Appspace Workplace Management Review

Behind the Scenes with Appspace Workplace Management

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CollaborationCollaboration ReviewsMeeting Rooms and DevicesReviews

Published: February 3, 2025

Rebekah Carter - Writer

Rebekah Carter

If you’re looking for a convenient way to coordinate teams and make the most of your hybrid office, the Appspace room booking, and workplace management platform could be the perfect solution.

Similar to many modern solutions for “space management” like Deskbird and UnSpot, Appspace’s platform offers more than just tools for booking desks and meeting rooms. It’s an all-in-one ecosystem that aims to help companies make their offices more accessible, welcoming, safe and productive. It even includes some handy AI features.

I put this comprehensive platform to the test, to uncover the pros and cons you’ll need to consider if you’re thinking of using Appspace for workplace management.

Quick Verdict: Pros and Cons

The AppSpace workplace management platform is a feature-rich solution for managing everything from space reservation, to wayfinding in modern office environments. It includes all of the core features you might expect from a platform like this, such as digital signage software, desk and meeting room booking tools, and wayfinding solutions.

However, there are also some extra built-in tools designed to boost collaboration and engagement, like content and publishing apps, and a Microsoft-based intranet. The biggest downsides to this platform are its slightly high learning curve and expensive pricing.

Pros:

  • Powerful space management tools
  • Integrated content creation tools and intranet
  • Visitor management and wayfinding built-in
  • Included digital signage software
  • Valuable artificial intelligence features

Cons:

  • Slight initial learning curve
  • Expensive pricing

Appspace Review: Overview and Key Features

As mentioned above, Appspace is a lot more than just a room booking app. It’s an all-in-one tool for enhancing space management, and workplace communication. The comprehensive platform includes everything companies need to improve collaboration, create content, and make the most of physical spaces, like hot-desking environments and meeting rooms.

Primarily, this solution seems to be aimed at larger organizations, like enterprises that need to bring cross-functional teams together, streamline wayfinding and enhance visitor management. Here’s a quick rundown of the key features you’ll get on the platform.

Workspace Communication and Collaboration

Let’s start with one of the most interesting components of Appspace: the workplace communication features. With Appspace, companies can bring teams together in a unified environment, with an all-in-one intranet system. The intranet gives you an all-in-one space where you can share content, files, and documents, post updates, and give each employee their own news feed.

There are built-in automation tools for speeding up approvals and processes like holiday requests. Plus, everyone gets access to built-in tools for direct messaging and communication within the intranet.

You can even integrate your intranet and employee app in Appspace with Microsoft Teams, Webex, Slack and more. That means whenever you publish something on the Intranet, you’ll be able to automatically share it across every other channel too.

From the employee app, users can not only book spaces and desks, but also send “Kudos” messages to team members, submit notifications to digital signage systems, and create content. There are even tools for translating content, like business news stories, into different languages automatically.

I particularly love the little “extras” in Appspace that help to boost engagement. For instance, you can instantly invite colleagues to meetings and rooms from within the app, and track attendance responses. Plus, everyone can share quick status updates on a social media-style board, and employees can react to them with emojis.

Users also get to customize their own “app” experience with tailored newsfeeds and layouts. They can even follow specific team members in a connected directory. There’s also a handy “broadcasting” feature for admins to use to send instant alerts to staff members, wherever they are.

Appspace Review: Space Reservation

For flexible workspaces, Appspace delivers some of the most advanced “space reservation” features I’ve seen. Where other platforms give you separate (but similar) apps for desk and meeting room booking, Appspace gives you a holistic environment for managing every type of space.

Within the app, administrators can list everything from rooms and desks, to parking spots, and office neighborhoods for users to reserve. The great thing about Appspace is that it gives you a comprehensive view of your entire office environment as soon as you log into the app.

You can see which desks and other spaces are available at any time, and book the environments you need with a single tap. You can even book spaces directly from platforms like Microsoft Teams, with streamlined integrations. You’ll also be able to see exactly which people and amenities are available nearby, with Appspace’s interactive maps.

The maps show the layout of every room, highlight available technologies, like meeting room kits, and show small icons to help you identify relevant team members. If you need to dive a little deeper, the wayfinding tools give both employees and visitors extensive information. They even track where you are with your device’s GPS, to help guide you to the right location.

Plus, Appspace ensures that business leaders can track their space usage in real-time, with convenient check-in tools. Anyone can instantly check into a space by scanning a QR code or tapping on a space within the workplace map.

Appspace even has built-in digital signage software, with templates you can use for everything from welcoming visitors into a building, to sharing information about a meeting room’s technology.

Content Creation and Visitor Management

Two of the other features that help to separate Appspace from its competitors, are its tools for visitor management and content creation. Many other workspace management tools charge extra for visitor management applications, but Appspace offers this feature as standard.

You get a comprehensive system where you can speed-up check-ins for clients by automatically sending them pre-registration forms, privacy agreements, and more. There’s a badge printing system, with the option to create unique QR codes for each visitor. Plus, the app will automatically notify a host when their visitor arrives, so they can meet them at the door.

You can even give visitors access to your wayfinding tools in Appspace, to help them find locations easier, and create “checkpoints” for visitors to scan.

