Market Guide for Workplace Experience Applications
3 September 2025 - ID G00816118 - 42 min read
By Sohail Majumdar, Tori Paulman, and 1 more
The workplace experience application market is rapidly evolving with more enterprise-grade competition and new communication, collaboration and scheduling capabilities. Application leaders should use this research to guide their workplace management software investments.
Overview
Key Findings
- The workplace experience (WEX) market is experiencing heightened competition, with major enterprise vendors focusing their product development efforts on WEX.
- The functional scope of WEX applications is expanding beyond core space reservation to include a broader range of cross-application capabilities. These encompass enhanced employee presence, employee communication, visitor management, appointment scheduling and digital signage, reflecting a move toward a more comprehensive employee experience platform.
- AI capabilities, encompassing both generative AI and agentic AI, are becoming an essential component of WEX solutions and are an area of key vendor differentiation.
Recommendations
- Review WEX features in your current vendor portfolio. Collaborate with key stakeholders to build a checklist of features, and prioritize them using a must-have, should-have, could-have and won’t-have (MoSCoW) analysis. Ensure this is completed before considering additional solutions.
- Achieve a streamlined, scalable workplace experience by conducting cross-functional workshops and mapping employee journeys. Prioritize unique requirements and all-in-one vendors with robust cross-application capabilities to maximize integration and user adoption.
- Optimize workplace outcomes by piloting at least two AI-driven features for space management, reservation optimization, work planning and amenity recommendations. Measure their impact with clear key performance indicators (KPIs), such as space utilization and employee satisfaction.
Strategic Planning Assumptions
By 2028, 60% of workers will voluntarily return to the office if offered flexible start and end times, valuing the balance between structure and personal flexibility.
Through 2026, 30% of digital workplace application leaders will see their budgets for workplace experience applications redirected to invest in upgrading meeting room technology as organizations transition to more office-based work.1
By 2028, 40% of large enterprises will offer “space as a service” models, giving employees on-demand access to smart, fully equipped workspaces and amenities that adjust in real time to how people actually work.
Market Definition
Gartner defines the workplace experience (WEX) application market as a discrete application or well-defined module, which is designed to enhance an employee’s interaction with the corporate workplace/office. These applications help workers plan their days in the office by facilitating the booking of individual desks, collaborative workspaces and workplace amenities such as parking or lockers. They offer capabilities that empower workers by making it easier to establish a workplace schedule, navigate the office and find their colleagues. WEX applications offer AI/ML-driven analytics that offer personalized recommendations to workers and insights to help workplace managers optimize their offerings.
WEX applications address several key business challenges related to modern office environments. These tools are designed to optimize space utilization and enhance employee experience.
Business problems and outcomes for WEX applications include:
- Space management: Organizations face challenges in managing office space optimally with a mix of hybrid and full-time on-site workers. Desk and room booking capabilities provide workers with self-service reservations for shared resources and enable space administration and business rules around usage. This leads to time and cost savings by optimizing space, potentially reducing real estate costs, and downsizing physical office space for significant savings.
- Employee experience: Workers, especially those who visit the office less frequently, can waste time navigating the workplace, coordinating with colleagues, and accessing the right spaces for collaboration and focus work. WEX applications offer intuitive capabilities, inclusive of diverse work styles and preferences, enabling resource reservation and automation of workplace workflows. This results in improved employee experience and satisfaction because employees spend less time searching for available workspaces. It also allows them to focus on tasks, leading to improved productivity and collaboration.
- Operational efficiency: Tools that simplify space management and offer insights into space usage patterns reduce administrative burdens. These insights help facility managers ensure efficient and productive workspace utilization, maximizing return on investment. This supports optimized decision making by providing valuable data analytics on space utilization and employee preferences, and enabling informed decisions about future space planning and workplace policies.
- Work planning: Assists managers in cascading guidance and helps workers preplan office days to coincide with colleagues. This enhances flexibility because the ability to book resources on-demand supports agile working practices, allowing organizations to adapt quickly to changing business needs and employee expectations.
Mandatory Features
- Space management: Seat assignments, floorplan uploads and visualization, navigation, capacity constraints for space booking, manage permanent and bookable spaces, space administration and business rules to approve, reject and restrict space usage and restrict space after usage for maintenance.
- Prebuilt integrations: Prebuilt integrations with common platforms for human capital management (HCM), integrated workplace management systems (IWMS), identity and access management (IAM), physical security systems, IT service management (ITSM) and common work hub suites.
- Reporting: Reporting on how employees/visitors use space, real-time reporting on employee/visitor locations, benchmark reporting and trend analysis.
- Reservations: Desk booking, room booking, neighborhood/zone booking, booking on behalf of others, booking other resources like parking, shared spaces like kitchen/theater/wellness room, no-show cancellations and desk-occupied sensor.
- Wayfinding: Visual representation of floorplan, navigation assistance, people-finding and filter space by attributes.
- Work planning: Allowing employes/managers to preplan in-office days, a see others’ in-office schedule, find colleagues in the workplace, help each other coordinate in-office days, create in-office schedule on behalf of employees, provide insights and nudges to other employees and managers; allowing administrators/delegates to create in-office schedules and reserve spaces and desks.
- User interfaces: Browser-based interface, mobile app, work hub integration including calendar and collaboration tool, device integration including room sensors and room displays.
Optional Features
- AI/machine learning (ML): Automation of space and amenity booking, alerts, confirmations and reminders for reservations, descriptive analytics, predictive analytics, recommendation engine, natural language processing, and forecasting.
- Amenities: Reserve parking/shuttle, social spaces (theater) and activities (fitness center); order lunch and see in-office events.
- Device integration: Smart badging, desk sensors, smart lockers, room sensors, desk and room displays for check-in, lighting or temperature controls, smart furniture, digital signage displays and desk-occupied sensor.
- Visitor management: Streamline check-in process, enhance security and provide real-time tracking of visitor activity within the workplace.
Market Description
Attributes of WEX Providers
The providers that Gartner considers representative of this market have the attributes described below. These vendors have demonstrated functionality in all core capabilities, with expanded functionality in emerging capabilities to support hybrid work (see Figure 1).
