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Office Insights

Workplace Safety in the Office: Legal Obligations, Ergonomics and Prevention

Workplace safety in the office serves to maintain employee health and provide legal protection for employers. In modern hybrid offices, safety places new demands on the organization of desk sharing and mobile work.

February 16, 2026
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Workplace Safety in the Office: Key Takeaways

  • Legal framework for workplace safety in the office: The foundation consists of the Occupational Safety Act (ArbSchG), the Workplace Ordinance (ArbStättV) and DGUV Information 215-410.
  • Risk assessment in the office: The employer must identify and document the risks (physical and psychological) for each workplace.
  • Ergonomics: Desks, chairs and monitors must be adjustable to prevent musculoskeletal disorders.
  • Personnel: Depending on company size, safety officers, first aiders and fire safety assistants must be appointed in the required numbers.
  • Safety briefings: At least once a year, all employees must be instructed on the hazards and protective measures in the workplace.

What legal regulations apply to workplace safety in the office?

Workplace safety in the office is primarily governed by the Occupational Safety Act (ArbSchG) and the Workplace Ordinance (ArbStättV), which are further specified by DGUV Information 215-410.

These regulations require employers to systematically assess hazards, comply with technical standards for computer workstations and ensure employee safety through regular briefings and the provision of first aiders.

  • Occupational Safety Act (ArbSchG): It forms the foundation and obliges the employer under § 5 to conduct a risk assessment. The goal is to design work in such a way that hazards to life and physical and mental health are avoided.
  • Workplace Ordinance (ArbStättV): It defines minimum requirements for the operation of workplaces. This includes aspects such as room temperature, ventilation, lighting and the design of computer workstations.
  • DGUV Information 215-410 (formerly BGI 650): This guideline from the German Social Accident Insurance is the most important practical standard for offices. It contains detailed requirements for ergonomics, floor space and the safety-related design of work equipment.
  • Display Screen Equipment Regulation (now part of ArbStättV): It sets specific requirements for the quality of monitors, keyboards and software ergonomics to prevent strain on the eyes and musculoskeletal system.

Responsibility and Implementation of Workplace Safety in the Office

The employer is solely responsible for compliance with and implementation of all measures. For support, from the very first employee, the employer is required to provide proof of safety engineering and occupational health care (according to ASIG and DGUV Regulation 2).

Occupational safety specialists (Sifa) and company physicians provide advisory services, but keeping escape routes clear or correctly adjusting office furniture falls under the responsibility of the respective managers or office management.

How is a risk assessment created for office workplaces?

The risk assessment is the required tool for identifying risks to employee health and initiating countermeasures. According to § 5 of the Occupational Safety Act, every employer is obliged to conduct this assessment for all workplaces, document it and update it regularly.

  1. Define work areas: Divide the office into meaningful units, for example individual offices, open spaces, meeting rooms.
  2. Identify hazards: Record all physical and psychological stresses.
  3. Assess hazards: Evaluate the risk (probability of occurrence and severity of potential damage).
  4. Define protective measures: Select appropriate measures according to the TOP principle (Technical before Organizational before Personal).
  5. Implement measures: Carry out the planned improvements.
  6. Check effectiveness: Verify whether the measures have actually reduced the risk.
  7. Document and update: Legally compliant documentation of results and adaptation when changes occur (e.g. new office furniture or software).

Consideration of Psychological Stress in the Office

Since 2013, the Occupational Safety Act has explicitly required that the psychological risk assessment must also be part of the process. In the office, the focus is on factors such as work intensification, constant availability, lack of recovery periods or inadequate work organization. The goal is the prevention of stress-related illnesses and burnout.

Special Case: Risk Assessment for Hybrid Work (Office/Home Office)

Due to the alternation between office and home office, the assessment must extend beyond time spent in the office. The employer must also consider hazards for working from home and on the go. Since the employer has no direct right of inspection in the private space of employees, this is done through self-assessment questionnaires and instructions for the ergonomic design of the home workplace.

What ergonomic requirements must office workplaces meet?

Workplace ergonomics aims to adapt working conditions to the physical characteristics of people. The overarching goal is to prevent improper strain and chronic musculoskeletal disorders .

DGUV Information 215-410 and the standards DIN EN 527-1 (desks) and DIN EN 1335 (office chairs) define exact minimum requirements for this purpose.

The Ergonomic Office Chair

A suitable chair must allow dynamic sitting and be individually adjustable:

  • Seat height: The thighs should slope slightly downward, with feet flat on the floor (knee angle approx. 90° or slightly more).
  • Backrest: It must have lumbar support that supports the natural curvature of the spine in the lower back area.
  • Dynamics: The backrest should be movable (synchronous mechanism) to encourage alternating between leaning forward and backward.

The Office Desk

The desk must provide sufficient space for work equipment and the correct working height:

  • Dimensions: The standard surface area is 160 x 80 cm. A depth of at least 80 cm is necessary to maintain the viewing distance to the monitor.
  • Height: For fixed desks, the standard measurement is 74 cm (± 2 cm). However, height-adjustable sit-stand desks (switching between 65 cm and 125 cm) are ideal for reducing cardiovascular strain.
  • Surface: It must be low-reflection and matte to avoid glare from light sources.

