Managing a bustling workplace has never been easy. Now that we’ve moved into the age of hybrid work, it’s more complex than ever. With various team members moving in and out of the office according to diverse schedules, businesses need a way to streamline resource allocation. That’s where software solutions like UnSpot come in.
Combining tools for hybrid work security, desk and meeting room booking, scheduling, and analytics, UnSpot promises businesses a simple solution for workspace optimization.
Still, it’s far from the only tool offering these benefits. Today’s teams can choose from solutions like Appspace, Deskbird, Wisp, and Roomz. There are even options like Microsoft Places, that offer similar functionality. So, how do you know if UnSpot is right for your team?
I put the platform to the test to help you make the right choice.
The Quick Verdict: Pros and Cons
UnSpot is a handy tool for workspace management and optimization. It’s incredibly easy to use, allowing team members to book desks and meeting rooms with a single click. Plus, it has some handy features designed to optimize hybrid work, like interactive office maps.
The most significant downside of UnSpot, in my opinion, is that it’s lacking any advanced AI features. Alternatives like Microsoft Places use generative AI tools to help teams optimize and manage their schedules – which I think is extremely valuable.
Pros:
- Intuitive office maps and filtering tools
- Easy to use platform for beginners
- Excellent analytics and security controls
- Seamless integration with tools like Outlook and Slack
- Affordable pricing
- Included help desk functionality
Cons:
- No advanced AI tools
- Scheduling tools aren’t included in the cheapest plan
UnSpot Review: Overview and Pricing
UnSpot is a user-friendly “hybrid office” or workplace management platform. It’s designed to help companies make the most of their resources as they embrace the era of flexible work. The all-in-one solution offers access to automation tools for desk and meeting room booking. Plus, it offers a great range of scheduling solutions, office analytics, and an integrated help desk.
Compared to some of the other digital workplace management tools I’ve used, UnSpot is a little simplistic. It doesn’t use generative AI to provide employees with suggestions on when they should visit the office (based on when their colleagues will be there). There also aren’t any native tools for capturing the “voice of the employee” through surveys.
However, it is a very affordable platform, particularly if you’re looking for all-in-one workspace management and helpdesk software. You can try the platform for free by requesting a demo. Alternatively, there are two paid plans to choose from.
The Basic plan, for $2.50 per month per user, gives you virtually all of the features of the platform, except for the “office scheduling” tools. The Advanced plan, for $5 per month per user, adds scheduling capabilities into the mix.
You can also choose to pay for the app on a “per resource” basis. For instance, it’s $10 per month per desk/parking spot, or $30 per month per meeting room. I’d say, compared to some alternatives, this pricing makes UnSpot a pretty affordable option for most teams.
However, it’s worth double checking if your existing collaboration tools (like Microsoft Teams) already have workplace management apps available.
UnSpot Meeting Room and Desk Booking Features
Meeting room and desk booking software forms the heart of the UnSpot platform, so I figured it was best to start my review here. Both booking tools are incredibly straightforward, offering an intuitive experience for all kinds of employees. For instance, team members can reserve desks instantly from any device via an app, browser, or desktop application.
Business leaders can activate reservation confirmation notifications via QR codes, apply privacy policies, and even create user groups for specific work zones, parking spaces, and meeting rooms. You also get a handy “interactive map” of your office. The map shows you which employees have booked certain spaces in real-time, making it easier to choose the right space for work.
I would have liked to see the addition of AI here to help facilitate better booking decisions, but the map still makes intelligent booking a lot simpler. You can also search for desks or meeting rooms with specific equipment, like extra monitors.
When you’re booking meeting rooms, UnSpot will show you exactly when certain spaces are available, and what they’re being used for. You can also use UnSpot’s software on a tablet at the front of your workspace, to allow users to book spaces from the same screen.