Foundational Capabilities
- Space management: Seat assignments; floorplan uploads and visualization; navigation; capacity constraints for space booking; management of permanent and bookable spaces; space administration and business rules to approve, reject and restrict space usage; restriction of space after usage for maintenance
- Prebuilt integrations: Prebuilt integrations with common platforms for human capital management (HCM), integrated workplace management systems (IWMSs), identity and access management (IAM), physical security systems, IT service management (ITSM), and common work hub suites
- AI/machine learning (ML): Automation of space and amenity booking; alerts, confirmations and reminders for reservations; descriptive analytics; predictive analytics; recommendation engine; natural language processing; and forecasting
- Reporting: Reporting on how employees and visitors utilize space, real-time reporting on employee and visitor locations, benchmark reporting, trend analysis
Application Features
- Reservations: Desk booking; room booking; neighborhood and zone booking; booking on behalf of others; booking other resources like parking; shared spaces like kitchen, theater and wellness room; no-show cancellations; desk-occupied sensor
- Wayfinding: Visual representation of floorplan, navigation assistance, people-finding, filtering space by attributes
- Work planning: Allowing employees to preplan in-office days, allowing employees and managers to see others’ in-office schedule, allowing employees to find colleagues in the workplace, supporting employees in coordinating in-office days with one another, allowing managers to create in-office schedule on behalf of employees, providing insights and nudges to employees and managers, allowing administrators and delegates to create in-office schedules and reserve spaces and desks
- Amenities: Reserving parking and shuttle, social spaces (theater), and activities (fitness center); ordering lunch; seeing in-office events
Employee Interfaces
- Mobile app: Vendor-supplied mobile app with branding opportunities
- Work hub: Calendar add-in, collaboration tool app (for example, Microsoft Teams, Slack and Cisco Webex Teams)
- Website: Vendor-supplied browser-based interface with branding opportunities
- Device: Smart badging, desk sensors, smart lockers, room sensors, desk and room displays for check-in, lighting or temperature controls, smart furniture, digital signage displays, desk-occupied sensor
Business Value (ROI)
- Insights: Insights that leverage usage, booking patterns, employee sentiment and external benchmark data to support decisions on workplace design
- Work orchestration: Helping managers and workers preplan days in the office to coincide with other people, services or amenities that make the office experience more productive
- Optimization: Ensuring that available workspace is utilized in an efficient and productive manner that maximizes return on investment (ROI)
- Employee experience: Providing a supportive and engaging workplace environment that leads to employee satisfaction and use
Crossover Capabilities
- Appointment scheduling: Capabilities that simplify the scheduling process to augment the meeting life cycle by matching calendars, automating coordination and setting up appointments among internal and external participants
- Employee communications: Capabilities that enable people in “communicator” roles to plan, create, coordinate and distribute internal communications across the workforce or to specific audiences
- Digital signage: Centrally managed electronic displays used to share real-time information, announcements and directions with employees and visitors throughout the office
- Event management: Capabilities to engage and communicate with prospective attendees, registrants and sponsors; manage logistics; deliver content; and facilitate attendee interactions
Market Direction
Over the next three years, Gartner expects the WEX application market to change, driven by several significant trends:
- Greater use of AI and agentic AI: AI is set to become a core part of these applications, going far beyond basic analytics. AI will power automation, predictive insights and personalized experiences. Digital assistants using agentic AI will increasingly handle tasks and even complex workflows, all through simple conversations.
- Move toward unified, integrated platforms: Organizations seek solutions that integrate multiple functions and work seamlessly with their existing systems, such as HR, IT and visitor management. By consolidating these tools, companies hope to reduce app overload, ensure data consistency and create a smoother employee experience.
- Emphasis on employee experience and engagement: The focus is shifting to creating flexible, employee-centered environments that meet individual and team needs. Personalization, powered by AI, will become standard, helping to boost productivity and satisfaction.
- Data-driven decisions and space optimization: Using real-time and historical data about how spaces are used will help predict what users need, tailor solutions, optimize space use and prove the ROI (via measurable reductions in real estate and operational costs, increased space efficiency, and improved employee productivity). AI-driven insights will also guide big decisions about office space and resource allocation.
Application leaders can capitalize on increasing competition in workplace experience applications by prioritizing vendors that demonstrate innovation, offer robust integrations and deliver exceptional user experiences.
Demand Shift in WEX Capabilities
WEX vendors report that customer demand for capabilities has continued to increase steadily across most functions, with the largest increases in AI space optimization insights, reservation of shared spaces, collaboration capabilities and virtual assistant. However, demand for reservation of individual spaces (aka “desk booking”) has continued to decrease since last year (see Figure 2).
Market Analysis
The WEX market is quickly moving beyond basic desk and room booking tools to become a strategic platform for hybrid, remote and in-office work. As organizations look for more-seamless employee experiences, demand is shifting from siloed, fragmented solutions to unified platforms that bring together digital applications, IT and operational technology (OT) integration, and AI-driven insights.
Today’s solutions are designed to reduce friction, streamline coordination and unify workplace tools. This push for integration is driving vendors to improve off-the-shelf connections and move away from one-off apps. As a result, WEX platforms now bridge physical and digital experiences, making it easier for employees to navigate the workplace and for organizations to adapt to change.
Unified WEX applications now offer comprehensive ecosystems that support both employees and administrators through a single interface. This not only simplifies IT and facilities management but also delivers a more consistent, intuitive experience for everyone. Organizations can respond faster to change, make smarter investments and get more value from their workplace technology.
Since 2021, the WEX market has had to stay agile, with frequent shifts in demand and vendor focus — especially as more companies try to balance return-to-office mandates with the need to “earn the commute.” Buyers now want more-innovative ways to use space and better integration with existing systems like ERP and ITSM.
The market is evolving fast, with organizations taking a much more strategic, future-focused approach. Rather than just solving short-term problems, leaders are thinking about the long-term evolution of hybrid work and the changing role of the office.
One clear trend: Buyers want more than just booking tools. They’re looking for unified, modern platforms that combine space management, employee experience, analytics and more — delivering efficiency, cost savings and a better day-to-day experience.