Monitor and Input Devices for the Office

The placement of technology affects the strain on neck and eyes:

  • Viewing distance: Depending on monitor size, this should be between 50 cm and 70 cm.
  • Viewing angle: The top line on the screen should be well below eye level, so that the gaze is slightly tilted downward.
  • Arrangement: The monitor must be positioned directly in front of the user (no twisted posture). Keyboard and mouse should be placed so that the forearms can rest relaxed on the desk.

Light, Noise and Climate in the Office

  • Lighting: For office work, an illuminance of at least 500 lux is required. Natural daylight is preferred, while glare must be prevented using blinds.
  • Noise: The sound pressure level should not exceed 55 dB(A) for predominantly mental tasks.
  • Indoor climate: The recommended room temperature is between 20°C and 22°C. The relative humidity should be between 40% and 60%.

How many first aiders and safety officers do I need for the office?

The number of persons to be appointed for occupational safety is legally defined and depends on the number of insured persons present in the workplace according to DGUV Regulation 1.

  • First aiders: In offices with up to 20 employees present, one first aider must be appointed. From 21 employees onwards, at least 5% of the workforce must be trained as first aiders.
  • Safety officers (SiBe): From a company size of 20 employees, the appointment of at least one safety officer is mandatory. They support the employer on a voluntary basis in accident prevention.
  • Fire safety assistants: Here too, a quota of typically 5% of employees applies. Find all details about training and equipment for fire safety in the office.

Important for planning: The employer must ensure through vacation and sick leave periods as well as hybrid work models that the required number of helpers are physically present in the office at all times.

How is workplace safety implemented in the office with desk sharing and hybrid work?

The introduction of work models such as desk sharing and hybrid work fundamentally changes the requirements for occupational safety. Companies must ensure that the protection goals of the Workplace Ordinance (ArbStättV) are also achieved with daily user changes and in the home office.

  • Ergonomics: Since every employee has different physical requirements, shared workplaces (shared desks) must be versatile and easily adjustable.
  • Space utilization and capacities: In open-space concepts, there is a risk of overcrowding, which increases noise levels and can undermine escape route concepts.
  • Psychological stress: The uncertainty of not finding an adequate workplace in the morning ("desk hunting") creates additional stress and reduces concentration.
  • Hygiene: Frequent user changes require hygiene rules and adapted cleaning cycles.

How does booking software help with workplace safety and health in the office?

PULT is our software for workplace and room booking as well as automated presence detection. It serves many employers as a platform to fulfill their duty of care. The software includes features for ergonomics, emergency management and health protection:

  • Equipment filter: Employees can specifically search for workplaces with height-adjustable desks (sit-stand desks), ergonomic chairs or special monitors.
  • Fixed assignments when needed: For employees with special medical or physical requirements, PULT enables permanent reservation of fixed workplaces as an exception to desk sharing.
  • Emergency Export: At the push of a button, administrators generate a list of all persons actually present. Thanks to WiFi detection (PULT Presence), "no-shows" or spontaneous visitors are also precisely recorded.
  • Capacity control: The software automatically prevents overcrowding of zones. This way, fire safety regulations and escape route capacities are technically accounted for.
  • AI Health & Safety Agent: Our AI agent helps convert occupational safety regulations into tasks and pre-fill compliance documents for audits with real presence data.
  • Noise and acoustic management: Through clear zoning into quiet and team zones as well as the bookability of phone booths, acoustic stress is reduced.
  • Psychological relief: The guarantee of a firmly reserved workplace eliminates the stress of morning searching and ensures a calm start to the workday.
Tip: Learn more about automatic presence detection via WiFi at PULT Presence.

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Office Insights

How smart workplaces better organize energy, space, and work

Many companies report underutilization of their office space. A smart workplace shows when and how rooms are actually used, allowing energy, cleaning, and equipment to be tailored accordingly.

November 6, 2025
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Smart workplace: TL;DR

  • A smart workplace combines booking systems, sensor technology, and building control to create a holistic office organization.
  • The use of workstations and rooms can be measured in a smart workplace, forming the basis for energy, cleaning, and space planning.
  • Heating, cooling, and lighting in the smart workplace are controlled according to demand and based on actual usage and occupancy, which reduces energy consumption and operating costs.
  • Smart workplaces improve working conditions because employees can find suitable rooms for their respective activities.

What is a smart workplace?

A smart workplace is a workplace concept in which the digital system, building technology, and increasingly artificial intelligence are connected in such a way that people can organize their work better, coordinate more easily, and get things done with fewer resources.

  • Digital systems: Communication and information platforms, internal search functions, automated document storage, or AI-supported assistants and agents that take care of routine tasks.
  • Building smart workplace technology: Sensors that detect which rooms are in use, software for booking workstations or meeting rooms, and controls for lighting, climate, and energy.
  • Connection: The actual “intelligence” arises from the connection between these two areas: When work information and building data are brought together, workstations can be planned proactively, rooms can be used efficiently, and energy can be used sparingly.

