Workai Spaces
Book a desk room parking spot perfect seat right-sized meeting room day in the office visit to the Warsaw branch
Workai Spaces is the hybrid-work and office-resource layer of the digital workplace — desks, rooms, parking, hybrid meetings, visitor management, and your phone as the office key. Embedded in the platform your employees already use.
Hybrid work runs on a dozen apps your people don't love
A separate desk-booking tool. A separate visitor app. A physical badge for the front door. A meeting that ends up in a room half the team can't fit in. Workai Spaces puts the hybrid-work toolkit — work-mode scheduling, desk/room/parking booking, hybrid meetings, visitor management and HID Mobile Access — into the platform your employees already use.
THE CHALLENGE
Standalone workplace tools, none of them talking to each other
Desk booking in one tool, room booking in another, visitor management in a third, a physical access badge from a fourth. Each with its own login, its own admin, its own mobile app. Your people end up not using any of them properly.
THE OPPORTUNITY
One tool for hybrid work — with your phone as the office key
Work-mode scheduling, desk and room booking, hybrid-meeting coordination with time-polling, visitor management with self-serve parking — and HID Mobile Access turning the phone employees already carry into their building, elevator and room key. One identity. One mobile app. One tool across every branch.
Plan
Plan the days that matter — across every branch
Set your hybrid week day-by-day. See who else is in the office. Decide which days to come in — and which branch to come in to. Workai Spaces is linked to the company, not a single building, so the same plan, presence and check-in flow works across every site.
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Daily work-mode setting — office or home for each day, synced with colleagues
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Team presence preview — see who is in the office today, this week, across teams
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In-office attendance indication — signal your on-site presence so colleagues can coordinate
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Swift check-in — employees choose desktop or mobile, plus QR check-in on arrival
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Branch-agnostic — linked to the company, not a building, so it works across every site
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One identity, one mobile app — no separate login for the hybrid-work tool
Book
Book the desk, the room, the parking spot — from one place
Desk booking, conference rooms, parking spots and other office resources — managed from one intuitive interface, on web and mobile. A personalized spot-allocation reserves your preferred seat based on current availability and past selections (rule-based automation, not AI). An office resource map shows what is free and what is in use, across every branch.
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Desk booking — reserve a desk for any day, at any branch
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Conference and meeting room reservations across every site
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Parking spot reservations — same flow as desks and rooms
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Other office resources — equipment, lockers, shared assets
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Personalized spot allocation — automation that learns your preferences
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Office resource map — visual availability across every branch
Host
Hybrid meetings that fill the right rooms — and guests welcomed properly
Coordinate hybrid meetings for in-office and remote employees in one flow. Time polling reduces ghost meetings. Conference rooms are reserved automatically — and the room size adjusts to the number of in-office participants (automation, not AI). Welcome visitors with self-serve parking, streamlined reception registration and arrival notifications for the host.
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Hybrid meeting coordination — in-office and remote employees in one flow
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Meeting time polling — participants vote for the best time, reduces ghost meetings
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Automatic conference room reservation based on in-office attendance counts
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Dynamic room-size allocation — room size adjusts to headcount (automation, not AI)
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Visitor management — register guests in advance, prepare the team for arrival
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Visitor self-serve parking, reception registration and arrival notifications for the host
Access
Your phone is your office key
HID Mobile Access turns the phone employees already carry into their building, elevator and room key — no physical card, no separate badge. Same identity as the rest of Workai via Azure AD / SSO. Runs on Azure AD alone (no hard SharePoint / O365 dependency) — and gains deeper features when M365 is connected.
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HID Mobile Access — phone unlocks the building, the elevators and the rooms
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No physical card required — onboarding, offboarding and access changes happen in software
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Same mobile and desktop apps — employees choose where to work from
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Branch-agnostic access — one app across every site, including travellers
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Azure AD / SSO — same identity as the rest of Workai
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Runs on Azure AD alone — no hard M365 dependency; deeper features when connected
Spaces is your hybrid-work layer — not a standalone booking silo, not an AI workplace experiment
Workai Spaces gives employees a real, distinctive hybrid-work toolkit — phone as the office key, hybrid meetings that fill the right rooms, visitor management that welcomes guests properly — embedded in the platform they already use. We automate the booking, the room allocation and the spot suggestions. The human judgement stays with your people. One identity. One mobile app. One tool across every branch.
Booking & Resources
Desks, rooms, parking and shared resources — booked from one place, on web and mobile, with a personalized spot-allocation that learns your preferences and a resource map across every branch.
Booking that suggests your perfect spot — across every branch
See how desk, room and parking booking work — with a personalized spot-allocation that learns your preferences and a resource map for every site.
Meetings & Visitors
Hybrid meetings that fill the right room for the right headcount, time polling that reduces ghost meetings, and a visitor experience that welcomes guests properly — from the parking spot to the lobby.
Hybrid meetings that fill the right room for the right headcount
See time polling, automatic room reservation and visitor self-serve parking — and the arrival notification that goes straight to the host.