Of course, challenges remain. Data integration is still a work in progress, and not every organization is ready for intelligence-driven tools. There’s also pressure to prove ROI, especially as economic and employee expectations shift. Application leaders should prioritize vendors that offer flexibility and a clear vision for long-term value.
Demand for Functionality
Since being introduced in 2021, the WEX market has experienced wide swings in demand for functionalities, which, in turn, have driven vendor roadmaps. As an increasing number of organizations pursue increased expectations and mandates for on-site work, they are facing a workforce that wants a smarter office and more integrated and user-friendly features. In turn, WEX vendors are reporting the greatest increase in demand for features that help workers make the most out of their on-site days by gathering in shared spaces and locating other colleagues:
- AI and automation: Organizations are looking for smarter, more predictive tools to optimize space and enhance user experience and value features related to AI (AI insights, generative AI chat and so on).
- Integration and coordination: A clear trend toward integrating workplace tools with HR, facilities and collaboration platforms indicates a desire for seamless, connected experiences.
- Focus on flexibility: Interest in desk reservations, office day planning and workspace management reflects the ongoing shift to hybrid and flexible work arrangements.
- Less emphasis on monitoring: Less interest in “measuring worker adherence” suggests a move away from surveillance and toward empowerment and autonomy.
WEX Deployment Statistics
- Organization size: Many vendors report large enterprises (more than 10,000 employees) make up a significant portion of paid deployments, with some reporting up to 75% of their clients in this segment. Midsize organizations (1,000 to 10,000 employees) are also well-represented. However, deployments among smaller organizations are significantly less frequent. Application leaders must recognize that this market is primarily designed for large and midsize enterprises, so solutions will best meet the complex needs of those organizations.
- Deployment type: Public cloud (multitenant) deployments are the norm, valued for their scalability and cost-effectiveness. However, approximately 60% of vendors also offer private cloud, hybrid and on-premises options to meet clients’ needs with stricter data control or regulatory demands.
- Security and compliance: All vendors we looked at for this Market Guide have EU General Data Protection Regulation (GDPR), ISO/IEC 27000 series, and System and Organization Controls 2 (SOC 2) certifications. Other certifications like the U.S. Federal Risk and Authorization Management Program (FedRAMP) and Cloud Security Alliance Security, Trust, Assurance and Risk (CSA STAR) are less common and are present only with vendors that work in specific client or industry segments.
Integration With IoT Sensors and Devices
The Internet of Things (IoT) represents one of the most active areas of new capability development for the WEX market (see Table 1). The most common IoT hardware device integrations support the increasing demand for frictionless employee experiences, as well as administrators’ need for higher-fidelity data about how the workplace is being used.
Commonality of IoT Hardware Device Type Integrations in WEX Applications
| IoT hardware device type | Commonality | Notes or examples |
|---|---|---|
Sensors for environmental controls (temperature and lighting) | Most common | Widely used for comfort and energy management |
Sensors for occupancy observation and business rule execution | Most common | Supports autorelease of rooms and desks, space utilization analytics |
Room and desk booking panels for check-in and reservation on-demand | Most common | Enables easy check-in and booking at the workspace |
Visitor management systems and kiosks | Most common | Streamlines guest check-in and security |
Smart lockers | Common | Used for personal storage and package delivery |
Wayfinding displays and building access systems | Less common | Helps with navigation and secure access |
Smart furniture (for example, app-controlled desks) | Less common | Enhances ergonomic and flexible workspace options |
People wearables | Least common | Used for advanced tracking or health and safety monitoring |
Source: Gartner (September 2025)
AI Becoming the Differentiator
WEX applications used to run on simple rules and pattern matching — basically, they followed set instructions. Now, they’ve moved to using real AI, which means they can actually learn, adapt and offer smarter, more-tailored experiences for employees. Many WEX platforms harness ML and behavioral analytics to intelligently recommend the best desks, rooms or days for employees to come into the office. These algorithms consider availability, team schedules, past preferences and collaboration patterns. Key examples of AI-driven advancements in WEX platforms include:
- Generative AI (GenAI) capabilities are commonplace, powering natural language chat assistants embedded within WEX products. These AI-driven conversational user interfaces can answer a wide range of workplace queries, automate routine tasks, generate reports and even provide insights on space utilization.
- The most advanced WEX vendors are now proceeding with agentic AI or AI assistants, systems capable of orchestrating multistep workflows with minimal human intervention (including automated scheduling and maintenance), and AI-powered knowledge assistants for user support. They are also using presence-triggered desk booking and dynamic space allocation, and seamless automation of complex reservations with integrated services.
- AI capabilities support space administrators with strategic decision making, leveraging predictive analytics models to analyze occupancy trends, forecast future space needs and identify opportunities for real estate optimization.
- While leaders are increasingly demanding that WEX vendors measure who is and is not coming to the office at an individual level, they have focused on providing usage metrics at a group level (see Table 2).
AI Capability Impact Areas in WEX Applications
| AI capability area | Description and examples | Impact |
|---|---|---|
Intelligent recommendations | Suggests optimal desks, rooms or office days, based on user behavior, team schedules and preferences. | Personalized, frictionless hybrid work planning |
GenAI chat assistants | Using natural language bots, answers queries, automates bookings, generates reports and provides real-time help. | Self-service, time savings, improved user engagement |
Agentic AI workflow automation | Automates complex tasks (for example, booking space, catering, audiovisual [AV] and visitor access) in one step. | End-to-end automation, workplace concierge experience |
Predictive analytics | Forecasts space needs, analyzes occupancy trends and identifies optimization opportunities. | Data-driven decisions, cost reduction, space efficiency |
AI-driven insights and reporting | Delivers actionable analytics on space utilization, employee engagement and workplace trends. | Strategic planning, portfolio rightsizing |
AI governance and transparency | Ensures ethical use, privacy and explainability of AI-driven decisions. | Builds trust and ensures compliance |
Source: Gartner (September 2025)
Representative Vendors
The vendors listed in this Market Guide do not imply an exhaustive list. This section is intended to provide more understanding of the market and its offerings.
Market Introduction
The vendors listed in Table 3 are mentioned in Gartner client inquiries and industry research. They serve organizations of differing sizes across various regions, budgets, industry verticals and complexity in workplace experience needs. Others not on the list might be right for you. This list provides a starting point in exploring WEX applications (see Note 1 and Note 2).
