Meeting Room Booking

Desk Booking

Digital Signage

Meeting Room Booking

Does Condeco integrate with Microsoft Outlook?

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

Can meeting rooms be booked using a mobile phone?

Yes, the Condeco Mobile room booking app is available for Android and iOS. 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 mobile.

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, ranging 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 tools 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 utilization
  • Utilization by location/floor
  • Utilization by person
  • Cancelled bookings
  • Booking history
  • Future bookings
  • Catering reports
  • No-show reports
  • Cost center 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 future use.

What are Condeco 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 available, but Condeco are investigating this for inclusion in a future release. Condeco would like to review the feature with any customers that are interested, 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 and utilization. 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.

What is vendor management?

The process of automating your meeting services such as catering, audio-visual and service requests – all in one system. With Condeco you can also keep track of correct notice times, cost codes and available stock levels for future bookings. Appropriate service providers can manage requests and action updates via a dedicated vendor management screen.

How to manage office resources with Condeco?

With Condeco you can manage your rooms and services in one integrated tool, giving you full control over office resource management.

How to book a meeting room in Outlook?

Microsoft Outlook can be set-up to utilize calendars as meeting rooms, to manage space bookings. You can integrate this with a dedicated room booking system such as Condeco Meeting Room Booking for additional booking services.

With the Condeco Outlook Add-in you can allow room searches, services, visitors and video conference bookings to be made from within the Outlook calendar. Users can make the appointment in MS Outlook and invite appropriate attendees. By clicking on the room booking icon in the appointment window, they’re able to search for a room and book it right there and then.

Condeco Sync for Microsoft Exchange gives you the ability link meeting rooms in Exchange with rooms in Condeco Meeting Room Booking and have them stay in sync with each other.

Desk Booking

What is a Desk Booking System?

A desk booking system allows you to deploy flexible and activity-based workspaces throughout your organization, enabling users to reserve a workspace as and when they need it, to suit their work-life needs. Condeco desk booking allows users to book in Outlook, using touch screen kiosks, desk screen signage or via our mobile desk booking app.

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 several 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 utilization
  • Utilization by location/floor
  • Utilization 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 future use.

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 if my organization needs desk-sharing?

Not every organization needs or will benefit from desk sharing. In fact, most organizations 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 number of desks without any decrease in productivity. This can be achieved with a desk booking management system like Condeco.

What desk: person ratio is recommended?

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

What is hot desking?

The idea is to bring flexibility to your workspace – allowing employees to move around the office floor to accommodate different daily activities, to work directly with your team or collaborate with different colleagues, and to work in the area that is most appropriate for your current projects or goals.

Digital Signage

What are Condeco Meeting Room Screens compatible with?

We have two ways to use our meeting room screens.

  • Link screens with dedicated Condeco Room Booking software.
  • 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 for room screens?

We support the following languages; English, English (US), French, German, Spanish, Italian, Arabic.

Which RFID cards can you use with meeting room screens?

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?

Dedicated Condeco Room Screens can actually work out cheaper for you overall, and provide you with more benefits and functionality than adapting an iPad for use.

Costs to consider when comparing iPad solutions include:

  • iPad device
  • Wall brackets and security fixings
  • Power supply, battery recharging or additional cabling
  • Network interface
  • 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 centralized “watchdog” 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.

Talk to us to get costs on Condeco screens; you’ll see how competitively priced they are, and how we can provide you with extended functionality, maintenance and security benefits over iPad solutions.

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 anyone with basic IT knowledge to find direct, unsecure access into your core network and infrastructure.

How do I install a Condeco room screen?

Physical requirements:

The Condeco screen can be mounted to solid or partition walls using the mounting plate supplied, with 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.

Software configuration:

The software configuration of our screens 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.

What is a desk screen?

Condeco Desk Screens are hardware devices which can be attached to desk or workspace spaces, to display who has booked the workstation. Vibrant LED status lights and color displays make it easy to find available desks, and users can book the space instantly via the touch screen.