Distinction from similar terms:

  • Digital workplace primarily refers to the software level, i.e., digital work tools such as intranet, chat, and project management tools.
  • Smart office focuses more on the building: sensors, room control, energy consumption.

Why are companies developing smart workplace solutions?

The concept of the smart workplace is gaining importance because companies have to deal with previously unbalanced office space utilization, the massive influx of artificial intelligence, and stricter sustainability requirements.

Technology use and AI adoption

According to Eurostat, 13.5% of companies in the EU use at least one form of AI, with the figure rising to 41.17% for large companies.

Since the end of 2024, Microsoft, Siemens, and other providers have been bringing new approaches such as Microsoft Places and AI-supported workplace analyses to the market, which are designed to significantly simplify the linking of work organization and building control.

Sustainability and regulation

Building control systems in the highest efficiency class can reduce energy consumption in offices by up to 30%.

In summary, companies are under double pressure to act: workplaces must be adapted to changing work habits, while at the same time being operated cost-efficiently and documented sustainably. The intelligent workplace addresses precisely these three requirements.

What systems make up the smart workplace?

A smart workplace includes digital work tools, systems for controlling rooms and workstations, and technologies for measuring and optimizing usage. The interaction of these systems is what defines the smart workplace.

Digital work tools and assistance systems in the smart workplace

  • Communication and information platforms such as Microsoft 365 and intranets.
  • AI assistants that bundle information, record meetings, or automate routine tasks.
  • Uniform access to documents, knowledge databases, and workflows.

Workplace and room organization in the smart workplace

  • Systems for booking desks and meeting rooms.
  • Dynamic allocation of workstations depending on attendance and team composition.
  • Functions such as display of utilization rates or automatic no-show detection.

By switching to shared desks or flexible workstations, companies can save up to 30% of their office space. This space can then be used for other purposes that benefit employees: project areas, modern break areas, or quiet zones for focused work.

Sensors and building technology in the smart workplace

  • Occupancy and motion sensors, Wi-Fi data, or digital access controls that show how rooms are actually being used.
  • Building automation (heating, lighting, air conditioning) that adjusts consumption to actual occupancy.
Tip: With PULT Presence, you can track your employees' attendance without having to install sensors. As soon as a colleague's laptop or smartphone connects to the company Wi-Fi, their attendance is recorded. This also works with your existing company Wi-Fi.

Analysis and key figures for the use of the smart workspace

  • Data platforms that evaluate utilization, energy consumption, and employee satisfaction.
  • Key metrics: average space utilization, square meters per workspace, cost per workspace, CO₂ emissions per square meter.
Tip: Office evaluation software should work closely with booking software or combine both in one platform. This gives you reliable figures that you can use to plan your office layout.

Security, data protection, and governance of the smart workplace

  • Systems for data anonymization and role-based access.
  • Implementation of legal requirements
  • Clear governance models for the use, storage, and evaluation of data.

What are the advantages of a smart workplace?

The office space in a smart workplace is used more efficiently, meaning it is better suited to new working models, and operating costs are reduced because sensors and booking data allow for targeted heating, ventilation, and cleaning of rooms and areas.

An important advantage of the smart workplace is the better use of office space. Many traditional workplaces are regularly empty because teams work hybrid and are not in the office every day. Instead of keeping such spaces unused, you can remove them and useyour smart hybrid workplace for more meaningful purposes:

  • Project areas with rollable furniture, media technology, and room dividers.
  • Zones for collaboration within teams or with customers.
  • Quiet rooms for breaks or quiet, focused work.
  • Modern break areas with upholstered furniture, equipped kitchens, canteen, beverage, and snack offerings, or play areas for relaxation.

With offerings of this kind, you give your employees access to resources that they actually want and that enable them to have a significantly higher-quality workspace experience.

Reducing operating costs in the smart workplace

A smart workplace reduces operating costs primarily because sensors and booking software show when rooms are occupied and how long they are used.

This data makes it possible to control heating, cooling, and ventilation in a targeted manner instead of supplying entire office spaces permanently. Cleaning services can also be scheduled according to demand: a conference room that has not been used does not need to be cleaned every day.

In this way, resources are used more sparingly and running costs are significantly reduced without compromising employee comfort.

Data protection in the smart workplace

The introduction of a smart workplace affects legal requirements that companies must comply with.

  • Purpose limitation and data minimization: Data on the use of workstations or rooms may only be processed for the purpose of workplace organization or building control. Personal data must be limited to the minimum necessary, anonymized or aggregated as far as possible.
  • Consent and legal basis: When personal data is collected, either a legal basis or the consent of the employees is required. This consent must be given voluntarily and must not be linked to any disadvantages.
Tip: With PULT, you work in full compliance with the GDPR. Workplace booking and office evaluation do not allow any conclusions to be drawn about the behavior of individual employees. Instead, the data is aggregated statistically and shows you how your office, rooms, and zones are actually being used.