The content creation tools in Appspace are particularly interesting – and not something I’ve seen on most of the other systems I’ve reviewed. Basically, these features allow users to create virtually any kind of content they can share on employee apps, intranets, or office screens.

You get a huge variety of templates to choose from for announcements and signage, and you can also create your own templates from scratch. There are tools for creating things like employee leaderboards, for gamification, and broadcast alerts. You can even draw information into content from third-party locations, like social media sites and news feeds.

I can definitely see these features being useful for larger companies that want to keep employees engaged or informed, or just deliver a branded office experience to visitors.

Analytics and Workspace Reports

Analytical tools are a must-have for any modern workspace management tool. They’re crucial for ensuring business leaders can allocate resources effectively, reduce operational costs, and improve employee engagement.

Appspace offers a comprehensive “analytics” system, which gives administrators a complete overview of which team members are using the app, which spaces are getting the most bookings, and even how their content is performing across channels. You can monitor approvals and employee requests, track device trends over time, and view visitor data.

There are even real-time dashboards that help you to understand how spaces are used, such as how long meetings typically run for, or how frequently employees use certain desks. Plus, Appspace can integrate with your Business Intelligence systems, to help you monitor the links between different workspace processes, reservations, and performance.

The only thing really missing here, in my opinion, is an integrated survey solution for collecting insights from your employees. It would be nice to have a feature in place that allowed teams to share their thoughts about office design (without posting them on the employee intranet). The addition of a helpdesk feature would be useful too, although you can always use integrations for this.

Appspace Review: Appspace Intelligence

Similar to Microsoft with it’s Copilot-powered Microsoft Places app, Appspace also embeds artificial intelligence into its platform. Appspace Intelligence goes beyond simply “suggesting” which desks and rooms an employee should book based on their schedule and available team members, though.

Within the Workplace management system, the AI tool learns employee preferences, and surfaces recommendations for which spaces to book each day, based on their working style. Employees can even ask the integrated bot questions for more tailored suggestions.

Plus, the AI automatically surfaces insights to business leaders about how spaces are being used, so they can tailor resource allocation accordingly.

Beyond enhancing workplace management, the AI solutions built into Appspace also improve content creation and distribution. Team members can ask the generative AI system to create content for any purpose. It can create content that recognizes team members for amazing contributions, announces new workplace changes, or shares industry news.

Plus, the AI solution can translate content into images and graphs, or turn lengthy content into summaries you can share instantly on the Appspace intranet. It can even translate content into multiple languages, and use text to speech to “narrate” documents for users.

Appspace Review: The Pricing

Appspace’s pricing is a little complicated to understand. First, there are different subscription plans. There’s a free option for up to 2 premium users and 1 connected device. After that, you can choose from an “Express” plan, or an “Enterprise” plan, both of which have custom pricing.

The Express plan gives you support for up to 25 users and connected devices, and 25GB of storage and bandwidth per month. The Enterprise plan supports 50 users and connected devices, and 50GB of storage and bandwidth per month. Additionally, you get premium support with the Enterprise plan.

Actually figuring out how much you’ll need to pay per month is a little complex, because pricing is based both on your number of users, and your number of connected devices. Users start at $3 per month, and devices start at $38 per month. However, all paid plan holders need to spend a minimum of $950 per month to access the Appspace platform.

There are also a bunch of “add-ons” you can purchase for Appspace which might add to your monthly fees. For instance, you can upgrade your support, get help with training or integrations, or purchase more templates for content.

Appspace Ease of Use and Customer Experience

Since Appspace is a lot more “feature rich” than some of the other workplace management tools I’ve tried, it also has a slightly higher learning curve. There are a lot of different features and tools to get your head around. Building your own intranet, creating wayfinding maps, and connecting Appspace to all of your existing tools can take a little time.

The platform itself is relatively intuitive, and once everything is set up, the employee app, intranet, and space reservation tools are straightforward. I just think you might need to spend a little more effort getting everything configured with Appspace than you would with other platforms.

If you need help when using Appspace, you can get in touch via email or phone (in most regions), and there’s a live chat feature too. Plus, there are plenty of self-help resources available to assist you with things like setting up devices and managing integrations.

Notably, though, the speed of service can vary depending on the plan you choose. As mentioned above, Enterprise customers get premium support. This means you can access the team any day of the week, between the hours of 8am and 5pm. You also get a customer success manager, and responses to cloud issues within 2 hours.

On the Express plan, the Advanced support comes with a 12 hour response time, and Monday-to-Friday assistance. If you’re using the free plan, you won’t get any chat, or phone support, but you do get access to video tutorials, and can send emails to the team.

Appspace Review: The Verdict

Appspace is a fantastic platform for managing not just workplaces and teams, but visitors, content, and employee experiences. It’s one of the most advanced workspace management tools I’ve seen, and is packed with unique features you won’t get anywhere else, such as content production capabilities.

However, it’s worth noting that this platform does come with a slight learning curve, and can be quite expensive, which might mean it’s not ideal for smaller businesses.

If you’re looking for a robust, all-in-one system that helps you to make the most of your office space, distribute content, and keep employees engaged, and you’re not worried about high pricing, then Appspace could be the ultimate solution for you.

Workplace Management

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