the visitor for the building and can be limited to that day's visit.

5

Host notification: the employee being visited receives an instant alert to come to reception, with the visitor's name and, if enabled, photo.

6

Check-out and logging: the visitor checks out on departure, or the system can close the visit automatically at a configured time, keeping the record administratively up to date.

What Are the Benefits of a Visitor Management System for the Office?

The clearest benefit is a complete, searchable record of who was on-site and when, something a paper log or verbal check-in can't provide.

Security and Compliance Benefits

A visitor management system can screen guests against a watchlist before they reach the office floor, depending on the platform and configuration. It can keep a timestamped log of visits for security and compliance reviews. Under GDPR, visitor data counts as personal data, so it needs a lawful basis for collection, an appropriate retention period or criteria for determining it, and safeguards against unauthorized access. A digital system can support these controls directly in the check-in process, reducing reliance on manual steps.

Visitor accountability also matters during an emergency. OSHA guidance notes that visitors need to be accounted for after an evacuation, and many employers use the sign-in list to run that headcount. A missing name on that list can delay an all-clear by several minutes, minutes that matter during a real evacuation.

Because PULT Presence tracks employees and visitors in one live view, a facilities team can pull an accurate roll call the moment an alarm sounds, not after searching through a paper binder.

Front-Desk Efficiency and Visitor Experience Benefits

Automated check-in cuts the time your team spends on manual sign-in, badge writing, and phone calls to announce a guest. A receptionist freed from clipboard duty can focus on greeting visitors and other front-desk work. Visitors move through reception faster, often in under a minute, and the first impression of your office improves the moment someone walks in the door. For client meetings or investor visits, that faster, more polished check-in becomes part of how your company presents itself.

How Do You Choose the Right Visitor Management Solution?

The right visitor management solution depends less on feature count and more on how well it fits your existing security setup, office size, and tool stack. A system built for a five-person startup office looks very different from one built for a 500-person campus with multiple buildings and a dedicated security team.

Criterion What to Check
Feature depth Pre-registration, watchlist screening, badge printing, reporting
Integrations Calendar, HR, and communication tools your team already uses
Security and compliance Data retention controls, audit logs, GDPR-aligned handling
Scalability Pricing and setup across multiple locations
Price Per-location vs. per-user pricing models
Ease of use Kiosk setup time and how quickly staff can learn the system

Is a Standalone Visitor Management Platform Enough for a Modern Office?

A standalone visitor management platform solves the front-desk problem, but most offices also run desk booking, room booking, and parking through separate tools. Connecting these systems into one platform gives security and facilities teams a single, live view of who is on-site, employees and visitors together.

That connection matters most during a security incident or an office move, when facilities teams need one current view of occupancy rather than four separate logins to check. PULT pairs visitor management with desk booking software, room booking, and presence data, so a single dashboard shows recorded on-site employees and visitors. Office managers evaluating a broader workplace management software setup typically start here, since visitor data becomes far more useful once it's connected to the rest of the office.

{{onpage-cta}}

Turn Visitor Check-In Into a Security Advantage

A visitor management system turns a vulnerable front desk into a controlled entry point, giving you a searchable record of who checked in and when. The real payoff comes when it connects to the rest of your office, from desk booking to real-time presence data, giving you one live picture of recorded on-site users. For growing offices, that visibility is worth seeing in action.

✓

Visitor check-in, desk booking, room booking, and presence data live in one platform, so you manage all of it from a single login.

✓

A real-time view shows who is on-site, employees and visitors together, for faster emergency roll calls.

✓

Every visit is recorded in a searchable log, with records available for security and compliance reviews.

✓

Microsoft Teams and Slack support visitor notifications, while Personio and HiBob connect employee data through built-in integrations.

{{onpage-cta-2}}

Envoy Alternatives: 7 Office Management Platforms Compared (2026)
Alternatives

Envoy Alternatives: 7 Office Management Platforms Compared (2026)

Envoy alternatives worth a closer look share one trait: they cover more of daily office management than a single visitor kiosk. If Envoy's per-location pricing or iPad-based visitor kiosk has you looking elsewhere, this comparison walks through seven platforms, including PULT, across visitor management, desk and room booking, parking, and office insights.