Workplace booking at the smart workplace

The smart workplace thrives on the targeted and conscious use of workplaces and rooms. For this to succeed, employees need to know which spaces are available to them and when. Workplace booking forms the binding basis for this.

Such a booking system shows which seats, meeting rooms, or project zones are available. Employees can plan their working day and see when colleagues are in the office and where they will be sitting.

PULT, as a smart workplace software, gives you a realistic picture of actual usage: When is the office at full capacity, which areas remain empty at times, which rooms and zones are in high demand? This data forms the basis for managing space, cleaning, and energy according to demand.

  • PULT workplace and room booking: Make binding reservations for desks, meeting rooms, project zones, and parking spaces directly via desktop or app.
  • PULT Presence: Automatic attendance tracking via the company Wi-Fi to compare actual usage and booking data.
  • Weekly planner: Overview of who is in the office and when, and easy coordination of joint team days.
  • Office Insights: Evaluate utilization and attendance in real time to control cleaning cycles, energy consumption, and room allocation.

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Alternatives

The best visitor management software for your company

Modern visitor management software replaces traditional paper lists at reception. It supports digital registration, check-in processes, ID printing, and automatic notification of the host. Many solutions also offer evaluations of office activities and the option to book meeting rooms or parking spaces for visitors.

November 3, 2025
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How do I choose the best room booking software?

The best visitor management software can offer many features. Which ones are crucial for you depends on your use case. If certain aspects are important to you, you should pay attention to the following when comparing:

  • Pre-registration: Handy if guests need to be registered in advance so that their name, company, or reason for visiting is available at reception.
  • Check-in and check-out: Helpful if you want to speed up the registration process digitally, e.g., via tablet, QR code, or invitation link.
  • Visitor badges: Relevant if you need badges with photos or additional data.
  • Notification of the host: Useful if those responsible need to be informed immediately: by email, text message, or via collaboration tools.
  • Documents and signatures: Interesting if NDAs or security guidelines need to be signed directly at check-in.
  • Integrations: Useful if the solution needs to connect to calendars, access controls, or communication tools.
The following information on features, prices, and services is based on publicly available sources from the providers (as of September 2025). It is for guidance only. Providers may make changes at any time; no guarantee can be given for the accuracy or completeness of this information. 

This article contains a presentation of PULT as part of a market overview. It is based on careful research, but is not an objective test report, rather an editorially prepared comparison with some promotional elements.
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All brands mentioned are the property of their respective rights holders and are listed for comparison purposes only. PULT has no business relationship with the providers mentioned.

The 5 best visitor management software programs

#1 PULT

PULT is a software for visitor management from Germany that combines visitor management with desk booking, room booking, and office evaluation. It allows you to digitally map the reception of your guests and connect it with notifications to your employees and meeting room bookings.

  • Check-in and check-out directly via a tablet or iPad at reception
  • Automatic badge printing with all relevant guest information
  • Real-time notification of the host via MS Teams or Slack
  • Digital signatures for NDAs or documents directly at the terminal
  • Contact tracing with audit trail for compliance with legal requirements
  • White labeling: Customization of the check-in flow to corporate design, including logo and colors
  • Native iPad app that is fully customizable
  • Combination with desk and room booking: Workstations or meeting rooms can be reserved in advance for visitors
  • Insights: Reports on visitor traffic and an overview of which employees are receiving guests will be added soon

PULT pricing:

The price of PULT and visitor management starts at €99 per month per location. Desk sharing functions and room and parking space booking start at €1.90 per user per month. Other plans offer advanced features such as API access, single sign-on, and white label options. A free live-demoand product demonstration are available.

About PULT visitor management

#2 Envoy

Envoy is a US provider with its own Envoy Visitors module, which is used internationally and has also been offering EU data locations since 2024.

  • Check-in via iPad kiosk or QR code
  • Automatic badge printing with photo and guest information
  • Host notification via email, SMS, or push notification
  • Digital signatures for NDAs or security policies
  • Pre-registration of guests with invitations
  • ID scan and watchlist comparison for security-critical areas
  • Integrations with Slack, Teams, Google Workspace, and access systems

Envoy offers a Data Processing Addendum (DPA) and complies with the requirements of the General Data Protection Regulation (GDPR). In addition, standard contractual clauses (SCC) are used for data transfers.

Envoy pricing:

  • Free visitor management software plan with basic features
  • Standard: $109 per location per month (billed annually)
  • Premium: $329 per location per month (billed annually)
  • Enterprise pricing available upon request

#3 SwipedOn

SwipedOn is based in New Zealand and offers cloud-based visitor management software with visitor pre-registration, tablet check-in, badge printing, and host notifications.

  • Pre-registration of guests via invitations
  • Check-in and check-out via tablet
  • Automatic badge printing with photo and visitor data
  • Host notification via email or push notification
  • Digital signatures for NDAs or agreements
  • Reporting on visitor numbers and trends
  • Multilingual user interface for international guests

SwipedOn has its own GDPR policy. Data is processed in data centers operated on AWS. The company is based in New Zealand.

