Frequently Asked Questions

Questions Index


1. Room Booking

Does Condeco integrate with MS Outlook?

Yes, Condeco enterprise can be integrated with MS Outlook using the Outlook Add-in.

Can rooms be booked using a smartphone?

Yes, the Condeco Mobile room booking app is available for Android and IOS6 and IOS7. Users can:

  • Find and book a room across multiple locations
  • View their bookings in a month, day or agenda view
  • Edit or delete existing room bookings

Please note: The mobile room booking app is not available for Windows.

Which reports can be generated?

Condeco has a library of built-in reports that provide detailed information on the use of the system. Each report can be run over a specified time period, which can range from a day to a full year. The results of the report can be exported into MS Excel, printed or viewed on-screen.

Condeco also allows the use of the industry standard MIS reporting tool such as Crystal reports and SQL reporting, so that specific intelligence can be created by anyone with reporting experience.

The room reports that are available are:

  • Room utilisation
  • Utilisation by location/floor
  • Utilisation by person
  • Cancelled bookings
  • Booking history
  • Future bookings
  • Catering reports
  • No-show reports
  • Cost centre reports
  • Department reports

The visitor reports that are available are:

  • Daily visitor report
  • Expected visitors
  • Non-departed visitor
  • Roll Call

You can also build your own reports within the software, which can be saved for the future

What are your room screens compatible with?

Condeco Connect is our middleware solution. It’s a digital meeting room touch screen that can be used to connect to MS Exchange.

Can the air-conditioning and lighting be integrated so that they activate when meeting is due to start?

This feature isn’t currently possible, but Condeco are investigating this for inclusion in a future release. Condeco would like to review with any customers that are interested in this feature so it will allow us to understand exact details of their requirements and the systems that are in place at present.

Can I find out my no-show percentage?

Yes. With Condeco’s comprehensive reports you can identify which meetings were started and which didn’t begin.

Does the room report monitor occupancy?

You can select how many people are attending a booked meeting within the Condeco booking form. This information is captured and can be compared over time against the room capacity to monitor occupancy levels as well as the utilisation. You can also use Condeco Sense to conduct a workspace occupancy study specifically within your meeting rooms for more data and greater insight into how your space is being utilised.

2. Desk Booking

What kind of reports can be generated?

Condeco has a library of built-in reports that provide detailed information on the use of the system. Each report can be run over a specified time period, which can range from a number of minutes to a full year. The results of the report can be exported into MS Excel, printed or viewed on-screen.

Condeco also allows the use of the industry standard MIS reporting tool such as Crystal reports and SQL reporting, so that specific intelligence can be created by anyone with reporting experience.

The specific desk reports that are available are:

  • Desk utilisation
  • Utilisation by location/floor
  • Utilisation by person
  • Cancelled bookings
  • Booking history
  • Future bookings
  • No-show reports

You can also build your own reports within the software, which can be saved for the future.

Can Condeco Desk Booking be integrated with the phone system, so that when I sign into a desk, my phone automatically gets my extension number?

This is not currently available in any of the Condeco product releases, but it is a feature we are investigating and have evaluated some proofs of concept for. This feature may be available in a future release.

How do I know whether or not my organisation needs a desk-sharing scheme?

Not every organisation needs or will benefit from desk sharing. In fact, most organisations we work with still have allocated fixed desks for some people. The most accurate way to find out what percentage of desk-sharing would be effective for your business is by undergoing a Condeco Sense study. This will help you determine what types of workers you have and what desk: person ratio will be most suited to your business.

What is a desk: person ratio?

In a traditional workplace you’d normally find a desk: person ratio of 1:1, where each person has their own desk. Desk-sharing schemes allow you to reduce the amount of desks without any decrease in productivity. This can be achieved with a desk booking management systems like Condeco.

What desk: person ratio is recommended?

Condeco tend to create an average desk: person ratio of 1:4. Meaning you have 1 desk for every 4 people. However, each business is different, so this is only possible to determine through real-time utilisation reports.

3. Digital Signage

What are your screens compatible with?

Condeco Connect is our middleware solution. It’s a digital meeting room touch screen that can be used to connect to MS Exchange.

How are the room screens connected?

Condeco room screens are connected through PoE (Power over Ethernet). For non-PoE installations a power adaptor is to be supplied separately.

Can I fix the screens to glass?

Yes. Condeco rooms screens can be mounted on to wall or glass.

What languages are available?

