Flex office software is the record for a floor whose seating moves with the attendance rather than with the org chart: some desks assigned, most shared on a ratio, teams with a home zone rather than a fixed row, and who sits where decided by the day. Flexible office seating is the arrangement and flex space management software is the record of it, and the record is a desk management system with three tables in it: the desks with shared and assigned marked, the bookings against them, and the counts that fall out. This guide walks what work desk software has to keep for a flex office to be measured rather than felt, and points at the free worksheets that work the ratio and the surplus from your own counts.
The desk record: shared, assigned, and the ratio between them
A flex floor has both kinds of desk and the record has to hold them side by side, because the assigned desks change the ratio the shared ones carry. 120 desks with 20 kept assigned leaves 100 shared desks for 160 people, 6.25 per 10; with 40 assigned it is 80 for 140, 5.7 per 10. A desk management system that models only bookable desks hides the assigned ones from the arithmetic, and the ratio the flex policy depends on is wrong by exactly the desks nobody can book.
The bookings, and the zone a team calls home
Each booking is one person on one desk on one day, and a flex office usually adds a zone: marketing books within its 24 desks on three before it spills. The zone is an allocation over the shared desks, and flexible office seating works when the zone's desks and the team's attendance are read together: a team of 36 at 7 desks per 10 needs 26 positions, and a zone of 24 is short on the busiest day by construction. Flex space management software that holds the zone without the arithmetic will let the zone be drawn too small.
The counts: whether the flex ratio held
84 in on an average day against 140 desks is 60% utilization; 126 on the busiest day is 90%; 14 desks are spare. Kept week by week, those counts are the evidence for the ratio and the zones: a floor at 90% of desks on its busiest day held, one at 110% did not. The free space utilization worksheet on this site works any one week from the counts you enter; the paid plan keeps the weeks.
What HardFM keeps, and what it leaves to others
HardFM Pro keeps the desks with shared and assigned marked and the ratio visible, the bookings, the counts and the contractor clearances, and exports all of them, for $24 a month for the whole team. It does not draw the floor plan, choose the furniture, book meeting rooms or sign in visitors; the layout is the office design question and the rooms and visitors are other products with other buyers.
Questions people ask about flex office software
What is flex office software?
The record for a floor whose seating moves with attendance: desks with shared and assigned marked, bookings against them, and the counts that fall out, with the ratio visible. HardFM Pro keeps it for $24 a month for the whole team; the ratio arithmetic is free on the page.
How many shared desks does a flex office need?
Enough for the busiest day once the assigned desks are taken out. 120 desks with 20 assigned leaves 100 shared for 160 people, 6.25 per 10; whether that holds is the attendance's answer, worked by the free space utilization worksheet.
Does a desk management system need a floor map?
It helps the person booking and changes nothing in the record. The desk, the person and the day are the row either way; the ratio and the counts come from the table, not the map.