SwipedOn prices:

SwipedOn prices start at $55 per location per month for the Standard package. Higher tiers include remote working, package management, priority support, and more. Premium costs $109 and Enterprise $169 per location per month.

#4 Lobbytrack

Lobbytrack is an office visitor management software that is developed in the USA and used internationally. The software digitally maps key steps in visitor management, including pre-registration, self-check-in, and badge printing.

  • Pre-registration and invitations for guests
  • Self-check-in via tablet or QR code
  • Check-out for complete attendance lists
  • Automatic badge printing with templates
  • Photo capture during the registration process
  • Host notifications, for example by email
  • Multi-step registration flows
  • Visit logs and reports
  • Visit agreements/signatures (in higher plans)

Lobbytrack pricing:

Lobbytrack's prices start with a free version for up to 100 visitors per month. The Basic package costs $50 per location per month, and Professional costs $100 per location per month. Prices for Enterprise are calculated on request.

#5 Interflex

Interflex is a German provider of access and security systems that also offers its own visitor access management software module. The software is sometimes used in combination with access control systems and is suitable for companies with increased security requirements.

  • Pre-registration and invitation of visitors
  • Self-registration at the reception terminal
  • Check-in and check-out with automatic logging
  • Issuance of visitor badges with time-limited access rights
  • Photo capture and identity verification
  • Digital confirmation of security policies or instructions
  • Blacklists and escort rules for security-critical areas
  • Integration into access control and time recording systems

Interflex emphasizes the data protection-compliant management of personal data. The IF-6040 software is regularly tested according to OWASP and BSI standards and is available both on-premises and as a cloud service (Interflex Managed Services).

Interflex prices:

Interflex prices are not publicly available and are calculated on a project basis. The range of functions depends on the modules used and the selected operating mode (on-premises or cloud).

What features make PULT a popular visitor management software?

PULT combines visitor management with meeting room and workspace booking as well as office analytics. The Insights feature will be released soon. It provides you with analytics on visitor traffic and insights into which employees receive visitors and where.

  • Reserve workspaces for guests: Visitors can be assigned a desk in advance. This ensures that partners, applicants, and other day guests can use a space in the office.
  • Book meeting rooms directly: Hosts assign visitors an appointment and a suitable room.
  • Catering options:For longer meetings, workshops, or events, snacks, drinks, and full catering can be booked in the same system.
  • Real-time notifications for hosts:As soon as a visitor checks in, the host automatically receives a message via Slack, Microsoft Teams, or email and can immediately welcome their guest.

With PULT, you can also manage individual workstations, zones, and use the visitor parking management software. Your employees check in automatically with PULT Presence automatisch: as soon as your employees' laptops or smartphones connect to the company Wi-Fi, their presence is detected. This means that reception also knows whether the host is already in the building when the guest arrives.

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Office Insights

Best Space Management Software (Comparison 2026)

With the increase in working from home, many office spaces remain unused. Companies are therefore paying more attention to the ratio of space used to running costs. Office evaluation software provides detailed data on this, enabling better planning and adaptation of space utilization.

October 31, 2025
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How do I choose the best coworking space management software?

The best office evaluation software can consolidate and visualize many data sources. The criteria you use depend on your goals. For example, pay attention to:

  • Integrations & data sources: Important if you want to include booking and calendar data (e.g., Outlook, Google).
  • Display of space: Helpful if you want digital floor plans to give you transparency about occupancy and available spaces.
  • Mechanisms against unused bookings: Relevant if you want to avoid vacancies: e.g., through check-in functions or automatic releases.
  • Key figures & evaluations: Interesting if you want to use trends, utilization rates, or no-show rates for your planning.
The following information on features, prices, and services is based on publicly available sources from the providers (as of September 2025). It is for guidance only. Providers may make changes at any time; no guarantee can be given for the accuracy or completeness of this information. 

This article contains a presentation of PULT as part of a market overview. It is based on careful research, but is not an objective test report, rather an editorially prepared comparison with some promotional elements.

All brands mentioned are the property of their respective rights holders and are listed for comparison purposes only. PULT has no business relationship with the providers mentioned. 

The 7 best office space management softwares

#1 PULT

PULT is office analytics software from Germany that combines office analytics, room booking, and desk sharing in one platform. In addition to managing workstations, rooms, and zones, PULT provides detailed analytics of these resources based on both booking and actual attendance data.

  • Utilization reports for rooms, workstations, zones, and entire floors
  • No-show rates and automatic release of unused bookings
  • Trend analysis by day of the week, time of day, and team
  • Visualization in floor plans for quick identification of free or overloaded areas
  • Exports and API for connection to BI systems
  • Role-based access to provide management and HR with appropriate reports

Data is stored and processed in encrypted form. The software does not allow any conclusions to be drawn about the behavior of individual employees, which makes it compliant with data protection laws.

PULT pricing:

PULT pricing starts at €1.90 per user per month. Additional plans offer advanced features such as API access, single sign-on, and white label options. A free demo and product demonstration are available.