We support fifteen languages; English, English (US), French, German, Spanish, Portuguese, Brazilian Portuguese, Italian, Dutch, Swedish, Norwegian, Hungarian, Indonesian, Chinese (simplified), Japanese.

Which RFID cards do we support?

Supported cards (other formats available on request): ISO14443A, ISO14443B, ISO15693, ISO18000-3, Mifare Classic 1K, Mifare Classic 4K, Mifare Classic 8K, MIFARE Ultralight, MIFARE Ultralight C, MIFARE Plus, MIFARE DESFire EV1, HID Corporate 1000 format, HID 202x/203X iCLASS PROX, HID 1431 Mifare, HID 1326 PROXCARD II

Why shouldn’t we just buy iPads and keep them outside our meeting rooms?

Condeco room screen pricing starts at £995/unit. By comparison, an iPad based solution will be:

  • iPad device: £450
  • Wall bracket: £250 (we’ve only seen one decent tamper-proof bracket on the market and it sticks out from the wall 6 inches)
  • Power supply: £25
  • Network interface: £75
  • Sub Total: £800

Additionally, you will need a software interface or “App” on the iPad to allow room bookings – pricing is unknown, but could be a major expense to either build it or buy off the shelf.

You also need some centralised “watch dog” software to control the iPads with updates, monitor statuses and issues etc. We’re not aware of any such solution, but you can assume it will be expensive to build or buy.

In terms of the iPads functionality:

  • RFID card authentication is not possible as the iPad doesn’t have a card reader. This means actions are either anonymous (bad for reporting), or forces users to type their username and password with their finger.
  • Status Lights (red/amber/green) are not possible, so you can’t easily scan down a corridor and see which rooms are free or busy.

In terms of the iPads security:

  • iPads are at high risk of being stolen. No matter how good the bracket is, they are very sought after devices and will be a high theft risk.
  • An iPad allows access to anyone with basic IT knowledge direct unsecured access into the client’s core network and infrastructure with full browser and wireless access.

How do I install a Condeco screen?

a) Physical requirements
The Condeco screen can be mounted to solid or partition walls using the mounting plate supplied and suitable fixings.

We advise that our customers refer to the Screen Mounting Guide for full installation instructions. Condeco project managers will also work closely with each customer to determine the best mounting option from those available.

b) Software configuration
The screens software configuration will typically be completed by our Condeco engineers during the commissioning of the devices. This entails assigning a screen to an allocated room and configuring it to allow connection to the installed Condeco product.

4. Workspace Occupancy Sensors

What is Condeco Sense?

Condeco Sense allows you to identify the right quantity of real estate for your business. Using a wireless sensor, the device captures real-time data about your workspace occupancy. Sense then turns the collected raw data into insight to help you manage your real estate more effectively, maximizing the use of your space and reducing costs.

Why undergo a sensor study?

Businesses should undergo a sensor study to help them understand how well desks and meeting rooms are used, and to determine how much office space you really need. By changing the way you work (for example: through more home working or shared desks; or changing how you manage meeting rooms) you can improve the work-life balance of your staff while also releasing space and saving money to re-invest in the business.

When you say ‘desk utilisation rates’, what do you mean?

The amount of time that a desk is used by any person (not just by the person who currently ‘owns’ that desk, but by any person using the desk over a set period of time).

How do the sensors work?

Each wireless sensor monitors movement and heat. They work in the same way as a house burglar alarm, or a welcome light at your front door.

Please note: They do not take images.

The data collected will be used to assess if the desks are used during the day at a team level, rather than an individual level.

Why don’t you just collect the information manually?

Manual surveys are generally more expensive and disruptive to employees. Data that is gathered manually is also significantly less reliable whereas sensor studies are 100% accurate. Manual studies also aren’t anonymous which can be invasive for employees.

Will the sensors monitor how long I take for breaks or lunch?

No, the sensors are not linked to individuals. The data is completely anonymous as the business is only interested in the workspace, not the person. They simply collect data each day stating whether a desk or meeting space is “occupied” or “not occupied”. No information will be gathered that shows who the occupant is or where they go during the day.

For example: A desk could be “occupied” by someone other than the desk owner, and the desk owner could also be working away from their desk (e.g. in a meeting, from home or at another desk). We want to know how much this space is used overtime, to help us build a picture of the entire workplace’s utilisation.

Do holidays, sickness or meetings impact the results?

Since the survey aims to measure average occupancy rates by team, the impact of holidays and sickness should average out across team members during the survey period.

