Intelligent Space Management and Facility Planning

Visualize facility layouts with interactive floor plans, optimize space utilization, manage occupancy in real-time, and reduce real estate costs with data-driven space planning and workplace analytics.

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Intelligent Space Management and Facility Planning

Transform Space Management from Reactive to Strategic

FacilityFlow's Space and Facility Management module provides complete visibility and control over your physical space assets. From interactive floor plans and CAD/BIM integration to occupancy tracking, desk booking, and move management, our platform helps you maximize space efficiency while enhancing the workplace experience.

Designed for facility managers, space planners, real estate teams, and workplace strategists across corporate offices, universities, healthcare facilities, and government buildings, our solution delivers actionable insights to optimize your most expensive asset—real estate.

Key Statistics:

  • 15% average reduction in facility footprint
  • 25% improvement in space utilization
  • $360K average annual real estate savings per facility
  • 92% employee satisfaction with workspace booking

Key Benefits with Facility Flow

Interactive Floor Plans & Space Visualization

Create and manage interactive digital twins of your facility by importing CAD/BIM files or PDFs, defining spaces, zones, and functions, placing assets and equipment, supporting multi-floor/building layouts, layering, color-coded zones, search and navigation, and 3D model viewing for full facility visualization.

Comprehensive Space Database

Maintain a comprehensive inventory of all spaces with detailed attributes, classifications, and assignments, tracking square footage, occupancy, department, status, function, ADA compliance, custom attributes, historical changes, and relationships across offices, meeting rooms, storage, and mechanical areas.

Occupancy Tracking & Analytics

Monitor real-time space utilization using sensors, badge readers, and calendar integrations to track actual vs. planned occupancy, generate heat maps, analyze peak usage and trends, measure density, identify underutilized spaces, and optimize overall space efficiency.

Desk & Room Booking System

Support flexible workplace strategies with integrated booking for hot desks, meeting rooms, and shared spaces, featuring calendar integration, equipment and capacity filtering, real-time availability, recurring reservations, check-in and no-show management, QR code access, mobile and web apps, and analytics for hybrid work optimization.

Move Management & Space Planning

Plan and manage office moves, relocations, and space reconfigurations with structured workflows, task and vendor coordination, furniture and IT inventory tracking, employee assignments, move checklists, timelines, cost tracking, notifications, completion verification, post-move updates, and historical move records.

Space Utilization & Cost Analytics

Analyze space performance with advanced reporting and analytics, including dashboards, cost per square foot and per employee, occupancy and departmental allocation analysis, underutilized space reports, efficiency scoring, trend tracking, benchmarking, what-if modeling, right-sizing recommendations, and ROI calculations for informed real estate decisions.

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Technical Specification

System Requirements

  • Web Application:
    • Modern web browser (Chrome, Firefox, Safari, Edge)
    • Graphics acceleration recommended for large floor plans
    • Minimum screen resolution: 1366×768
    • Recommended: 1920×1080 or higher
  • Mobile Application:
    • iOS 13.0 or later
    • Android 8.0 or later
    • 150MB available storage
    • Camera for QR code scanning
    • GPS for location-based features
  • Floor Plan Requirements:
    • Maximum file size: 100MB per floor plan
    • Supported CAD formats: DWG, DXF, DWF
    • Supported BIM formats: IFC (via plugin), RVT (via Revit plugin)
    • Supported image formats: PDF, JPG, PNG
    • Recommended resolution: 300 DPI for images

Supported CAD/BIM Integrations

  • Autodesk Products:
    • AutoCAD (2016 and later)
    • Revit (2018 and later)
    • AutoCAD Architecture
    • Navisworks
  • Other CAD Systems:
    • MicroStation
    • ArchiCAD
    • SketchUp Pro
    • Vectorworks
  • BIM Platforms:
    • IFC standard (Industry Foundation Classes)
    • Open BIM workflows
    • COBie data extraction
  • Import Methods:
    • Direct file upload
    • Scheduled auto-sync
    • Cloud storage integration (Dropbox, Box, Google Drive)
    • FTP/SFTP sync

IoT Sensor Integration

  • Supported Sensor Types:
    • Desk occupancy sensors (PIR, pressure)
    • Room occupancy sensors
    • People counting sensors (doorways)
    • CO2 sensors (indirect occupancy)
    • Temperature/humidity sensors
    • Light sensors
    • Motion detectors
  • Communication Protocols:
    • MQTT
    • BACnet
    • Modbus TCP
    • RESTful APIs
    • WebSocket
    • Custom protocols via API
  • Sensor Platforms:
    • Cisco Meraki
    • Enlighted
    • Comfy
    • Density
    • VergeSense
    • Butlr
    • Pointgrab
    • Microshare
    • Custom IoT platforms
  • Wi-Fi Analytics:
    • Cisco DNA Spaces
    • Aruba Analytics
    • Mist AI
    • Ruckus Analytics

Performance Specifications

  • Scalability:
    • Support for 1 to 10,000+ spaces
    • Multi-building campuses (100+ buildings)
    • Unlimited floor plans
    • Real-time updates for 10,000+ sensors
    • 99.9% uptime SLA
  • Response Times:
    • Floor plan loading: <3 seconds
    • Space search: <1 second
    • Occupancy updates: <5 seconds
    • Booking confirmation: <2 seconds
    • Report generation: <10 seconds

Integration Details

Native Integrations, Third-Party Integrations, API Access

Asset Management

Track and manage assets by mapping equipment locations on floor plans, assigning assets to specific spaces, maintaining space-specific asset lists, and monitoring asset moves over time.