The screen works in tandem with Condeco Desk Booking Software, allowing you to manage a flexible workspace, support activity based working, and create a dynamic and collaborative environment, while maintaining a simple user experience.

What are the Condeco Desk Screens compatible with?

Condeco Desk Screens are compatible with Condeco Desk Booking software only.

What languages are available for desk screens?

Desk screens are available in English only.

Which RFID cards do the desk screens 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.

How are desk screens mounted or fixed?

The screen can be mounted in three ways for many different workspaces – not just desks, but also breakout spaces, offices, phone booths or many other spaces. The mounting options are:

  • Desk edge
  • Desk dividers
  • Walls

Different mounting brackets can be provided by Condeco to suit your chosen option.

How are desk screens powered?

Each screen is powered by using a USB cable (supplied), and is set to connect to a Wi-Fi network using a mobile app.

How to make hot desking work?

Managing a new system for working behaviors requires a thoughtful change management process. Condeco can support you with the implementation of desk reservation in your workplace, with programs to help you effectively launch hot desking in your business.

What is digital signage?

In the workplace, digital signage refers to interactive displays which are used in the office space to display workplace information and directional signage.

Meeting room screens are mounted outside the meeting room to display information such as meeting title, meeting booker and the length of the meeting. Screens can also indicate which spaces are booked or available via LED lights, to help make finding workspace easier. Likewise, in relation to Desk Digital Signage, interactive digital screens can also be installed onto desk spaces to show who’s booked which space, and what space is available for others to use.

Wayfinding digital signage screens can also be installed to help guide staff and visitors to the right space, along with interactive kiosks to help them self-serve their workspace booking needs.

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 useful insight, helping 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 their desks and meeting rooms are used, and to determine how much office space you really need. By changing how 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 utilization 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 time period).

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 utilization.

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 data collected is fully encrypted.

What is occupancy sensing?

Workspace occupancy sensing helps you understand how your desks, meeting rooms and break out spaces are used in extraordinary detail. Battery-powered sensors gather data on real-estate usage, on a day-by-day and hour-by-hour basis.

By identifying both increases and decreases in real estate utilization, occupancy sensing delivers valuable intelligence to help determine if your workplace is meeting demand – both now, and in the future.

What is workspace?

Workspace is a term used for the place in which you work, such as your desk in an office. A workstation is an area where work of a particular nature is carried out, such as using a desktop computer. With Condeco occupancy sensing, you can monitor how your workspaces are being used.

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 centralized call center, and are always guaranteed to speak to a trained and knowledgeable member of staff.

Hosted clients with a subscription license are provided with 24/7 support.

On-premise clients with a subscription license are provided with 24/7 support.

On-premise clients with a perpetual license 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 is Condeco Cloud?

Condeco on Microsoft Azure combines Condeco’s powerful application and Microsoft’s Platform-as-a-Service (PaaS) into Condeco Cloud, delivering a hosted solution, providing customers with secure, resilient software built on infrastructure that has been designed to perform at optimal levels.

What is software as a service (SaaS)?

Software as a service is a software licensing and delivery model in which software is licensed on a subscription basis, and is centrally hosted. Condeco is one of the only workplace scheduling system providers offering the flexibility of a SaaS-based pricing model. The annual license of the hosted solution includes software, unlimited user access, high security hosting, a warranty, global support, insurance and optional workplace digital signage (including meeting room touch screens).

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 can 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, along with strategic partners across the world. Condeco have an enormous breadth of knowledge and work with over 1000 companies, including some of the largest global brands. Learn more about our clients here.

What are the requirements for Condeco to be implemented?

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 customer success and support teams)

Costs & ROI

What size organization 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.

Contact Us

Get in touch with Condeco

You can find all our contact details on our contact us page.

For customer support please visit the support page.

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