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Office Insights with PULT

#2 Robin

Robin is a US office space management software that offers workplace analytics in addition to room booking and desk sharing. It focuses on evaluating space utilization and occupancy rates for rooms and desks across multiple locations.

  • Dashboards for room and workspace usage with trend analyses
  • No-show detection and automatic release of booked but unoccupied rooms
  • Portfolio comparisons between buildings and locations
  • Sensor integration for real-time occupancy data
  • Reports on average and maximum utilization, occupancy patterns, and room size ratios

Robin provides a Data Processing Addendum (DPA) for customers from the EU and refers to the requirements of the General Data Protection Regulation (GDPR) in its privacy policy. Processing takes place in data centers in the US, operated by AWS.

Robin pricing:

Prices are not publicly displayed on the website.

Tip: If you don't want to install sensors in your company, you can still obtain accurate attendance data: PULT Presence detects the presence of your employees as soon as their smartphone or laptop connects to the company Wi-Fi. This also works with your existing Wi-Fi network.

#3 Eptura Engage

Eptura bundles several software offerings for workplace and space management, including Condeco for room booking and Archibus for office evaluation. The platform is designed for large companies and public authorities.

  • Reports and dashboards on the use of rooms, desks, parking spaces, and other areas
  • Sensor connection for real-time data on occupancy and utilization
  • Workflows and approvals for usage rights and reservations
  • Comparisons between buildings and locations
  • Integration with Office 365 for reporting and planning processes

Eptura offers a Data Processing Addendum (DPA) that explicitly refers to the General Data Protection Regulation (GDPR). Standard contractual clauses (SCC) apply to data transfers outside the European Economic Area. The provider does not publicly disclose specific cloud regions or server locations.

Prices for Eptura Engage:

Eptura Engage does not disclose prices on its website. The website also does not offer a free trial or product demo.

#4 Spacewell

Spacewell is a Belgian provider of smart building and workplace software. The platform combines room booking, IoT sensors, and office analytics and is aimed at companies that want to manage space utilization, work environments, and building operations in a unified manner.

  • Utilization reports for workstations, rooms, zones, and entire locations
  • Real-time data through sensor connectivity (occupancy, air quality, climate)
  • Dashboards for space planning, cost per workspace, and occupancy trends
  • Automated workflows for adjusting capacities or services
  • Portfolio comparisons of multiple buildings or branches

Spacewell pricing: 

Spacewell does not provide publicly available pricing information for its software.

#5 Metrikus

Metrikus is a British provider specializing in connecting IoT sensors, sustainability data, and office analytics. The platform collects data from various sources and displays it in dashboards and reports.

  • Utilization analyses for rooms, workstations, and zones
  • Sensor integration for occupancy, temperature, CO₂, and air quality
  • Dashboards with KPIs on space utilization, productivity, and ESG indicators
  • Reports on costs per workstation, peak loads, and trends
  • Integration of sustainability metrics (e.g., energy consumption, CO₂ footprint)

Metrikus publishes a GDPR policy and is committed to complying with it. According to the privacy policy, data may also be processed outside the EEA, in which case safeguards such as standard contractual clauses are used. The provider does not publicly disclose specific data center regions.

Metrikus prices:

Prices are offered individually through sales and are not available on the website.

#6 XY Sense

XY Sense is an Australian space and workplace management software specializing in real-time occupancy analysis using sensor technology. The system is primarily used in large offices to record the actual use of workstations and rooms.

  • Real-time utilization of workstations, rooms, and zones
  • Sensors with privacy-by-design that only record movement patterns as X/Y coordinates
  • Dashboards with heat maps, utilization trends, and capacity analyses
  • Notifications in case of over- or under-occupancy
  • Exports and API for business intelligence systems

The sensors process data directly on the device; raw images or personal information never leave the sensor. Only anonymized occupancy data is transferred to the cloud. XY Sense is GDPR and CCPA compliant and ISO 27001 certified.

Prices from XY Sense:

XY Sense also requires a quote to determine pricing, as costs vary greatly depending on the application scenario (size of the area, number of sensors, desired functions).

#7 Locatee

Locatee is a Swiss space utilization software specializing in workplace analytics. The platform uses existing IT infrastructure data, supplemented by sensors, to generate evaluations of office space usage.

  • Dashboards with key figures on utilization, peak loads, and space efficiency
  • Portfolio comparisons across locations, buildings, and floors
  • Analysis of teams and departments with role-based access
  • Trend analysis for work patterns and hybrid use
  • Integration of existing systems (e.g., Wi-Fi, access control, desk booking)
  • API and exports for BI and FM systems

Locatee is GDPR-compliant. Personal data is already anonymized on the customer side, so that only anonymized usage data is transferred to the cloud. Data centers are ISO 27001 certified.

Locatee pricing:

Locatee is offered as an annual subscription, with costs based on floor space (square meters or square feet). Specific details are not provided. 

What makes PULT a popular workplace management software?

PULT office evaluation provides you with booking data and values for the actual occupancy of workstations, rooms, zones, and parking spaces.

PULT Presence records the actual presence of your employees as soon as their laptop or smartphone connects to the company Wi-Fi. Check-in is automatic and completely independent of sensors. All you need is your Wi-Fi.