Learn More
Jump to the Envoy Alternatives

What Is Envoy? A Quick Overview

Envoy is a workplace platform originally built around visitor management and reception. Over time, the company expanded into desk booking, room booking, and parking under the Envoy Workplace product line, alongside its original visitor and delivery management tools.

Envoy's Core Features

Envoy's visitor check-in runs on iPad kiosks paired with a supported Brother printer for badges. The platform handles ID scanning, digital NDAs, health screenings, and delivery tracking, and it integrates with Slack, Microsoft Teams, Okta, and several badge-entry systems.

Envoy Pricing

Envoy recently moved away from per-active-user billing for new contracts and now prices in tiers by location and by workplace module, with Visitors, Response, Reservations, Screens, and Deliveries licensed and billed separately. For the Visitors product:

✓

Basic: free, with limited features (100 entries per month).

✓

Premium: $362 per location per month, billed annually.

✓

Enterprise: custom pricing for organizations with more complex security and compliance needs.

What Makes a Good Envoy Alternative?

Core Selection Criteria

A genuine Envoy alternative covers more than one office function. Look for desk booking, room booking, and visitor management under a single login, transparent pricing that doesn't require a sales call for a ballpark number, and integrations with the calendar and chat tools your team already uses. Multi-location support matters once you operate more than one office, since per-location fees add up fast.

Quick Checklist: What to Look For

✓

Visitor management available, with pricing clearly disclosed.

✓

Published pricing (per user, per space, or per resource).

✓

Native Microsoft Teams, Slack, or Google Workspace integration.

✓

Office insights and occupancy analytics on standard plans.

✓

Support for parking and multi-location rollouts.

7 Envoy Alternatives for Desk Booking, Visitor Management & More in 2026

Note: The features, prices, and capabilities shown in the following comparison are based on publicly available information from each provider (as of August 2026) and are intended solely for neutral orientation. Providers may change these details at any time, and no guarantee is given for their accuracy or completeness. All brand names belong to their respective owners and are used for comparison purposes only. PULT has no business relationship with the other brands listed. The order below does not represent a ranking.

‍

#1 PULT

Origin & Concept: PULT is an all-in-one office management platform built for hybrid teams, combining desk, room, visitor, and parking management in a single system.

Technology: PULT runs as a cloud-based platform with native integrations into calendar, chat, and HR tools, and includes WiFi-based desk booking that detects desk usage automatically over the existing office network.

Target Audience: The platform is aimed at SMEs and enterprise companies with roughly 50 to 2,000 employees running a hybrid work model, often across more than one office location.

Strengths

✓

Platform breadth: Desk, room, visitor, and parking management run in one system instead of separate tools for each function.

✓

WiFi Desk Booking: Desk usage is detected automatically over the existing office WiFi without requiring employees to check in manually.

✓

Integration depth: Native connections to Microsoft Teams, Slack, Personio, and HiBob.

Plans & Pricing

(as of August 2026, source: PULT):

PULT Workplace (desk booking, meeting rooms, parking, and analytics):

✓

Starter: free, for up to 20 users and 1 location.

✓

Growth: from $3.40 per user/month.

✓

Business: from $4.60 per user/month.

✓

Enterprise: custom pricing, with white labeling and API access.

Visitor Management is priced as a separate product:

✓

Business: from $114 per location/month.

✓

Enterprise: custom pricing.

Additional costs may apply, for example:

✓

Presence AI: WiFi-based automatic attendance and desk-occupancy tracking is a separate product, starting at $119/month on the Business plan.

#2 Deskbird

Origin & Concept: Deskbird is a workplace app built around hybrid work scheduling, letting employees plan office days and book desks, rooms, and parking from one interface.

Technology: SaaS platform with web, mobile, Slack, and Microsoft Teams apps. Business, Professional, and Enterprise include unlimited desks, users, admins, locations, and parking spots; pricing is based on active users.

Target Audience: According to the provider, deskbird is used by hybrid companies of various sizes, from small teams to global enterprises.

Strengths

✓

Published entry pricing: The Business tier price is listed publicly, unlike several competitors on this list that require a sales quote.

✓

Unlimited scope on every tier: Users, admins, locations, desks, and parking spots are unlimited even on the entry plan.

✓

Chat-tool integration: Desks, rooms, and parking can be booked directly from Microsoft Teams or Slack.

