Anna Klein
Host: Yves · 2F
09:15
checked-inIntegrated workplace management system for seamless collaboration
Automate workplace management with powerful workplace management software, reduce no-shows, and boost the user experience - all from one intuitive platform, fully integrated with Microsoft 365 and Google Workspace.
- Works seamlessly with Outlook & Google Workspace
- Meets ISO 27001, GDPR and the AI Act. Data in the EU
- Live in weeks, not months
· Workplace HQ Antwerp · 5 floors
Tuesday · 09:34 · Live workplace ops live
0
%Building occupancy
Visitors & deliveries next 60 min
DHL · parcel
Host: Reception
09:22
deliveredJordi Pons
Host: Sara · 4F
09:30
expectedLinde Cools
Host: Workshop · 1F
10:00
expected Meeting rooms 14 / 22 in use
Atlas · 4F
in use8/8 · ends 10:30
Pacific · 3F
freedno-show · re-released
Kilimanjaro · 2F
in use5/6
Studio · GF
availablenext: 11:00
This week's insights vs. last 4 weeks
Visitors · Rooms · Desks · Catering · Parking · Lockers no-show recovery +7% this week
Maurice Verwer
Director Facility Management & Business Support
PwC Netherlands
6,000+ users
Read the customer case→"With Gfacility we've gained full control over meeting room usage across all our locations."
"Real-time insight into availability, usage patterns and service integration. The platform brought structure and automation to our booking processes, which were previously fragmented and manual."
All-in-one work management software
G
Gfacility · Sara Devos
You're invited — Quarterly review
Looking forward to seeing you on Thursday at our Antwerp HQ. Use the QR pass below for fast check-in.
Apr 24
Thursday · 14:00
Gfacility HQ · Atlas 4F
Reception Kiosk
Scan to check in
touchless · GDPR-proof
1 min
SD 
Cameron has arrived at reception.
Click here to send him a message.
Visitor Badge
CB 
Cameron Beck
Visitor · Atlas 4F
Check-out & feedback
10:42
1h 08m on site
Rate your meeting
Visitor registration
Pre-registered visitors, badge prints, security checks and host notifications - GDPR-proof, without a receptionist chained to a screen.
Learn more → Room booking · Outlook Microsoft 365
Atlas 4F · Boardroom
Thu · 14:00 – 15:00 · 6 attendees
AKSDMVJPRT+1
Auto-cancel
Releases the room at 14:15 if nobody checks in. Catering rescaled automatically.
Mon
10:00
Tue
13:30
Wed
09:00
Thu
14:00
Fri
11:00
This week
318
bookings
6%
no-shows
24
auto-released
Room reservation
Hybrid teams book from Outlook or Teams. Auto-cancellation when no one shows up. No more phantom meetings on the floor plan.
Learn more → Atlas · 4F
14:00 In use
Client presentation
SD
Sara Devos
14:00 – 15:00
Today
- 09:00 Standup
- 11:00 Onboarding · Eve
- 13:00 Client demo
- 14:00 Client presentation
- 15:30 1:1 · Mark
- 17:00 Available
Room signage
Smart room signage that shows what's happening in every room right now - presentations, attendees, agenda. One tap to check in or start an ad-hoc booking.
Learn more → 9:10
EN Welcome
How would you like to check in?
Touchless · GDPR-proof
Visitor kiosk
A self-service welcome at reception. Visitors check in with a QR code from their invite, the host gets a Teams ping, the badge prints itself - touchless and GDPR-proof.
Learn more → Catering · attendance-driven Live · linked
Quarterly review
Atlas 4F · 12:30 lunch · 6 attendees confirmed
Original
15 boxes
Adjusted
11 boxes
Attendance confirmed via Teams · cut 4 portions
Dietary
V ×3 GF ×1 NF ×1
Note
Supplier auto-notified · pickup window kept 12:10–12:20.
This week
62
portions saved
€480
cost avoided
0
missed orders
Catering management
Catering ordered from real attendance, not optimistic guesses. Less waste, fewer last-minute scrambles.
Learn more → Workplace insights Last 30 days
Occupancy by day
34% Mon
58% Tue
71% Wed
88% Thu
46% Fri
Top rooms
- Boardroom 4F 84%
- Atlas creative 71%
- Phone booth 2 12%
Insight
Monday mornings underused — released for walk-ups.
Trend
62%
avg occupancy
-9%
no-shows
180m²
optimised
Workplace analytics
Occupancy, no-shows, popular rooms, catering waste - all in one place. Not raw data dumps but context and recommendations.
Learn more → Workplace AI · agent Live
- Book a room for 10 tomorrow 14:00 + lunch
-
Done. Three things lined up:
- Boardroom Atlas 4F · 14:00–15:30
- Catering: 10 boxes (2 veg · 1 GF)
- Reminder scheduled for 13:45
- Thanks!