Representative Vendors in the Workplace Experience Application Market
| Company name | Product name | Security and compliance standards | Deployment types | License models |
|---|---|---|---|---|
Accruent | EMS | GDPR, ISO/IEC 27000 series, IFRS 16, SOC 2 and SOC 3. Accruent complies with Canada’s Personal Information Protection and Electronic Documents Act (PIPEDA), California Consumer Privacy Act (CCPA), GDPR and Brazil’s General Personal Data Protection Law (LGPD). | Public cloud (multitenant) | By resource (for example, desk or room), by square footage |
Appspace | Appspace | GDPR, ISO/IEC 27000 series, SOC 1, SOC 2, CSA STAR Level 1, U.S. National Institute of Standards and Technology (NIST) Cybersecurity Framework, Zero Trust Maturity Model | Private cloud (single tenant), public cloud (multitenant); hybrid, on premises | By employee, by resource (for example, desk or room) |
Bookker | Bookker | ISO/IEC 27000 series, SOC 1, SOC 2 | Public cloud (multitenant) | By resource (for example, desk or room) |
CXAI | CXAI | GDPR, ISO/IEC 27000 series, SOC 2 | Private cloud (single tenant), public cloud (multitenant) | By employee |
deskbird | deskbird | ISO/IEC 27000 series | Private cloud (single tenant), public cloud (multitenant) | By employee |
eFM | Myspot | GDPR, ISO/IEC 27000 series, vulnerability assessment and penetration testing (VAPT) | Private cloud (single tenant), public cloud (multitenant), hybrid, on premises | By employee, by resource (for example, desk or room), by square footage, fee per transaction (that is, x% of facility management expenses) |
Envoy | Envoy Workplace | SOC 2 Type 2, GDPR, California Privacy Rights Act (CPRA), U.S. Health Insurance Portability and Accountability Act (HIPAA), PCI Data Security Standard (DSS), U.S. Gramm-Leach-Bliley Act (GLBA), U.S. International Traffic in Arms Regulations (ITAR), U.S. Food Safety Modernization Act (FSMA), U.S. Customs Trade Partnership Against Terrorism (CTPAT) | Public cloud (multitenant), hybrid | By employee, by resource (for example, desk, room or workplace location), by square footage |
Eptura | Eptura Engage (formerly Condeco) | FedRAMP, GDPR, ISO/IEC 27000 series, VAPT, web content accessibility guidelines (WCAG) 2.2 AA (), Australia’s Infosec Registered Assessors Program (IRAP) | Public cloud (multitenant), hybrid | By employee, by location (visitor management module only) |
Korbyt | Korbyt Booking | SOC 2 | Private cloud (single tenant), on premises | By employee, by resource(for example, desk or room) |
Microsoft | Microsoft Places | GDPR, ISO/IEC 27000 series, SOC 1, SOC 2 | Private cloud (single tenant), public cloud (multitenant), hybrid | By employee |
Modo Labs | Modo Workplace | GDPR, SOC 2, Texas Risk and Authorization Management Program (TX-RAMP) Level 2, U.S. Family Educational Rights and Privacy Act (FERPA), NIST Special Publications, NIST Privacy Framework, NIST Cybersecurity Framework | Public cloud (multitenant) | By employee, by location (building) |
OfficeSpace Software | OfficeSpace | GDPR, SOC 2 | Public cloud (multitenant) | By employee |
Ricoh | RICOH Spaces | GDPR, ISO/IEC 27000 series, VAPT | Public cloud (multitenant) | By employee, by resource (for example, desk or room), by square footage |
Robin Powered | Robin One Workplace Platform | GDPR, ISO/IEC 27000 series, VAPT, SOC 2, STAR Level 1. Also supports single sign-on (SSO) through SAML 2.0, Google Ad Exchange and Microsoft Active Directory Federation Services (AD FS). SCIM 2.0 support is offered for automatic provisioning or deprovisioning of users. Additionally, all customer data is encrypted when in transit and at rest. All connections with Robin’s services are encrypted and served through SSL/TLS 1.2+. | Public cloud (multitenant) | By employee, by resource (for example, desk or room), by office density |
ServiceNow | Workplace Service Delivery | FedRAMP, GDPR, ISO/IEC 27000 series, SOC 1, SOC 2. Others include HIPAA compliance, PCI DSS certification, U.S. Cybersecurity and Infrastructure Security Agency’s (CISA’s) Cyber Essentials, and CCPA compliance. | Private cloud (single tenant), public cloud (multitenant), hybrid, on premises | By employee |
Sign In Solutions | Sign In Solutions | GDPR, ISO/IEC 27000 series, SOC 2, HIPAA, ITAR | Public cloud (multitenant) | By employee, location (site), organization size |
Smarten Spaces | SpaceOnAi | GDPR, ISO/IEC 27000 series, VAPT, CSA STAR Level 1 | Public cloud (multitenant), on premises | By employee, by resource (for example, desk or room), by square footage |
Tango | Tango Workplace | FedRAMP, GDPR, ISO 14000 series, ISO/IEC 27000 series, IFRS 16, SOC 1, SOC 2 | Private cloud (single tenant) | By resource (for example, desk or room), by square footage, module pricing with unlimited users |
YAROOMS | YAROOMS | ISO/IEC 27001, ISO/IEC 27701, ISO 9001, ISO 14001, SOC 2 Type 2, GDPR | Public cloud (multitenant) | By employee |
Zoom | Zoom Workplace | FedRAMP, GDPR, ISO/IEC 27000 series, SOC 2 | Private cloud (single tenant), public cloud (multitenant), hybrid, on premises | By resource (for example, desk or room) |
Source: Gartner
Vendor Profiles
Accruent
Accruent, founded in 1995, is a publicly traded company headquartered in Florida, U.S. Its vision for the future includes a comprehensive and integrated platform, AI-driven automation and insights, and a flexible and employee-centric experience. Current AI capabilities include complex scheduling workflows, leading to improved space management capabilities. The roadmap for AI capabilities in the future contains AI-generated actionable insights and predictive analytics.