Plans & Pricing (as of August 2026, source: deskbird):

✓

Business: €2.75 per active user/month; covers desk, room, and parking booking, native mobile apps, and MS Teams integration.

✓

Professional: custom pricing; adds advanced booking rules, AI-powered floor plan design, automated check-in, workplace ticketing, and public API access.

✓

Enterprise: custom pricing; adds workplace surveys, custom analytics and reporting, advanced SLAs, and a dedicated Senior CSM.

Additional costs may apply, for example:

✓

Add-ons: Visitors Plus (reception kiosk and pre-visit registration), Rooms Plus (meeting-room signage and catering requests), and User & Data Management Plus (SAML, SCIM, HRIS sync) are priced separately from the core plan.

#3 Robin (Robin Powered)

Origin & Concept: Robin is a workplace management platform covering desk, room, parking, and locker booking, space management, meeting management, and visitor management, positioned as a single unified platform for larger organizations.

Technology: The platform syncs natively with Microsoft Outlook, Google Calendar, Microsoft Teams, Slack, Microsoft Entra, and Okta. According to the provider, point solutions such as standalone room-display software are a better fit for smaller, single-purpose needs.

Target Audience: According to the provider, Robin fits organizations with more than 150 hybrid employees using an office, and works best for companies managing multiple floors, offices, or buildings.

Strengths

✓

Platform breadth: Resource booking, space management, meeting management, workplace analytics, visitor management, and employee experience tools sit under one platform.

✓

Calendar depth: Native sync with Microsoft Outlook, Google Calendar, Teams, and Slack.

✓

Multi-site design: Built for organizations coordinating several offices or buildings at once.

Plans & Pricing (as of August 2026, source: Robin): Robin does not publish per-user or per-resource pricing. According to the provider, pricing is tailored per organization and requires a call with the sales team, with all subscriptions billed annually. Room displays and other hardware may come at an extra cost.

#4 Skedda

Origin & Concept: Skedda is a space-booking platform for desks, rooms, and other bookable areas, built around a configurable rules engine and an Organization Hub for managing multiple offices from one dashboard.

Technology: The platform is priced per space rather than per user, includes native Microsoft Teams and Slack apps, mobile apps for iOS and Android, and supports SSO via SAML 2.0.

Target Audience: According to the provider, Skedda serves organizations of all sizes, including universities, coworking spaces, and corporations with strict compliance needs.

Strengths

✓

Unlimited users and bookings: Every plan includes unlimited users and bookings because pricing scales with spaces, not headcount.

✓

Visitor management available: Visitor management is available alongside the existing space-booking tools as a separate add-on.

✓

Multi-office dashboard: The Organization Hub lets admins manage several offices from one place.

Plans & Pricing (as of August 2026, source: Skedda):

✓

Starter: from $99/month, priced per space, includes 15 spaces, a basic rules and roles engine, and a limited insights dashboard.

✓

Plus: from $149/month, priced per space, includes 20 spaces, a limited rules and roles engine, and a full insights dashboard.

✓

Premier: from $199/month, priced per space, includes 25 spaces, a full rules and roles engine, and a full insights dashboard.

✓

AllBooked (for sports, studios, coworking, and community booking): custom pricing.

An Administrators add-on is available on every plan for $99/month.

#5 Archie

Origin & Concept: Archie is a modular workspace platform covering desk booking, room scheduling, visitor management, and coworking software as separately priced products.

Technology: The platform requires no proprietary hardware and works with existing tablets and screens, with native integrations into Microsoft 365, Slack, and access-control systems such as Kisi and Brivo.

Target Audience: According to the provider, Archie is used by more than 1,000 organizations, spanning small and mid-sized businesses on the Starter plan to large, multi-location companies on Pro and Enterprise.

Strengths

✓

No proprietary hardware: Existing tablets and screens can be used instead of a fixed device.

✓

Transparent, published pricing: Rates per desk, room, and visitor product are listed publicly rather than hidden behind a sales call.

✓

Free trial after demo: According to the provider, a 14-day test environment is available following a product demo.

Plans & Pricing (as of August 2026, source: Archie):

✓

Desk Booking Starter: $2.80 per desk/month, minimum $159/month, covers 1 location with floor plans, QR check-ins, and occupancy analytics.