Today
127
actions
12s
avg lead-time
98%
accuracy
Workplace AI
One intelligent agent that books rooms, orders catering, welcomes visitors and plans your team. Works alongside your people, not instead of them.
Learn more → Hybrid week · Team Marketing Synced with Outlook & Teams
Mon
Tue
Wed
Thu
Fri
- AK A. Kumar
- SD S. Devos
- MV M. Verwer
- JP J. Park
- RT R. Tahir
Office Home Client Off
Thursday
4 of 5 on site → boardroom booked, catering pre-set for 4.
This week
78%
thu occupancy
14
desks auto-assigned
0
policy conflicts
Hybrid scheduling
Coordinate office days, apply booking rules, auto-assign desks. Hybrid working that works without a spreadsheet.
How it works
Integrated workplace management software often forces people to adapt to the system. Gfacility flips that around. Our AI-driven platform works where your people already work, adjusts in real time when plans change, and turns raw data into clear insights you can act on.
Built for high adoption
- Book rooms, catering, and visitors directly in Microsoft Outlook or Google Calendar
- Create tickets or ask questions simply by talking to your digital assistant
- Intuitive design means no training needed - employees use it from day one
Real-time adjustment
- AI employees reduce no-shows and group similar tickets
- Automatic room and catering adjustments prevent waste
- Gfacility steps in before it’s too late, keeping meetings and services on track
From data to insights
- Feedback is collected automatically from users
- AI provides advice and smart recommendations
- Clear insights on room usage, service quality, and helpdesk performance
- Better decisions powered by data and AI feedback
What sets Gfacility apart?
Traditional IWMS
- Runs on many different versions, making upgrades slow and difficult to maintain.
- Limited integration with Outlook or Google often results in additional manual coordination
- Built on traditional interfaces rather than modern, intuitive designs.
- Offers basic rule-based automation and customization, but lacks AI-driven intelligence and autonomous agents.
- Provides standard reports but doesn’t advance to deeper insights such as cross-reporting or industry benchmarking.
- Implementation can be time-consuming and resource-intensive, often requiring customization
Gfacility
- Cloud-native and continuously updated - every client benefits instantly from new releases.
- Deep integration with Microsoft 365 and Google Workspace - calendars, emails, and bookings work seamlessly together.
- Designed with a modern, intuitive interface that makes complex processes feel effortless.
- Powered by AI automation and autonomous agents that act, learn, and optimize processes automatically.
- Transforms operational data into insights, cross-analytics, and real-time benchmarking across locations and industries.
- Rapid to implement and easy to configure, enabling organizations to go live faster with minimal effort.
Why organizations are switching to Gfacility
Most workplace management systems are stuck in the past: rigid structures, poor usability, and disconnected processes. Our integrated workplace management system changes that. AI-powered and intuitive, it streamlines daily operations, optimizes resources, and gives managers and teams full visibility - while employees actually enjoy using it.
Smart integrations & technology
- Native integration with Microsoft 365 & Google Workspace
- Open API & Single Sign-On (SSO)
- Fast implementation, no custom development required
Free, 5-minute self-assessment
Start the free scan How mature is your workplace operation?
Score your workplace across six categories, from visitors to analytics and benchmarking, and get a level with a per-category breakdown.
Frequently asked questions
General
What is an IWMS?
An Integrated Workplace Management System (IWMS) is a software platform that helps organizations manage their workplace, spaces, services, assets, and real estate in an integrated way.
How is Gfacility different from other IWMS providers?
Gfacility focuses on user experience, fast adoption, and AI-driven results. Unlike many legacy IWMS systems, it’s easy to use, fast to implement, and optimized for today's hybrid workplaces.
Features
Can we integrate Gfacility with our existing tools?
Yes, including Outlook, Microsoft 365, Active Directory, and more via API.
Does it support hybrid working?
Absolutely. Gfacility is designed for dynamic workplaces, desk sharing, and flexible bookings.
What kind of data insights can we get?
You’ll receive real-time dashboards for occupancy, service performance, booking behavior, and predictive insights to support planning.
Is it scalable for multiple locations or regions?
Yes. Gfacility supports multi-site and multi-language environments.
Onboarding
How long does implementation take?
Most organizations are up and running within 4-6 weeks, depending on scope.
What about support and onboarding?
We offer full onboarding guidance, helpdesk support, and ongoing success management tailored to your goals.
Security
How secure is Gfacility?
We meet GDPR standards and follow enterprise-grade security protocols with encryption, SSO, and access control.
Support
What about support and onboarding?
We offer full onboarding guidance, helpdesk support, and ongoing success management tailored to your goals.
Let Gfacility do the work for you
Book a demo today and discover how the smartest FMIS saves time, money, and frustration.
Schedule a Demo