The project measures desk usage (i.e. whether a member of staff is based at the desk that morning or afternoon), rather than the length of time someone is sitting at the desk. As a result, meetings will not impact the survey output.

Is there a security risk sending this data over the internet?

All of the data collected is fully encrypted.

5. Support

Do you have SLAs and support models in place?

Condeco clients and partners are supported by the Condeco Service Desk. You will never get re-routed to a centralised call centre and are always guaranteed to speak to a trained and knowledgeable member of staff.

  • Hosted clients with a subscription licence are provided with 24/7 support
  • On-premise clients with a subscription licence are provided with 24/7 support
  • On-premise clients with a perpetual licence are provided with standard support: Monday – Friday 8am – 6pm (local time), excluding public holidays.  We do offer upgrades to Monday – Friday 24/ 5 or 24/7 at an additional cost.

We have strictly followed SLAs in place to ensure our support is identified, responded to and managed efficiently and effectively.

What happens if my business grows?

Whether you have 800 meeting rooms in New York, 200 in London or 20 in Singapore, Condeco lets you manage your assets more efficiently on a global scale. With over ten years of experience working with clients worldwide, Condeco are able to scale a solution to your needs.

What’s the benefit of being a global company?

Condeco are uniquely positioned to provide clients with an end-to-end solution. Our integrated departments encompass research and development, innovative software and hardware design through to delivery, 24/7 support and upgrades. Put simply, we spare you the headache of having to manage multiple vendors. We also have a wealth of experience that is complemented by our global offices across America, Asia, Australia, Europe and the Middle East as well as strategic partners across the world. Condeco have an enormous breadth of knowledge and work with over 500 companies, including some of the largest blue chip organisations worldwide.

What’s the difference between hosted and on-premise?

Condeco room and desk booking software is available in two workspace management solutions; a hosted solution and an on-premise solution, depending on what is suitable for your organisation. The difference between them is where the software is installed and who owns and manages the underlying infrastructure.

a. The hosted solution

Organisations that face budgetary constraints or do not have the capacity within (or the support of) their IT team, may find that a hosted solution is better suited to their requirements. In this scenario the infrastructure costs are sold within a service pricing framework and the entire infrastructure is managed, operated and supported by the supplier. The service can be set up quickly; all the customer requires is reliable network connectivity into the hosted centre.

b. The on-premise solution

Organisations often desire the control and perceived peace of mind that comes with installing and managing software on their own infrastructure, i.e. on-premise. These organisations will face additional upfront costs associated with procuring and installing hardware along with their associated software licenses. They are also prepared to absorb additional running costs associated with the support and management of the infrastructure.

In both scenarios the organisation has the option to switch one solution to the other, should their situation change.

What is the IT architecture required to run the system?

The Condeco product is a web-based solution that runs on a simple Microsoft architecture utilising IIS (Internet Information Services) to host the web layer and MS SQL (Microsoft SQL Server) for the data layer. This platform can easily be scaled to meet individual needs and allow for future growth.

Is Condeco cloud-based?

Condeco is a web-based product that uses the SaaS model. However, our solution also offers a fully managed cloud-based service for hosting the Condeco application on behalf of customers all over the world.

What are the requirements for Condeco to be implemented?

The Condeco application can be installed on a single server environment where both the IIS module and the SQL server are installed.

Condeco implementations are structured to the needs of individual clients. Typically, the following milestones will be found in the majority of projects:

  • Kick-off meetings (project & technical, sometimes combined)
  • Design / project workshops
  • Initial project plan release and scheduling
  • Product installation (including screens and software)
  • System configuration
  • Training and user communications
  • Data migration dry runs & UAT testing (if required)
  • Go-live sign off
  • Go-live
  • Aftercare warranty period (prior to handover to BAU support)

6. Costs & ROI

What size organisation is ideal for Condeco?

Condeco can work for companies of any size. A benefit of Condeco’s solutions is that they’re all fully scalable, meaning as your company grows and no matter how many countries you operate in, Condeco can be scaled to meet your needs.

How much do Condeco’s products cost?

Prices can vary depending on the region and quantity, please speak to your sales representative for pricing quotes.

What kind of ROI can I expect?

You can find a breakdown of our room booking, desk booking and occupancy sensor ROI in the following document: Condeco_ROI_examples
Please ask your sales representative for more information.

6. Contact Us

Get in touch with Condeco

You can find all of our contact details on our Contact Us page.

For Customer Support please visit the Support page.