Space Management: Office Map (Layout), Booking, Seating

What this solution does

The Office Management: Map, Booking, Seating module for Bitrix24 provides centralized space management and office load optimization. A unified interface supports booking, seating planning, navigation, and occupancy control. Employees can book spaces independently, while administrators monitor area usage and optimize distribution.

The solution price includes the core module with full access to the administrative panel and one year of technical support with regular system updates. Implementation services are included: consultations, initial system configuration, development of SVG floor plans for up to three floors, and marking up to three hundred interactive elements on these plans, such as workstations, meeting rooms, parking areas, and points of interest.

The package also covers staff training consisting of up to eight hours of individual administration consultations and a personalized administration guide tailored to your portal's specific features. Customization of the solution to meet specific business requirements is available upon a separate technical specification.

The office space management module provides centralized control over floor planning, conference room booking, and employee seating. The system addresses inefficiencies in space utilization by eliminating manual searches for free rooms and scheduling conflicts. Administrators gain an automated tool for assigning resources, removing data duplication and errors typical of chat and email workflows. The solution enables a complete view of office occupancy, helping to optimize the number of leased workstations and improve staff productivity. Support for hybrid work models allows multiple employees to be assigned to a single workstation, reducing space requirements during partial office occupancy. Users see real-time status of conference rooms and workstations, eliminating downtime and inquiries about resource availability.

The module enables management decisions based on actual space utilization data, including reducing leased areas, reallocating zones, and planning relocations.

The system reduces the workload for HR and administrators by allowing employee booking and reassignment in a few clicks, eliminating the need for manual spreadsheets and email approvals.

The booking mechanism prevents errors by blocking reservations for occupied seats and preventing multiple users from being assigned to a single location.

Employees navigate the office quickly using room numbers and maps without distracting colleagues.

Flexibility for any office layout based on SVG

The module requires no redrawing of the office or complex adaptation to your floor plan. It supports any layout in SVG format, including ready-made isometric maps, floor plans, and stylized diagrams.

Implementation process: vector objects (meeting zones, workstations, points of interest) are overlaid on a raster background using any vector editor. These vector zones become interactive, allowing clicks, color assignment, and status changes.

Scalability and clarity. The SVG map retains detail at any zoom level, allowing employees and administrators to work with the office plan conveniently even on mobile devices.

Brand personalization. The system supports uploading custom icons for points of interest and setting brand colors for different room types, ensuring visual alignment with corporate identity.

Unified booking calendar ("Schedule" tab). All object types are combined in a single interface: workstations (booked by day), meeting rooms (booked by minute), and private offices. Hovering over a time slot displays a tooltip with details about the object type, the assigned user, and the booking period without opening individual cards. This allows users to instantly assess availability and select a free slot.

Booking directly on the map. Users select a floor from the side menu, click the desired zone on the schematic, and set the booking period using an interactive timeline in a popup window. The visual stretching of the interval on the timeline simplifies the process and prevents input errors.

Finding colleagues and communication. A "Links" block has been added to the employee card in Bitrix24, containing contact information and details about the assigned workstation.

The office space management module enables instant display of a workspace location on the map, eliminating the need to search through chats or contact an administrator.

Administrators gain full control over assignments and hybrid zones. Activating the administration mode via the 'Assign Seats' button opens a context menu for attaching or detaching locations. The system supports hybrid seats, allowing multiple employees to be assigned to a single location. Built-in validation mechanisms prevent conflicts: it is impossible to assign multiple seats to one employee simultaneously, and the system issues a warning if an attempt is made to reassign a location that is already assigned.

The seating function via the organizational structure opens a hierarchical tree of departments, preserving the reporting lines. This allows administrators to quickly locate employees by department and position to assign them to workstations. The search filters users by status, preventing the assignment of inactive or terminated employees.

Display settings allow unique colors to be assigned to each object type, simplifying visual navigation. Points of interest of any hierarchy and type are supported, ranging from floors to individual cabinets. Users can upload custom icons for map customization.

The numbering mode provides unambiguous identification of workspaces. All workspace numbers are displayed on the map, creating a precise link between the number and the position on the plan. This simplifies communication: instead of describing a location verbally, such as 'desk by the window in the left wing', a specific identifier like 'space A-12' is used. This approach reduces the number of inquiries to support and HR regarding the location of a workspace. To activate the mode, simply enable the 'Numbering' option, after which all numbers become visible on the map. The numbers on the map fully correspond to the real identifiers of the spaces, eliminating discrepancies between the plan and the actual layout.

Scenario 1: An employee arrives at the office and wishes to book a meeting room. They select the meeting room booking option, specify the floor on the map, and click on the desired room. In the pop-up window on the timeline, the user drags to set the booking interval. Once confirmed, the slot is immediately marked as occupied for other users.

Scenario 2: A company transitions to a hybrid work format and aims to reduce the number of assigned seats. An administrator activates the 'Assign Seats' mode and views the current state of seat assignments.

The 'Seat Assignment' feature locates employees within the organizational structure and assigns multiple staff members to a single workstation. Such locations immediately receive a special icon.

Two to three employees with different schedules can be assigned to one place, improving office utilization.

Search scenario: A new employee or guest opens a colleague's card in Bitrix24. The assigned location is displayed in the 'Links' block. The user can navigate to it on the map and quickly find the correct desk by number and layout.

General iT can install “Space Management: Office Map (Layout), Booking, Seating”, configure its settings and verify its operation in the existing project.