Accruent supports clients with the following:
- Prebuilt integrations: Microsoft Outlook and Teams through OAuth and Microsoft Graph API
- Device integrations: Sensors for environmental controls (such as temperature or lighting), sensors for occupancy observation and business rule execution (room and desk release if no check-in), room and desk booking panels for check-in and reservation on-demand, visitor management systems and kiosks
- Amenities: Coordinating office days with colleagues, catering, conference room support
Appspace
Appspace, founded in 2002, is a private company headquartered in Florida, U.S. Its vision for the future includes a community-first experience, AI-powered coordination and collaboration, and a digital-physical workplace community. Current AI capabilities include intelligent notifications and automated scheduling. The roadmap for AI capabilities in the future contains conversational AI for employees, AI insights for administrators, and agentic AI for system-led scheduling and coordination.
Appspace supports clients with the following:
- Prebuilt integrations: Microsoft Outlook and Teams through Exchange Web Services (EWS) Managed API, Google Workspace, Microsoft Power BI, Cisco Webex devices, ServiceNow
- Device integrations: Sensors for environmental controls (such as temperature or lighting), sensors for occupancy observation and business rule execution (room and desk release if no check-in), room and desk booking panels for check-in and reservation on-demand, visitor management systems and kiosks, smart lockers, smart furniture such as app-controlled desks, wayfinding displays, building access systems (via APIs or partner integrations)
- Amenities: Parking reservation, smart locker reservation, coordinating office days with colleagues, catering, conference room support
Bookker
Bookker, founded in 2018, is a private company headquartered in Madrid, Spain. Its vision for the future includes an improved user experience, B2B business offerings, and AI and automation. Current AI capabilities involve using ML for augmented reality (AR). The roadmap for AI capabilities in the future contains AI agents for automation of the delivery process, customer support, resource and amenity management, analytics, and predictions.
Bookker supports clients with the following:
- Prebuilt integrations: Microsoft Outlook and Teams through EWS Managed API, Google Workspace, integrations with control access systems (parking and buildings), ERP (Microsoft Dynamics 365), IoT platform and sensor networks (LoRaWAN), HR solutions, electric vehicle (EV) chargers, and so on
- Device integrations: Sensors for environmental controls (such as temperature or lighting), sensors for occupancy observation and business rule execution (room and desk release if no check-in), open-area sensors (dining rooms), and restroom counting (for cleaning ticketing)
- Amenities: Parking reservation, coordinating office days with colleagues, catering, conference room support, gyms, bike pools and so on
CXAI
CXAI, founded in 2023, is a publicly traded company headquartered in California, U.S. Its vision for the future includes enterprise-grade security and integration, AI assistants, and contextual analytics. Current AI capabilities include trials of agentic AI and real-time and predictive analytics. The roadmap for AI capabilities in the future contains evolving agentic AI capabilities and a holistic, predictive reporting system.
CXAI supports clients with the following:
- Prebuilt integrations: Microsoft Outlook and Teams through EWS Managed API, Google Workspace, SSO (Okta, Microsoft Azure), mobile application management and mobile device management (Microsoft Intune, MobileIron), directory (Workday, Microsoft Active Directory, Serraview and others), badging and access control (HID, SwiftConnect), virtual meetings (Teams, Zoom, Cisco Webex), IWMS
- Device integrations: Sensors for occupancy observation and business rule execution (room and desk release if no check-in), room and desk booking panels for check-in and reservation on-demand, visitor management systems and kiosks, smart lockers, identity and access management, physical security systems, Bluetooth and virtual beacons, mobile device sensors, digital signage
- Amenities: Parking reservation, smart locker reservation, coordinating office days with colleagues, event and workshop coordination and approval workflows, catering, conference room support, gym and fitness, shuttle services, digital communities
deskbird
deskbird, founded in 2020, is a private company headquartered in St. Gallen, Switzerland. Its vision for the future includes user-focused simplicity; deep integrations with HR, IT and IWMS; AI-powered automation; and market expertise — delivering an intuitive, easy-to-use solution that seamlessly embeds into existing workplace tools. Current AI capabilities are in the development phase. The roadmap for AI capabilities in the future contains predictive workplace insights, usage optimization and automation.
deskbird supports clients with the following:
- Prebuilt integrations: Microsoft Outlook and Teams through EWS Managed API, Google Workspace, major HR information system tools (Slack, OpenAPI)
- Device integrations: Room and desk booking panels for check-in and reservation on-demand, visitor management systems and kiosks
- Amenities: Parking reservation, smart locker reservation, coordinating office days with colleagues, catering, conference room support, visitor management, team engagement, kiosk mode
eFM
eFM, founded in 2000, is a private company headquartered in Lazio, Italy. Its vision for the future includes intelligent spatial governance, AI-driven optimization and a scalable architecture. Current AI capabilities include building assistants, application management assistants and GenAI spatial design. The roadmap for AI capabilities in the future contains predictive AI agents, advanced GenAI for co-design, emotional intelligence modules and federated learning.
eFM supports clients with the following:
- Prebuilt integrations: Microsoft Outlook and Teams through EWS Managed API, Google Workspace, Archibus by Eptura, Ladybug Tools, Essere.ai, Eptura Workplace, Autodesk Revit, Autodesk AutoCAD, Onevo Group, Serraview, Workeeng, Hippo, Rhinoceros 3D, SpaceIQ, Dynamo, Eptura Engage, KINTO, Cisco Spaces, Foot Analytics, StackAI, Apache Kafka, Termius, bGrid, UbiBot, Stripe, HubSpot, Canon, Zendesk, SmartEagle, Tweelin, Ubiqisense
- Device integrations: Sensors for environmental controls (such as temperature or lighting), sensors for occupancy observation and business rule execution (room and desk release if no check-in), room and desk booking panels for check-in and reservation on-demand, visitor management systems and kiosks, smart lockers, wearable devices for people
- Amenities: Parking reservation, smart locker reservation, coordinating office days with colleagues, conference room support
Envoy
Envoy, founded in 2013, is a private company headquartered in California, U.S. Its vision for the future is to create a unified platform that seamlessly integrates all physical and digital workplace elements, providing organizations with actionable insights and data from a single system. Current AI capabilities include predictive analytics for workplace needs, personalized resource booking, automated space planning, streamlined visitor sign-in with facial recognition, and automatically generated and up-to-date floor maps for easy navigation. The roadmap for AI capabilities in the future hasn’t been disclosed.
