Unified Workspace Management Solution
Every desk, room and visitor in one place
Gaia Workspace runs desk booking, room booking, visitor management and workplace analytics in one system. Teams see what is free before they travel. Workplace leaders plan from real usage instead of headcount.
Trusted by innovative organizations across North America, EU and APAC
Plan your workspace around usage, utilization and team collaboration, not head count.
Hybrid work is how teams operate now. Gaia Workspace connects people, spaces and usage data, so booking a desk takes seconds and no floor sits half empty.
Everything your workplace needs
Six modules share one source of truth, so your team spends time on work instead of chasing bookings.
Meeting Room Booking
Book meeting rooms seamlessly with live availability and calendar integrations.
Visitor Management
Register, track, and manage your visitor with security & compliance, ensure a smooth arrival, check in & out experience.
Desk Booking
Enable employees to reserve desks easily based on availability, teams, or preferences.
Analytics & Insights
Understand space utilization, attendance trends, and workplace performance through actionable dashboards.
Hybrid Scheduling
Plan office attendance and coordinate team days without micromanagement.
Display Boards
Put live room status on hallway screens and lobby displays, so people find a free space without opening the app.
A better workplace for every team
For Employees
Flexibility, clarity, and a better office experience. Find your desk, book your room, and know who's in today — before you even leave home.
For HR & People Teams
Support hybrid policies, measure engagement, and create a workplace culture that attracts and retains top talent.
For Facilities & IT
Optimize space, reduce overhead costs, manage access, and maintain security compliance — all from one streamlined platform.
For Leadership
Make confident, data-driven decisions about your real estate portfolio and workforce strategy with actionable workplace intelligence.
Up and running in minutes
Three simple steps to a smarter, more efficient workplace.
Configure your spaces
Configure your spaces, locations, and policies in Gaia Workspace.
Employees book & check in
Employees book desks, rooms, and office days via web or mobile.
Analyze & optimize
Analyze usage data and continuously optimize your workplace.
Make the workspace feel like yours
Every teammate can shape how Gaia Workspace looks and behaves—theme, brand color, font and notifications, plus calendar formats and accessibility settings.
Light & dark themes
Switch the whole app between a bright light look and a low-glare dark one.
Brand accent colors
Mint, Rose, Blue or Graphite—pick one and the whole app follows.
Your font
Choose the typeface your team prefers from a curated list.
Notification control
Email, browser, visitor-arrival and approval alerts—toggled per person.
Calendar & time formats
Default view, week start and date/time formats—set to match how your team works.
Accessibility
Adjustable font size, reduced motion, high contrast and color-blind-friendly palettes.
Works with the tools your team already uses
Bookings sync both ways with Microsoft Teams, Outlook, Google Workspace, Slack and your identity provider, so nobody keeps two calendars.
Microsoft Teams
Outlook
Office 365
Entra ID
Slack
Google Workspace
OktaLoved by teams who use it every day
Real feedback from verified users on G2 — mid-market and enterprise teams with 50+ employees.
"Integrated with Teams, easy use, intuitive UI. Visualize the rooms and desk status in both floor plan and calendar view."
"Friendly UI, Easy use, and booking rules and roles are configurable, only need training for key users and department/area managers."
"The program is easy to use and bug free. We couldn't be happier with Gaia Workspace. The ease of customization to fit individual needs."
"It is very user friendly and easy to follow the process. It has all we need to manage our space booking."
"The most configurable and flexible solution for scheduling spaces in a complex environment. We are a non-profit housing provider with different spaces and different configurations."
"Great integration into our system and a very good support. Easy handling of GAIA as a booking system for desks and rooms, synchronization with Outlook and helpful Mobile App."
"Helpful staff if you have any questions, easy to use too. They are constantly working on new and better ideas for the program."
"The appointment function is impressive and effective! My graduate students can easily make appointments with me without back and forth email correspondence, which saves a significant amount of time."
"It is automating the scheduling for a communal workspace that frees up time for me to complete other tasks. The ease of customization to fit individual needs is excellent."
A balanced, sustainable, people-first workplace
More than 200 organizations run their workplaces on Gaia. Book a 30-minute walkthrough and we will map your floors, booking rules and integrations against your own data.