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Room booking

The best room booking software for your business

Room booking software usually offers a wide range of functions: in addition to reserving meeting rooms, depending on the provider, it can also be used to manage catering, individual workstations, or parking spaces. Relevant criteria include handling no-shows and compliance with data protection regulations.

October 29, 2025
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How do I choose the best room booking software?

The best room booking software covers a range of requirements. Which features are important to you depends on your specific project. The following criteria can help you make your choice:

  • Booking rooms and workspaces: Useful if you want to switch flexibly between meeting rooms, individual workspaces, or zones.
  • Clarity: Advantageous if digital floor plans or calendar views are intended to make it easier to keep track of things.
  • Check-in & automation: Relevant if you want to reduce no-shows and have unused rooms automatically released.
  • Analytics & utilization: Helpful if you want to track the actual use of space and align your planning accordingly.‍
  • Integrations: Useful if you want to integrate Microsoft 365, Outlook, Google Calendar, or MS Teams directly.
The following information on features, prices, and services is based on publicly available sources from the providers (as of September 2025). It is for guidance only. Providers may make changes at any time; no guarantee can be given for the accuracy or completeness of this information. 

This article contains a presentation of PULT as part of a market overview. It is based on careful research, but is not an objective test report, rather an editorially prepared comparison with some promotional elements.

All brands mentioned are the property of their respective rights holders and are listed for comparison purposes only. PULT has no business relationship with the providers mentioned.

The 8 best software programs for room booking

#1 PULT

PULT is a meeting room booking software from Germany that manages meeting rooms, workspaces, zones, and parking spaces in a single room booking software. It also includes visitor management, office evaluation with statistics, and special features such as automatic check-in via Wi-Fi connection in PULT Presence.

The software can be integrated into Microsoft Outlook, Microsoft 365, Google Calendar, MS Teams, and Slack. Booked but unused rooms and spaces are automatically released again. In addition, PULT provides evaluations of actual usage and booking behavior, which allows for better planning of rooms, spaces, and workstations.

  • All-in-one software for rooms, workstations, visitors, parking spaces, and catering
  • Interactive floor plans for easy booking
  • Integration with Outlook, 365, Google Calendar, MS Teams, and Slack
  • QR or Wi-Fi check-in, automatic release in case of no-shows
  • Analyses of utilization and space planning

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PULT Pricing:

PULT pricing starts at €1.90 per user per month. Additional plans offer advanced features such as API access, single sign-on, and white label options. A free live-demo and product demonstration are available.

About the room booking software PULT

#2 Skedda

Skedda is an internationally used meeting room booking system headquartered in Australia. The software is cloud-based and designed to display reservations clearly and control them using rules.

Key features include interactive floor plans where workspaces or meeting rooms can be booked directly. Administrators can set rules for usage, time slots, or quotas. The platform offers calendar synchronization with Outlook and Google, single sign-on via Microsoft or Google, and a visitor management module. A statistics section provides insights into room usage.

  • Interactive floor plans for rooms and workspaces
  • Booking rules and quotas
  • Two-way sync with Outlook and Google Calendar
  • Single sign-on (SAML, Microsoft, Google)
  • Integrated visitor management
  • Room utilization analytics
  • Mobile app for iOS and Android

In terms of data protection, Skedda is hosted on Microsoft Azure.

Skedda pricing:

Skedda is licensed per room or resource, not based on the number of users. Prices start at $99 per month for 15 rooms. All plans include unlimited users and bookings. A 30-day trial period is available.

#3 Robin

Robin is a US room and equipment booking software that covers room booking, visitor management, and space analysis. The system is aimed primarily at larger companies that want to manage hybrid working models and plan their office space.

Features include integration with Outlook, Exchange, and Google Calendar, bookings directly in MS Teams or Slack, and mobile apps for iOS and Android. The software supports no-show handling: rooms that are not occupied are automatically released again. Sensors can also record actual usage.

  • Room booking, desk sharing, and visitor management
  • Integration with Outlook, Exchange, Google, MS Teams, and Slack
  • Mobile apps for iOS and Android
  • Automatic release of unused rooms
  • Support for room displays and service bookings (e.g., catering)
  • Analytics on usage, utilization, and space requirements
  • API for custom integrations

Robin provides a Data Processing Addendum (DPA) for customers and refers to the requirements of the General Data Protection Regulation (GDPR) in its privacy policy. Processing takes place in data centers in the US, operated by AWS.

Robin prices:

Prices are not publicly displayed on the website.

#4 Eptura Engage

Eptura Engage is an internationally used room scheduling software for room booking and workplace management with a focus on enterprise requirements. In addition to the software, the manufacturer also offers its own displays for meeting rooms that are directly connected to the system.

The software supports room booking, desk sharing, parking space and locker management. Bookings can be made via Outlook add-ins or directly in the web and mobile interface. Floor plans show available spaces, while rules and workflows control usage. In addition, analyses and reports on utilization are available, and services such as catering or technical equipment can be booked as needed.