Workspace Planning and Analytics
As mentioned above, the office scheduling features on UnSpot are only available on the most expensive plan. Although the cheaper plan still gives you many options, like the ability to set up check-ins with QR codes, implement booking time limits, and create unique access groups, you’ll miss out on more advanced capabilities.
For instance, with the cheaper plan, you can’t set policies for how often employees need to visit the office, or send requests to employees to adjust their schedules. If you upgrade, however, business leaders can edit all of their employees’ schedules from a single interface.
The app also automatically tracks which employees are in the office for you, and gives teams a handy way to connect with present team members. For instance, you can send an instant request from the UnSpot mobile app to a colleague, asking them to join you for lunch.
The workspace analytics features (included in all plans) are excellent, too. You can access dashboards that provide insights into office, space, and desk utilization trends. Plus, you’ll be able to create custom reports with more than a dozen KPIs to choose from. The analytical tools even give you insights into ways you can optimize your office design.
With heatmaps showing you which spaces are most popular for your team; business leaders can make better decisions on how to organize and optimize their space. The biggest thing missing from the platform here, in my opinion, is “Voice of the Employee” tools. You can’t send out surveys or collect feedback from your team directly within the app.
However, you could use integrations with tools like Slack or Microsoft Teams to achieve similar results. Plus, the analytics don’t give you much insight into actual employee engagement when they’re in the office. You’ll just see which resources teams are using.
UnSpot Review: Internal Helpdesk Features
One thing that differentiates UnSpot from some of the other workplace management tools I’ve tried is the addition of an internal helpdesk. Though the features of UnSpot’s helpdesk aren’t as advanced as those offered by dedicated helpdesk software, they’re still useful.
Teams can instantly send support requests to IT teams with attached information on which desks or meeting spaces they’re using. This could definitely streamline the process of maintaining critical hardware throughout your office space. Notably, though, you can’t brand the helpdesk with your own logo, or add API connections without upgrading to the more expensive plan.
For more advanced helpdesk capabilities, there is the option to integrate UnSpot with Zendesk, and your email services like Outlook. However, the built-in features should be more than enough for smaller teams, particularly when they’re aligned with UnSpot’s analytical tools.
I also like that you can display the “status” of a meeting room or desk on screens using UnSpot. Aside from showing which rooms are available, you can also customize your screen with notes or messages about faulty tools or technical issues.
The Biggest Benefits of UnSpot for Hybrid Work
If you have a very complex office environment, then UnSpot might be a little too simplistic for your needs. However, for smaller companies, I think this platform offers a great combination of functionality and ease of use. The biggest benefits, based on my experience, are:
- Intuitive booking capabilities: Booking desks and meeting rooms is incredibly simple. You can easily search through spaces based on available equipment, or make decisions with interactive maps showing you where your colleagues will be.
- Office scheduling tools: Although the office scheduling tools are only available on the more expensive plan, they’re worth the extra cost. They make it easier for companies to implement return-to-work mandates, and track office attendance.
- Valuable analytics: With heatmaps and customizable reports, UnSpot ensures companies can learn more about how teams are actually using their workspace. These insights can help you minimize costs, improve administration, and manage resources more effectively.
- Security: The built-in security features of UnSpot are excellent. You can manage team members and guests from a single environment. Plus, you can set up booking confirmation policies and specific requirements for all team members.
- Integrated help desk: Though the help desk features on UnSpot are limited, they’re ideal for smaller teams who want to manage employee issues in a unified space. I particularly love the ability to add data about meeting rooms and desks used for each support request.
UnSpot Review: The Verdict
As I mentioned above, there are certainly more advanced workspace management tools out there if you’re looking for things like AI-powered suggestions and voice-of-the-employee insights. However, UnSpot is still a great all-around solution for smaller teams.
It’s affordable, easy-to-use, and packed with handy features that make it easier for businesses to get the most out of their available resources, and reduce costs. If you’re looking for a handy way to simplify various workspace management tasks, UnSpot could be the perfect choice for you.
