As companies transition to hybrid work models, workplace booking systems are seeing increased adoption. Analysts predict that global demand for such software will double from $100 million in 2023 to $200 million by 2030, indicating growing business needs for office space management tools and adaptation to flexible work arrangements.
In wartime conditions, Ukrainian companies are reassessing their approach to office space organization. Beyond implementing hybrid work formats, there is growing demand for visitor control systems and tools to optimize rental costs. Companies are seeking solutions that will effectively plan employee work schedules, ensure office security, and help rationalize rented spaces.
To discuss modern office management systems, we spoke with Oleksandr Khrokalo, a digital workspace transformation expert at Span Ukraine. We explored the advantages of YAROOMS, a platform new to Ukrainian consumers that offers comprehensive solutions for hybrid work planning, access control, office space optimization, and many other useful tools.
* Oleksandr, what is the YAROOMS platform, and which features should Ukrainian companies focus on when choosing an office space management system?
YAROOMS is a comprehensive workspace management platform that helps businesses effectively organize and optimize their office spaces. The platform is simple, convenient, and user-friendly, easily integrating with existing corporate systems.
Among the platform's key tools already successfully used by Ukrainian companies, I would highlight three most in-demand features:
1. Hybrid Work Schedule Planning
YAROOMS offers a flexible office space management system that can be customized to company needs. Users can plan workdays, set office visit restrictions, and configure resource access based on roles. The system allows visitor control through reception authorization parameters.
The booking functionality includes interactive maps for seat selection and convenient search by time and criteria (space type, equipment). The platform is universal - allowing reservation of not just workspaces and meeting rooms, but also parking spaces and other company resources.
The platform provides real-time updates on workspace availability. Employees instantly see and can book available spaces, while managers receive current data on workspace utilization. This helps avoid double bookings and optimize office use.
2. Office Visitor Flow Management
YAROOMS' visitor flow management system helps organize guest entry and presence in the office securely and conveniently. Visitors can pre-register, receive automatic invitations with instructions, and undergo identity or document verification at reception according to established authorization rules.
This system enhances office security through several key aspects: access control limiting visitor movement; automatic registration for visit tracking; quick identification using QR codes to reduce unauthorized access risk; and analytical tools allowing companies to evaluate visitor flows and optimize security processes based on collected data.
3. Workspace Usage Analysis
YAROOMS provides comprehensive analytics enabling companies to better understand their workspace utilization. The system tracks the frequency of workspace, meeting room, and common area usage, helping identify which zones are used most effectively and which might need optimization. Booking statistics provide information about time spent in the office and which workspaces are most in demand. Another important component is employee presence monitoring, especially in hybrid work conditions. This allows companies to better plan space to avoid overload or underutilization of rented premises. Analytical data also includes equipment and other resource usage assessment, enabling more efficient distribution according to needs. Thus, the platform provides data for informed decision-making regarding office space expansion or reduction, maximizing existing resource utilization.
Integration Capabilities
* You mentioned that the platform integrates with existing corporate systems. What exactly did you mean, and which integrations are most popular among Ukrainian clients?
YAROOMS easily integrates with popular office tools: calendars (Google Calendar, Microsoft Outlook), communication platforms (Slack, Microsoft Teams), and management systems. This optimizes work processes, prevents double booking, and simplifies system implementation since users work with familiar tools.
In Ukraine, many companies use the Microsoft ecosystem, making Microsoft Office 365 and Azure integration one of the key client requests. Businesses want a maximally convenient solution for employees - allowing them to book workspaces directly through familiar Outlook or Teams without switching between different systems. For security services and IT departments, the ability to manage access through Azure Active Directory and secure SSO login is crucial. This significantly simplifies system administration and enhances corporate data protection.
Scalability and Implementation
* Is YAROOMS suitable only for large corporations, or also for medium and small businesses? For which company size and specifics would the system be most optimal?
Among our successful YAROOMS implementations in Ukraine are companies from various business sectors and scales. For example, one of Ukraine's leading banks managed to optimize office space usage and significantly reduce rental costs through YAROOMS implementation. The system helped analyze real workspace occupancy, identify unused zones, and effectively organize space according to employee needs.
Meanwhile, a small dealership successfully uses YAROOMS primarily for organizing hybrid work format. The platform enabled establishing a clear shift system when some employees work from the office while others work remotely, ensuring business process continuity.
Therefore, I wouldn't segment by industry or business scale. YAROOMS will be an effective solution for any company seeking to automate office space management, implement hybrid work format, optimize work processes, and ensure proper security for employees.
Licensing and Security
* What licensing features should IT managers consider when implementing YAROOMS?
YAROOMS offers a flexible licensing model starting from $200 per month. The system is scalable and supports up to 50 points on the map - these can be work desks, meeting rooms, parking spaces, or other locations, with no limit on user numbers.
Importantly, different license levels offer various integration capabilities. The basic version includes Microsoft or Google calendar synchronization. The Business version additionally supports integration with Microsoft Teams, Google Meet, and Zoom. At the Enterprise level, full integration with Azure AD, Google Cloud, and corresponding AWS services is available.
* Data security is one of the most important issues for Ukrainian companies today. How does YAROOMS ensure corporate information protection?
All data is stored on Microsoft Azure servers in the Netherlands, ensuring compliance with European data protection standards. Additionally, the system is protected from DDoS attacks using CloudFlare, guaranteeing uninterrupted service even during cyberattacks. The manufacturer pays significant attention to regular security system updates - all updates occur automatically and are included in the basic subscription. This ensures constant protection against new types of threats and vulnerabilities.
* How can Ukrainian companies test YAROOMS functionality?
Span, as a YAROOMS partner, offers a 14-day trial period during which Ukrainian organizations can independently test all necessary platform functions. Additionally, Span experts conduct system demonstrations upon request, showing its capabilities in detail and answering all questions about implementation and use. To request this, simply write to: info.ua@span.eu.