  • Room booking, parking space and locker management
  • Integration with Outlook / Office 365
  • Digital door signs (own hardware)
  • Interactive floor plan view
  • Approval workflows and booking rules
  • Analyses and reports on utilization
  • Service and catering booking

Prices for Eptura Engage:

Eptura Engage does not disclose prices on its website. The website also does not offer a free trial version or product demo.

#5 YaRooms

YaRooms is a European conference room scheduling software based in Romania that develops a modular platform for room and workspace booking. The system is geared toward hybrid working models and combines classic reservation functions with sustainability features such as CO₂ tracking.

In addition to room and desk booking, visitors can also be managed and digital door signs can be used. Bookings can be made via the web, mobile app, or directly in Outlook and Google Calendar. Reports and dashboards allow you to track utilization and usage data.

  • Room and workspace booking
  • Visitor and reception management
  • Digital door signs (signage)
  • Hybrid planner for attendance days
  • Interactive location maps and floor plans
  • Reporting and CO₂ tracking
  • Outlook and Google integration

YaRooms is certified according to ISO 27001 and ISO 27701. Customer data is processed in Azure data centers.

YaRooms pricing:

Prices start at $99 per month for the starter package and 10 users. Larger packages are priced at $399 and $899 per month. Billing is flat-rate, regardless of the number of users. Visitor management is an additional $99 per month per property.

#6 deskbird

deskbird is a Swiss room reservation software specializing in booking solutions for hybrid workplaces. In addition to room booking, the platform also includes parking space reservations and team planning.

Workstations and rooms can be booked via the mobile app or desktop. Additional features include QR code check-in and a team calendar that shows when colleagues are in the office. An analytics dashboard provides insight into attendance and utilization.

  • Room booking, desk sharing, and parking space management
  • Mobile app for iOS and Android
  • QR code check-in
  • Team calendar with attendance overview
  • Integrations with Outlook, MS Teams, Slack, and HR systems (e.g., Personio, Workday)
  • Office utilization analyses

Prices for deskbird:

deskbird offers per-user licensing. The Starter package starts at $2.80 per user per month, while the Business package starts at $3.80 per user per month, with prices decreasing as the number of users increases. Individual enterprise plans are available for larger companies.

#7 Roomzilla

Roomzilla is a cloud-based room booking system for workspace booking with a focus on easy implementation and operation. The system is used internationally and is utilized in start-ups, coworking spaces, and educational institutions, among others.

The platform allows users to reserve rooms, desks, and equipment such as projectors or whiteboards. A special feature is the tablet app for door displays, which shows the current status of a room. Users can check in via QR codes; if they fail to check in, the booking is automatically canceled. Floor plans help with orientation, and calendar synchronization with Google and Outlook 365 is integrated.

  • Room and workspace booking
  • Management of equipment, e.g., projectors
  • Tablet app for door displays
  • QR code check-in and automatic cancellation for no-shows
  • Interactive floor plans
  • Reporting and export functions
  • Integration with Google Calendar and Outlook 365

Hosted by Roomzilla in the cloud; the provider does not specify the exact data center locations.

Roomzilla pricing:

Roomzilla offers a free package for up to three rooms or desks. Beyond that, the standard rate is $10 per resource per month (billed annually). In the business plan with advanced features, a room costs $17 per month, and a desk costs an additional $10 per month.

#8 Microsoft Bookings

Microsoft Bookings is part of the Microsoft 365 suite and was originally developed as an appointment booking tool. In addition to traditional services such as consulting or training, it can also be used to reserve rooms and resources.

The system creates a public booking page where internal and external users can reserve appointments or rooms. Confirmations and reminders are sent automatically by email. Thanks to direct integration with Outlook and Microsoft Teams, bookings appear in the calendars of those involved, and Teams meetings can be added automatically.

  • Appointment and resource booking via a web interface
  • Automatic confirmations and reminders
  • Calendar integration with Outlook and Teams
  • Management of employees and resources in a central calendar
  • Mobile and desktop use

The software runs on the Microsoft 365 infrastructure. Microsoft has numerous security certifications (ISO 27001, SOC, C5).

Pricing for Microsoft Bookings:

Microsoft Bookings is included in most Microsoft 365 Business and Enterprise licenses. It is available starting with the Microsoft 365 Business Basic package ($6 per user/month). There is no separate charge.

What features make PULT a popular room booking software?

PULT shows you all available meeting rooms for your selected time period. Choose based on images, detailed descriptions, number of seats, and other amenities such as available technology or comfort features.

  • With smart filters, you can filter meeting rooms by availability, capacity, and amenities (such as screens or whiteboards).
  • Room bookings are synchronized directly and automatically with your calendar. At the same time, the invited colleagues are notified.
  • Add catering and service options to the room booking. This means your event is planned in full right away and you don't have to worry about it separately.

With PULT, you can also manage individual workstations, zones, and parking spaces. Check-in is automatic withPULT Presence as soon as your employees' laptops or smartphones connect to the company Wi-Fi, their presence is detected. Otherwise, the booking is automatically released and becomes available to others.

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