Hybrid Work & Presence
Daily work-mode setting, team presence preview and swift check-in — across every branch, on the device employees choose.
See who is in — across every branch
See how work-mode scheduling, team presence and check-in work across every site, on web and mobile.
Access & Mobility
HID Mobile Access turns the phone into the building, elevator and room key — backed by Azure AD identity and a mobile-and-desktop app that travels with the employee across every branch.
Your phone unlocks the building
See HID Mobile Access live — no physical card, no separate badge, no third-party app.
Real use cases
How every team uses Spaces to run hybrid work properly
Spaces adapts to what each team actually has to coordinate — from front-desk visitor flows to multi-branch hybrid schedules to phone-as-key access control. Explore real scenarios across the organization.
- Announce hybrid policies inside the platform employees already use
- Use the Events module tie-in for after-work activities and well-being engagement
- Encourage in-office attendance with team-presence visibility
- Surface branch-specific updates to the colleagues actually in that building
- Hybrid-work policy enforcement via daily work-mode setting and check-in
- Onboarding flow includes HID Mobile Access — phone is the key on day one
- Visitor management for new-hire welcome experiences
- Branch-agnostic — same hybrid experience whether the employee is at HQ or a satellite office
- One identity via Azure AD / SSO — no separate workplace tool to provision
- Runs on Azure AD alone — no hard M365 or SharePoint dependency
- HID Mobile Access integration eliminates physical-card lifecycle management
- Built on Microsoft Azure, ISO 27001 certified, WCAG 2.1 AA accessible
- Real-time workplace utilization analytics for data-driven optimization
- Adapt the workspace based on real-time insights — minimize costs, optimize resource allocation
- Branch-agnostic — leadership sees hybrid behaviour across every site in one place
- The hybrid-work layer of an EX platform — not another standalone contract to renew
- Multi-site coordination — desks, rooms, parking booked across every branch from one app
- HID Mobile Access for shift-based operational employees — phone replaces the card
- Visitor management for vendors, contractors and field staff coming on-site
- Events module tie-in for after-work team activities and well-being
- Real-time utilization analytics tell facilities which spaces are actually used and which aren't
- Personalized spot-allocation automation reduces "I never get my preferred desk" complaints
- Visitor self-serve parking + reception registration streamline the front-desk workflow
- Hybrid-meeting room-size automation prevents the "10 people in a 4-person room" problem
Seamless integrations
Connect Spaces with your Microsoft 365 ecosystem and HID Mobile Access
Workai Spaces runs on Azure AD with optional deeper Microsoft 365 integration (Outlook, Teams, SharePoint, Exchange) — and integrates with HID Mobile Access to replace physical building cards. One identity across the platform, one app across every branch.
Customer Success
Leading organizations run hybrid work properly with Workai Spaces
From global retailers to telcos — see how Workai Spaces gives every employee desk and room booking, hybrid meetings, visitor management and HID Mobile Access — embedded in the platform they already use.
What mattered to us was its ease of use and compatibility with our existing systems. In addition to the flexibility of the tool and the ability to adapt it to our constantly changing needs, we were also interested in its aesthetic side.
Wojtek Mrugalski
Internal Communication Manager at Żabka
managed with Workai Spaces — desks, rooms, parking and access from one app
The solution enables us to effectively reach all employees with key information, but also to carry out employee engagement activities that allow us to appreciate their involvement and motivate them to act.
Adrianna Maron
Corporate Communication Department at T-Mobile
coordinating hybrid work and unlocking buildings with their phone — no physical card needed
The implementation was rapid, and within just three months, we had a platform that transformed our internal communication and significantly increased employee engagement.
Piotr Kaniowski
Director of internal communication
from kickoff to launch — including HID Mobile Access integration and multi-site rollout
Guided transformation
Seamless onboarding built on proven success
From the first branch rollout to a fully integrated hybrid-work toolkit with HID Mobile Access — your Spaces deployment is guided by experience. Hundreds of deployments behind us; clarity, speed and confidence at every stage.
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Discovery & Strategy
We translate your hybrid-work scenarios, branch structure and access requirements into a phased Spaces rollout — drawing on patterns refined across hundreds of deployments.
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Configuration & Design
Work-mode schedules, resource booking, HID Mobile Access, Azure AD identity and the visitor flow configured following tested blueprints — fast time-to-launch.
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Launch & Adoption
Pilot at one branch, roll out across sites, train reception and L&D on the visitor and check-in flows — milestone-driven with hands-on adoption support.
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Continuous Success
Stay ahead with proactive care, regular updates, utilization analytics and room-size automation that keep your hybrid work actually working long after launch.
Every step follows tried-and-tested scenarios — so your teams know exactly what to expect, from first workshop to post-launch growth.
Your office. In your pocket. Across every branch.
See how Workai Spaces gives every employee a real hybrid-work toolkit — work-mode scheduling, desk and room booking, hybrid meetings, visitor management, and your phone as the office key. Embedded in the platform they already use.