Space in the Connected Workplace

Managing the modern workplace has moved beyond static floor plans and strict seat assignments. Today, space is a dynamic, high-value asset, demanding a new level of complexity. It must now be managed with the same strategic precision as your financial or supply chain portfolio.

• It’s not just assigning static seats—it’s enabling employees to make flexible reservations.
• It’s not just inventory—it’s optimizing your real estate footprint while controlling costs.
• It’s not just moving people—it’s streamlining moves, ensuring compliance, and planning for future growth.

This shift demands a platform that can not only track what space you have, but how it’s being used, who is paying for it, and what it should look like tomorrow. Here’s how Nuvolo Space & Workplace transforms how you manage your spaces while eliminating spreadsheets and disconnected software.

Space Management

The core of any strategic real estate operation is Space Management: establishing and maintaining a clean, accurate, and financially relevant inventory of your entire portfolio. This goes far beyond digitizing floor plans; it is about creating a data-rich, centralized system of record. For leaders, this means moving past assumptions and gaining the fundamental truth about the space you own, manage, and charge back across your organization.

What You Can Do:

• Support AutoCAD, Revit, and BIM floorplans integrations, ensuring data integrity with bi-directional syncing with AutoCAD
• Keep track of your spaces with layers and color codes for people, assets, and spaces in any set of combinations
• Establish strategic location hierarchies and neighborhoods, allowing for granular planning and reporting
• Support complex hybrid working models with assignment options for dedicated seats, rotating assignments, or neighborhood assignments for specific days
• Easily allocate space to departments and cost centers to support accurate, automated chargebacks for occupied spaces
• Ensure compliance and benchmarking with built-in BOMA standards
• Understand true utilization to inform future real estate investments with dedicated dashboards powered by integrations with badge systems, sensors, and Wi-Fi triangulation

Move Management

Whether it’s an internal department shuffle, a large-scale consolidation, or a mass return-to-office, organizational change is constant and complex. Move Management transforms these high-friction, multi-departmental projects from costly logistical nightmares into streamlined, automated workflows. The goal is to minimize employee disruption, maintain data integrity across systems, and ensure timely project completion—delivering immediate returns on efficiency.

What You Can Do:

• Empower employees and managers to submit move requests quickly via floor plan or list views
• Create, compare, and optimize multiple move scenarios to determine the best space allocation before execution, minimizing disruption
• Use move templates for standard move types
• Automate the translation of the move plan into actionable work orders for facilities and vendor teams, ensuring tasks are scheduled, assigned, and tracked
• Coordinate with internal teams and vendors with instructions and move-related work orders

Reservation Management

Give your employees a robust reservation system for reserving rooms, desks, and other spaces. Employees can reserve a space from a form or floor map, while previewing pictures and specific details for the space, ensuring they have the right location for their needs. They can make reservations through our easy-to-use portal, see where their team members are sitting, and save their workspace preferences. You can also incorporate location barcode scanning for one-click reservations.

What You Can Do:

• Empower flexible, seamless employee room and desk bookings
• Reclaim unused spaces with automatic cancelations when no-shows inevitably happen
• Integrate Visitor Management into the booking process, allowing hosts to request and track visitor profiles for security team approval and front desk check-in
• Set spending limits, manage menus, and gain financial control over catering expenses, while empowering hosts to add catering directly within the reservation workflow
• Generate reports detailing catering expenses tied to specific space bookings and departments to facilitate accurate chargebacks and cost allocation.

Space Demand Forecasting

Corporate Real Estate is inherently strategic, requiring decisions to be made on leasing, capital investment, and portfolio size years in advance. Space Demand Forecasting is the intelligence layer that empowers leaders to look beyond current utilization and model future real estate needs. By integrating projected headcount and business unit growth with current utilization rates and scenario planning, you can make data-driven decisions on leasing, capital expenditure, and portfolio resizing—ensuring you always have the right amount of space in the right location.

What You Can Do:

• Establish baseline space performance by tracking actual seat usage against capacity and allocations
• Integrate data from multiple sources (badge swipes, IoT sensors) to move beyond assumed occupancy and secure a full, auditable picture of true utilization, driving portfolio rationalization decisions
• Systematically verify who sits where and when across the organization using automated digital space verification surveys
• Execute targeted headcount growth forecast surveys to collect department and site-specific growth projections across the company
• Leverage built-in, powerful reporting capabilities to create quick-insight dashboards and professional reports on space performance, utilization rates, and future demand

Strategic Space Planning

Once future demand is understood, Strategic Space Planning provides the comprehensive toolset to translate high-level business strategy into physical reality. This capability manages the entire planning lifecycle—from long-range financial modeling and mass team moves to daily neighborhood assignments—all while ensuring compliance and maximizing utilization.

What You Can Do:

• Visually forecast and optimize building capacity and department allocations using Stacking for high-level ROI decisions, then transition to Blocking scenarios to compare against space demands
• Define flexible Neighborhoods across floor plans and set/track target sharing ratios to enforce density standards and prevent underutilization
• Access built-in BOMA standards to ensure that all space classifications and measurements are compliant and comparable to industry benchmarks, mitigating auditing risk
• Define detailed Individual Entitlements and Space Rules that automatically govern who can be assigned to, reserve, and spend on services (like catering) within any given space
• Visually create, compare, and model move and reassignment scenarios directly on the floor plan, allowing planners to find the optimal allocation solution before execution

Conclusion

Managing space is a strategic imperative that directly impacts your balance sheet, your operational efficiency, and your ability to attract and retain talent.

Your organization cannot afford to manage its most valuable non-human asset—your physical space—using disconnected spreadsheets and siloed systems. Strategic planning, move execution, reservation management, and compliance are all intertwined. The failure of one system inevitably creates friction and waste across all others.

This is why the integration of these functions is non-negotiable. Plus, by integrating space data with asset management, real estate, and capital planning workflows, you can gain insights into total cost of ownership and reconcile the true cycle of operational efficiency.

Nuvolo Space & Workplace gives you the intelligence and precision required to manage your space with the same rigor as your financial portfolio. Stop reacting to your space. Start commanding it, today. Schedule a personalized demo today.