Envoy supports clients with the following:
- Prebuilt integrations: Microsoft Outlook and Teams through EWS Managed API, Google Workspace
- Device integrations: Smart badging, smart visitor, digital signage
- Amenities: Parking reservation, coordinating office days with colleagues, conference room support, visitor management
Envoy did not respond to requests to review the draft contents of this research. Gartner’s analysis is based on other credible sources, including:
- Public information from the company’s website
Eptura
Eptura, founded in 2002, is a private company headquartered in Georgia, U.S. Its vision for the future includes a frictionless experience through workplace automation, holistic analytics and AI/ML. Current AI capabilities include smart team booking, automatic room size optimization, biometric visitor management and natural language task processing. The roadmap for AI capabilities in the future contains integrating siloed apps with natural language, automating complex workflows with agentic AI, sharing insights across platforms, enhancing calendar intelligence and developing a data-rich digital twin.
Eptura supports clients with the following:
- Prebuilt integrations: Microsoft Outlook and Teams through EWS Managed API, Google Workspace, Microsoft 365 using Microsoft Graph API
- Device integrations: Sensors for environmental controls (such as temperature or lighting), sensors for occupancy observation and business rule execution (room and desk release if no check-in), room and desk booking panels for check-in and reservation on-demand, visitor management systems and kiosks, smart lockers
- Amenities: Parking reservation, smart locker reservation, coordinating office days with colleagues, catering, conference room support, flex coworking space providers, linked rooms (rooms with partitions), managed rooms, setup and tear-down periods, shift bookings, badge and access control integration, minimum and maximum booking periods, concierge, auto room releases, automated check-in
Korbyt
Korbyt, founded in 1980, is a private company headquartered in Texas, U.S. Notably, Korbyt acquired NFS Technology in the third quarter of 2024. Korbyt’s vision for the future includes AI-powered space management that leverages predictive analytics, real-time insights and natural language interaction to automate space allocation and personalize recommendations. Current AI capabilities include smart alternative space assignment. A roadmap for AI capabilities in the future contains an AI agent for space management and space booking via natural language instructions.
Korbyt supports clients with the following:
- Prebuilt integrations: Microsoft Outlook and Teams through EWS Managed API, Microsoft Teams and Microsoft Teams Rooms, Envoy, Zoom, Webex, Crestron, Neat, ProDVX, IAdea, Barco, Logitech
- Device integrations: Sensors for occupancy observation and business rule execution (room and desk release if no check-in), room and desk booking panels for check-in and reservation on-demand, visitor management systems and kiosks
- Amenities: Parking reservation, coordinating office days with colleagues, catering, conference room support
Microsoft
Microsoft, founded in 1975, is a publicly traded company headquartered in Washington, U.S. Microsoft’s vision for the future includes an AI-powered workplace that increases connection, collaboration and productivity, which help to increase levels of collaboration and work schedule coordination and streamline the space reservation process. Many presently available AI capabilities require Copilot integration to provide managed bookings, recommended in-office days, predictive analytics and reporting. Microsoft’s public roadmap for AI capabilities in Places includes AI-supported onboarding to the Places directory and AI-enabled insights on space utilization.
Microsoft supports clients with the following:
- Prebuilt integrations: Microsoft Places functionality is embedded directly in Outlook and Teams.
- Device integrations: Sensors for occupancy observation and business rule execution (room and desk release if no check-in), room and desk booking panels for check-in and reservation on-demand
- Amenities: Coordinating office days with colleagues, conference room support
Modo Labs
Modo Labs, founded in 2010, is a private company headquartered in Massachusetts, U.S. Its vision for the future includes AI-powered workflow automation, next-generation wayfinding and mapping, and a modular, cross-platform design. Current AI capabilities include a retrieval-augmented generation (RAG) agent that answers user questions and guides them through key resources. The roadmap for AI capabilities in the future contains knowledge agent enhancements, task agents and predictive analytics.
Modo Labs supports clients with the following:
- Prebuilt integrations: Microsoft Outlook and Teams through EWS Managed API, Google Workspace, access and badging (SwiftConnect), help desk (ServiceNow), navigation (MapsPeople), dining (Tacit), facilities and ticketing (Corrigo computerized maintenance management system [CMMS]), ServiceNow), visitor management (Envoy), desk and room booking (IWMSs — Microsoft 365, EMS, FM:Systems, IBM TRIRIGA, Google Workspace), and so on
- Device integrations: Sensors for occupancy observation and business rule execution (room and desk release if no check-in), visitor management systems and kiosks
- Amenities: Parking reservation, smart locker reservation, coordinating office days with colleagues, catering, conference room support, valet parking, transportation, gym and fitness, concierge
OfficeSpace Software
OfficeSpace Software, founded in 2006, is a private company headquartered in Georgia, U.S. Its vision for the future includes agentic AI workflows, accelerated product development, expert domain consultation, and a single, unified product architecture. Current AI capabilities include natural language conversational user interfaces and assistants that automate tasks and generate insights. The roadmap for AI capabilities in the future contains expanding autonomous agentic workflows to act on behalf of users, reconfigure space, and coordinate workplace visits based on behavior patterns.
OfficeSpace supports clients with the following:
- Prebuilt integrations: Microsoft Outlook and Teams through EWS Managed API, Google Workspace, Slack, Okta, Workday, SAP, Oracle, Cisco Meraki, Brivo, VergeSense, OpenPath, Embrava, ServiceNow
- Device integrations: Sensors for environmental controls (such as temperature or lighting), sensors for occupancy observation and business rule execution (room and desk release if no check-in), room and desk booking panels for check-in and reservation on-demand, visitor management systems and kiosks
- Amenities: Parking reservation, coordinating office days with colleagues, catering, conference room support, flex space management
OfficeSpace Software did not respond to requests to review the draft contents of this research. Gartner’s analysis is based on other credible sources, including:
- Public information from the company’s website
Ricoh
Ricoh, founded in 1936, is a publicly traded company headquartered in Tokyo, Japan. Its vision for the future includes further incorporation of its professional services and managed AV services into its workplace solutions. Current AI capabilities include natural language occupancy analytics and predictive modeling, a conversational user interface for space booking, and summarized space insights. The roadmap for AI capabilities in the future contains a chat interface to converse with space data, autonomous space booking, and smart transcripts and actions for meetings.