✓

Desk Booking Pro: $3.50 per desk/month, minimum $249/month, adds multiple locations, booking from Teams and Outlook, Slack integration, SSO, and SCIM.

✓

Desk Booking Enterprise: custom pricing, adds security and compliance support, custom data residency, and white-glove onboarding.

✓

Room Booking: from approximately $8 to $12 per room/month.

✓

Visitor Management: from approximately $109 per location/month, priced as a separate module.

Room displays and other add-on hardware may come at an extra cost.

#6 YAROOMS

Origin & Concept: YAROOMS is a workplace management platform combining hybrid work scheduling, desk and room booking, and visitor management under one system, with a dedicated Enterprise tier for large organizations.

Technology: The platform includes interactive office maps, an AI assistant called Yarvis, Microsoft Teams integration, and Single Sign-On on the Business tier, with API access and custom cloud deployment (Azure, AWS, or on-prem) available on Enterprise.

Target Audience: According to the provider, YAROOMS fits small offices on the Starter plan, growing businesses on the Business plan, and large, multi-location teams of up to 1,000+ users on Enterprise.

Strengths

✓

Published tiered pricing: Plans and per-year rates are listed publicly rather than hidden behind a sales call.

✓

AI assistant included: Yarvis is included from the Business plan rather than sold as a separate add-on.

✓

Multi-location scaling: Higher tiers add more locations and unlimited workplace analytics.

Plans & Pricing (as of August 2026, source: YAROOMS):

✓

Starter: from $99/month for 10 users, covers 1 location, 2 floors with an interactive office map, hybrid work scheduling, and desk and room booking.

✓

Business: from $399/month for 50 users, covers 2 locations, 90 days of workplace analytics, the Microsoft Teams app, Yarvis AI, and Single Sign-On.

✓

Enterprise: from $899/month for 300 users, covers 5 locations plus add-ons, unlimited analytics, API access, and custom integrations.

#7 Joan

Origin & Concept: Joan is an all-inclusive workplace platform covering meeting room booking, visitor management, desk and parking booking, digital signage, and analytics, with pricing based on active usage rather than which features are turned on.

Technology: The platform combines a base subscription with per-user and per-device add-on pricing, covering both the Joan app and registered screens or tablets.

Target Audience: According to the provider, Joan is used by organizations across tech, education, and hospitality, from small offices to global enterprises.

Strengths

✓

Pay-for-what-you-use model: Solutions you don't activate don't add to the cost.

✓

Free tier to start: A free plan is available before moving to a paid subscription.

✓

Full feature access on every plan: According to the provider, all solutions are available from the start rather than gated behind higher tiers.

Plans & Pricing (as of August 2026, source: Joan): Plans start at €49 per month as a base subscription with included users and devices.

✓

Additional users: €0.99 per user/month.

✓

Additional device licenses: €9.99 per device/month.

Custom quotes are available for larger setups.

How to Choose Your Envoy Alternative

Once you've narrowed the list by features and price, three factors can help assess how well a platform holds up as your office grows.

Scalability & Multi-Location Support

If you operate more than one office, check whether pricing adds a flat fee per location or scales with total users or spaces across all sites. That difference determines whether a second or third office meaningfully changes your bill.

Flexibility & Integrations

Your team already works inside Microsoft Teams, Slack, or Google Workspace. A platform that books directly inside those tools sees far higher adoption than one that requires a separate app nobody opens.

Security & Data Privacy

Visitor and badge data may qualify as personal data when it relates to an identified or identifiable person. Confirm how long visitor logs are retained, whether data stays in your required region, and whether the vendor supports SSO for admin access.

{{onpage-cta}}

Muster Point: Definition, Location Rules, and How to Run a Headcount
Office Insights

Muster Point: Definition & Setup

A muster point is the designated spot where employees, visitors, and contractors gather after evacuating a building, so someone can confirm everyone made it out safely. Under OSHA 29 CFR 1910.38, covered emergency action plans need a procedure to account for employees after an evacuation, and a designated assembly area is one common way to do that in practice.

Learn More

Muster Point: Key Takeaways

✓

A muster point is a designated, safe location outside a building where employees, visitors, and contractors gather and get counted after an emergency evacuation.