Work Order System

Manage maintenance with location-based work orders, space-specific tasks, preventive maintenance scheduling, and direct access to floor plans from each work order.

IWMS/CAFM Systems

Ensure seamless facility management with space data synchronization, lease management integration, and centralized facility portfolio oversight.

Calendar Systems

Integrate scheduling and room management with Microsoft Outlook, Google Calendar, Office 365, Exchange Server, and meeting room display systems.

Building Automation (BMS)

Optimize building systems with zone-based HVAC control, lighting management, environmental monitoring, and space-specific energy management.

Identity & Access

Enable secure access and workforce management with integrations for Active Directory/LDAP, Azure AD, badge/access control systems, and employee directory synchronization.

Real Estate Management

Integrate facility and real estate management with Yardi Voyager, MRI Software, RealPage, Corrigo, and FM:Systems for seamless operations and data flow.

Workplace Experience

Integrate workplace management with OfficeSpace, Robin, Teem (iOFFICE), Envoy (visitors and space), and Condeco for streamlined scheduling, reservations, and visitor management.

Communication

Enable real-time workplace communication and alerts via Microsoft Teams, Slack, email (SMTP), SMS, and digital signage integration.

Business Intelligence

Enable advanced analytics and reporting with Power BI, Tableau, QlikView, Looker, and custom dashboards.

RESTful API

Access 200+ API endpoints with OAuth 2.0 authentication, JSON data format, 1000 requests/minute rate limiting, and real-time webhook support.

Available Endpoints

Enable comprehensive space management with API support for CRUD operations, occupancy data retrieval, booking and move project management, floor plan updates, sensor data ingestion, and analytics data export.

Use Cases


~>Corporate Office - Hybrid Work & Space Optimization

Industry: Technology Company

Facility Size: 250,000 sq ft, 3 floors, 1,200 employees

Challenge: Underutilized office space post-pandemic, supporting hybrid work model

Solution Implementation:

  • Interactive floor plans with hot desking zones
  • Desk booking system integrated with employee badges
  • Occupancy sensors on all desks (1,200 sensors)
  • Real-time utilization dashboards
  • Neighborhood booking for team collaboration
  • Calendar integration for meeting rooms

Results:

  • Discovered 35% space underutilization
  • Reduced footprint by 80,000 sq ft (1 floor)
  • $2.4M annual rent savings
  • 89% employee satisfaction with desk booking
  • Enabled 60% hybrid workforce
  • ROI: 18 months

Key Features Used:

  • Hot desk booking
  • Occupancy tracking
  • Utilization analytics
  • Interactive floor plans
  • Mobile booking app

~> University Campus - Multi-Building Space Management

Industry: Higher Education

Facility Size: 85 buildings, 6.5 million sq ft, 450 classrooms

Challenge: Poor visibility into classroom utilization, inefficient space allocation

Solution Implementation:

  • Campus-wide floor plan database (85 buildings)
  • Classroom scheduling integration
  • Occupancy tracking via Wi-Fi analytics
  • Academic department space allocation
  • Move management for departmental relocations
  • Space cost allocation by department

Results:

  • Identified 140 underutilized classrooms
  • Deferred $12M new classroom building (optimized existing)
  • Improved classroom utilization from 58% to 82%
  • $450K annual savings from better space allocation
  • Transparent chargeback to departments

Key Features Used:

  • Multi-building management
  • Calendar integration
  • Occupancy analytics
  • Department space allocation
  • Cost per sq ft tracking
  • Move management

~> Healthcare System - Clinical Space Optimization

Industry: Healthcare - Multi-Hospital System

Facility Size: 5 hospitals, 1.8 million sq ft clinical space

Challenge: Exam room underutilization, patient flow bottlenecks, expansion needs

Solution Implementation:

  • Clinical space database with room types
  • Patient scheduling integration
  • Room turnover tracking
  • Occupancy monitoring by department
  • Space utilization by time of day
  • Clinic layout optimization

Results:

  • Exam room utilization increased from 52% to 71%
  • Avoided $8M clinic expansion through optimization
  • Reduced patient wait times by 23%
  • Added 2,400 annual patient visits (same space)
  • Better understanding of peak demand patterns

Key Features Used:

  • Space classification
  • Calendar integration
  • Time-based utilization analysis
  • Department analytics
  • Capacity planning
  • Optimization recommendations

~> Manufacturing Facility - Production Floor Space Planning

Industry: Manufacturing - Electronics Assembly

Facility Size: 400,000 sq ft production floor

Challenge: Inefficient production line layout, poor space utilization, frequent reconfigurations

Solution Implementation:

  • Production floor CAD integration
  • Equipment footprint database
  • Zone-based space allocation
  • Move planning for line reconfigurations
  • Before/after space analysis
  • Cost tracking for moves

Results:

  • Increased production density by 18%
  • Reduced move costs by 40% through better planning
  • Optimized material flow (reduced travel by 1,200 ft per shift)
  • Added new production line without expanding building
  • $680K annual savings from efficiency gains

Key Features Used:

  • CAD integration
  • Equipment placement
  • Move project management
  • Space efficiency analysis
  • Cost per sq ft tracking
  • Layout optimization

Space & Facility Planning FAQ's

Ready to Optimize Your Facility Space and Reduce Real Estate Costs?

Join 600+ organizations using FacilityFlow to reduce real estate costs by 15%, improve space utilization by 25%, and create better workplace experiences. Start your 30-day free trial today—no credit card required. ✅ CAD/BIM integration included - ✅ Unlimited floor plans - ✅ IoT sensor support - ✅ Desk & room booking - ✅ Real-time occupancy - ✅ Complete analytics - ✅ No per-user fees - ✅ Implementation support included

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