Ricoh supports clients with the following:
- Prebuilt integrations: Microsoft Outlook and Teams through EWS Managed API, Google Workspace
- Device integrations: Sensors for environmental controls (such as temperature or lighting), sensors for occupancy observation and business rule execution (room and desk release if no check-in), room and desk booking panels for check-in and reservation on-demand, visitor management systems and kiosks, smart lockers
- Amenities: Parking reservation, smart locker reservation, coordinating office days with colleagues, catering, conference room support
Robin Powered
Robin Powered, founded in 2014, is a private company headquartered in Massachusetts, U.S. Its vision for the future includes improving the space administrator’s experience and adding GenAI and agentic AI capabilities. Current AI capabilities include a natural language interface for workplace insights, advanced meeting analytics and smart desk booking. The roadmap for AI capabilities in the future contains an autonomous meeting room agent for scheduling and conflict resolution, AI-driven space planning, and a facility manager agent offering predictive insights and recommendations.
Robin Powered supports clients with the following:
- Prebuilt integrations: Microsoft Outlook and Teams through EWS Managed API, Google Workspace, Slack, Rippling, Zoom
- Device integrations: Sensors for occupancy observation and business rule execution (room and desk release if no check-in), room and desk booking panels for check-in and reservation on-demand, visitor management systems and kiosks, smart lockers
- Amenities: Parking reservation, smart locker reservation, coordinating office days with colleagues, catering, conference room support, workplace announcements, deliveries, IT ticketing
ServiceNow
ServiceNow, founded in 2004, is a publicly traded company headquartered in California, U.S. Its vision for the future includes improving efficiencies for space administrators, including intelligent space management, and increasing integrations with other building technologies. Current AI capabilities include an AI workplace assistant that supports meeting scheduling through a conversational user interface. The roadmap for AI capabilities in the future contains autonomous AI agents that assist workplace coordinators with scheduling and reservations, improve concierge experience, automate computer-aided design (CAD) updates, optimize cleaning and maintenance schedules, and advise users of the space.
ServiceNow supports clients with the following:
- Prebuilt integrations: Microsoft Outlook and Teams through EWS Managed API, Google Workspace, Metrikus, Embrava, IAdea
- Device integrations: Sensors for occupancy observation and business rule execution (room and desk release if no check-in), room and desk booking panels for check-in and reservation on-demand, visitor management systems and kiosks
- Amenities: Parking reservation, smart locker reservation, coordinating office days with colleagues, catering, conference room support
Sign In Solutions
Sign In Solutions, founded in 2021, is a private company headquartered in Florida, U.S. Notably, Sign In Solutions was formed through the acquisition and integration of established visitor, compliance and workplace management platforms. Its vision for the future includes delivering AI-driven recommendations, automated workflows and unified workplace identities. Current AI capabilities include an employee booking assistant conversational interface, allowing users to ask questions, receive booking reminders and access scheduling analytics. The roadmap for AI capabilities in the future contains an AI-powered workflow editor for visitor experience orchestration and a chat-based analytics assistant.
Sign In Solutions supports clients with the following:
- Prebuilt integrations: Microsoft Outlook and Teams through EWS Managed API, Google Workspace, Salesforce, SAML and SSO providers, Everbridge, Thomson Reuters, TransUnion, TruValidate, LenelS2, Oracle, Genetec, Workday, Contractor Compliance, Descartes Visual Compliance, Docusign, Slack
- Device integrations: Room and desk booking panels for check-in and reservation on-demand; visitor management systems and kiosks; smart furniture such as app-controlled desks, iPad and badge printer; ID scanners
- Amenities: Parking reservation, smart locker reservation, coordinating office days with colleagues, catering, conference room support
Smarten Spaces
Smarten Spaces, founded in 2017, is a private company headquartered in Singapore. Its vision for the future includes stacking optimization, a what-if analysis engine, simulation insights, proprietary algorithms, license flexibility for ROI alignment, AI-driven personalization, automation, and a unified, deeply integrated platform. Current AI capabilities include predictive space optimization, group desk booking, intelligent recommendations and interactive space assistants. The roadmap for AI capabilities in the future contains autonomous scheduling, enhanced personalized experiences, expanded space assistants, dynamic workspace optimization and real-time sustainability insights.
Smarten Spaces supports clients with the following:
- Prebuilt integrations: Microsoft Outlook and Teams through EWS Managed API, Google Workspace
- Device integrations: Sensors for environmental controls (such as temperature or lighting), sensors for occupancy observation and business rule execution (room and desk release if no check-in), room and desk booking panels for check-in and reservation on-demand, visitor management systems and kiosks, smart lockers
- Amenities: Parking reservation, smart locker reservation, coordinating office days with colleagues, catering, conference room support
Tango
Tango, founded in 2008, is a private company headquartered in Texas, U.S. Its vision for the future includes leveraging predictive analytics and advanced workplace AI to significantly enhance both the employee experience and store management by harnessing data-driven insights and intelligent automation. Current AI capabilities include predictive space optimization, intelligent wayfinding, automatic space blocking and demand forecasting. The roadmap for AI capabilities in the future contains autonomous scheduling, AI-driven workplace suggestions, automated desk booking, portfolio optimization and integration with enterprise platforms.
Tango supports clients with the following:
- Prebuilt integrations: Microsoft Outlook and Teams through EWS Managed API
- Device integrations: Sensors for occupancy observation and business rule execution (room and desk release if no check-in), room and desk booking panels for check-in and reservation on-demand, visitor management systems and kiosks
- Amenities: Parking reservation, smart locker reservation, coordinating office days with colleagues, conference room support
YAROOMS
YAROOMS, founded in 2016, is a private company headquartered in Bucharest, Romania, and Florida, U.S. YAROOMS’ vision for the future includes enhanced integrations to consolidate point solutions into unified platforms and the development of lateral modules, including visitor management. The company also planned to deliver an AI assistant and smart booking tool as of 2024 to facilitate personalized experiences tailored to employees and make proactive recommendations for collaboration opportunities. Current AI capabilities and the roadmap for AI capabilities have not been disclosed.