✓

Under OSHA regulation 29 CFR 1910.38, employers subject to the standard must include procedures for accounting for all employees after an evacuation.

✓

A safe muster point stays clear of the building's hazard zone and emergency vehicle access routes, and remains visible to evacuees in smoke, rain, or darkness.

✓

PULT is an office management platform whose Presence feature detects who is on-site through a company's existing WiFi network, giving office and security teams a live, automatic headcount during an emergency.

What Is a Muster Point?

A muster point is a fixed, pre-identified location outside a building where everyone gathers after an evacuation alarm. Its purpose goes beyond simply getting people outside: it gives a warden or safety officer a single place to run a headcount, confirm who made it out, and flag anyone still unaccounted for.

Muster Point vs. Assembly Point vs. Muster Station

Muster point and assembly point generally describe the same function, while muster station is a related term commonly used in maritime and offshore settings. Onshore offices and warehouses in the US typically say muster point or assembly point.

Maritime operations commonly use muster station, including in contexts covered by SOLAS muster and drill requirements. For offices and other onshore workplaces, the location and headcount process generally work the same way regardless of whether you use muster point or assembly point.

Where Should You Place a Muster Point?

A good muster point sits far enough from the building to stay clear of smoke, debris, and structural risk, but close enough that people reach it within minutes. Beyond distance, a handful of practical criteria decide whether a location actually works during a real emergency.

✓

Distance from hazards: Keep the point away from the building itself, parking structures, and anything storing flammable material.

✓

Clear of emergency access: Don't block the routes fire trucks and ambulances need to reach the building.

✓

Reachable from every exit: Every evacuation route on the floor plan should lead to a muster point without crossing back through the building.

✓

Visible in poor conditions: Choose a spot that stays identifiable in smoke, rain, or after dark, and mark it with high-visibility signage.

If your evacuation plan needs a broader refresh beyond the muster point itself, our guide to office fire safety covers alarm systems and drill schedules in more detail.

How Do You Set Up and Mark an Emergency Muster Point at the Office?

Setting up an emergency muster point takes three things: clear signage, a person responsible for the headcount, and enough capacity for everyone who might be on site. Multi-floor or multi-tenant offices may need more than one muster point where building size, occupancy, or evacuation routes would otherwise create a bottleneck.

✓

Mark it clearly: Use clear, high-visibility signage so the location remains easy to identify by day and in poor visibility.

✓

Assign responsibility: Designate trained personnel to manage the headcount and report the result to the incident commander.

✓

Plan for scale: Add a second or third muster point for large floors, multiple buildings, or shared office space, and split the roster accordingly.

✓

Put it on the map: Add every muster point to your floor plan and walk new hires through it as part of onboarding.

How Do You Take a Headcount at the Muster Point?

Once people reach the muster point, the warden runs a headcount, sometimes called a fire roll call, and checks names against a roster before reporting the result to the incident commander. The harder part is making sure that roster actually reflects who was in the building, including people who don't show up on a payroll list.

Accounting for Visitors and Contractors

Employees usually appear on a standard roster, but visitors and contractors often don't. A guest who checked in an hour earlier or a contractor working on the third floor still needs a headcount at the muster point. A visitor log that isn't tied into the emergency plan leaves wardens guessing how many people are actually missing.

Manual Fire Roll Call vs. Real-Time Presence Data

A paper roll call at a mid-size office can take valuable time, and it only counts people already written down. PULT Presence uses office network data to show which employees are on site, while visitor and contractor records can supplement the on-site roster during an emergency.

{{onpage-cta}}

Give Every Muster Point a Fast, Accurate Headcount

A muster point only works if people know where it is and someone can confirm who made it there. Distance, signage, and a designated warden solve the location half of the problem. The headcount half comes down to whether your roster actually reflects everyone on site that day, employees, visitors, and contractors included. That's the gap most manual processes leave open.

✓

You see live on-site presence data to support the muster point headcount instead of relying only on a manual roster.

✓

Digitally checked-in visitors and contractors can be included without relying on a separate paper log.

✓

Presence tracking runs through your existing WiFi network and takes under 30 minutes to set up.

✓

Emergency Response activity can provide timestamped records of key actions for your safety files.

{{onpage-cta-2}}

Browse all resources