YAROOMS supports clients with the following:
- Prebuilt integrations: Microsoft Outlook and Teams through EWS Managed API, Google Workspace
- Device integrations: Room and desk booking panels for check-in and reservation on demand
- Amenities: Parking reservation, coordinating office days with colleagues, conference room support, gym
Zoom
Zoom, founded in 2011, is a publicly traded company headquartered in California, U.S. Its vision for the future includes connecting digital collaboration with physical spaces, an AI companion for space reservation and expansion of predictive analytics. Current AI capabilities include personalized booking and in-office suggestions. The roadmap for AI capabilities in the future contains an autonomous scheduling assistant, Zoom AI Companion integration, and smarter room and desk recommendations.
Zoom supports clients with the following:
- Prebuilt integrations: Microsoft Outlook and Teams through EWS Managed API, Google Workspace
- Device integrations: Sensors for environmental controls (such as temperature or lighting), sensors for occupancy observation and business rule execution (room and desk release if no check-in), room and desk booking panels for check-in and reservation on-demand, visitor management systems and kiosks, smart furniture such as app-controlled desks, docking stations, kiosks for wayfinding and booking
- Amenities: Parking reservation, smart locker reservation, coordinating office days with colleagues, catering, conference room support, any customizable space type
Market Recommendations
To navigate the evolving WEX application market effectively, application leaders should:
- Start by closely examining the WEX features your current technology vendors already offer. Go through your existing platforms — like your collaboration tools, HR systems and IWMSs — and make a checklist of all the WEX capabilities you’re already paying for. Bring together key stakeholders from IT, HR, facilities and other departments to review this list, and discuss what’s working and what’s missing. Use a MoSCoW approach to prioritize features based on your organization’s needs. Doing this groundwork will help you avoid redundant purchases and ensure you’re not overlooking useful tools you already have before you look beyond your incumbent vendors.
- Run a workshop for or send a survey to different departments to determine which WEX features people need and use most. Reach out to a mix of end users, managers and department heads to get a well-rounded view of what’s essential — better collaboration, improved work schedule coordination, easier scheduling or improved space optimization. Use your feedback to build a prioritized list of features and vendors. Focus on vendors offering integrated, all-in-one solutions to keep things simple and avoid the hassle of managing too many separate applications.
- Identify areas where AI in WEX helps with business goals, like optimizing space management, streamlining reservation systems, improving work planning or offering personalized amenity recommendations. Choose at least two AI-driven features or solutions to pilot in these areas, ensuring they align with your organization’s priorities. Set clear KPIs, like how efficiently space is being used, how satisfied employees are or how much time is saved, to measure the impact of each solution. Monitor results over a set period, gather user feedback, and use this data to decide which solution delivers the most value and best supports your WEX objectives.
Acronym Key and Glossary Terms
| digital twin | A software-based model representing the state of a thing, such as an asset, person, composite process or organization. It can embed business process logic to optimize outcomes into the software templates. Digital twin elements include models, data, one-to-one association and near-real-time monitorability. Digital twin design patterns are built into enabling software — analytics, 3D, CRM or IoT — and often incorporate real-time data from telemetry or application state changes. |
| hybrid work | A work model where employees are expected to attend the office at least one day per week, while being permitted to work from a location other than the office on the other days. Hybrid work models vary — for example, some offer employees the choice to select their office days based on a minimum number of days, while others mandate certain days in the office for an entire organization or team. Hybrid work can sometimes refer to space, as in “hybrid workplace,” which describes an office that can support interactions that successfully include in-person and remote employees. |
| integrated workplace management system | A software platform used by corporate real estate (CRE), IT and application leaders to manage the end-to-end life cycle of corporate facilities. An IWMS enables organizations to manage building performance, energy use, capital projects, space and asset allocation, maintenance, and other portfolio costs using an integrated system. |
| resource scheduling application | An application that supports various aspects of space scheduling and space-related services in a corporate office. These applications simplify the process of finding available space and determining what amenities are provided. They are used to explore and reserve rooms, offices and workstations (shared desks). |
| workplace experience application | A discrete application, well-defined module or cohesive set of capabilities that support various aspects of the journey as employees interact with the office or corporate hosted workplaces. These applications simplify the process of planning a visit, reserving available space and determining what amenities are provided. They are used to explore and reserve workspaces, navigate the workplace, find colleagues, plan the best days to attend the workplace, access services, and ensure that employees feel safe in a postpandemic workplace. |
Gartner Global Labor Market Survey is a panel survey carried out once every month. The M1 2025 survey was based on responses from 5,995 employees globally, covering all roles and functions. Responses were collected in the month of January across 40 different countries in 15 languages. The survey questions are standardized which ensures consistency and comparability of results over time.
2024 Gartner Digital Worker Survey. This survey sought to understand workers’ technological and workplace experience and sentiments. The research was conducted online from April through July 2024 among 5,141 respondents, who were from the U.S. (n = 1,121), Australia (n = 1,086), India (n = 996), the U.K. (n = 973) and China (n = 965). Participants were screened for full-time employment in organizations with 100 or more employees and were required to use digital technology for work purposes. Ages ranged from 18 through 74 years old, with quotas and weighting applied for age, gender, region and income, so that results were representative of countries’ working populations. We defined “digital technology” as including any combination of technological devices (such as laptops, smartphones and tablets), applications, and web services that people use for communication, information or productivity. Disclaimer: The results of this survey do not represent global findings or the market as a whole, but reflect the sentiments of the respondents and companies surveyed.
Note 1: Gartner’s Initial Market Coverage
This Market Guide provides Gartner’s initial coverage of the market and focuses on the market’s definition, rationale and dynamics.
Note 2: Representative Vendor Selection
The vendors named in this research were selected to represent the WEX application market as outlined in the Market Direction section. Client interest, peer reviews and market presence, including geographical location, factored into the selection of the vendors featured in this research.