Straight answers about how askAiB works.

Workplace management software helps organisations coordinate the spaces, resources and services people use when they come to the office. That can include desks, rooms, parking, visitors, custom resources, team schedules and the data needed to understand how the workplace is being used.

askAiB can manage desks, rooms, parking, visitors and custom workplace resources, alongside team scheduling, floorplan-based wayfinding, Microsoft integrations, reporting and Workplace Intelligence.

Yes. askAiB is designed for organisations managing multiple sites, floors and resource types. Permissions, operating hours, resources and other configuration can be managed at the appropriate level.

No. Different users, teams and resources can have different access, booking and availability rules. A workplace can combine assigned space, bookable space, team priority areas and resources that become available more widely when they are not needed by their primary group.

No. Some organisations use askAiB for advance desk booking, while others use a mixture of assigned, bookable and more flexible space. The right approach depends on how much certainty you need and which usage data you want to capture.

Yes. Existing floorplans can be used in askAiB and configured with the resources and information you want people to see. If you do not have suitable floorplans, askAiB can also help create or prepare them.

A room booking system helps people find and reserve meeting rooms and other shared spaces. Resources can be described by capacity, equipment, location and other attributes so users can search for the space that fits the meeting.

Booking is the act of finding and reserving a room. Scheduling is the wider management of room demand, availability and patterns over time. Both matter if you want to understand whether your room mix matches the way people actually meet.

Yes. Rooms can have different permissions, booking windows and availability rules. For example, a client-facing boardroom can be protected for certain users or meetings and then released more widely if it remains unused.

Yes. Rooms and other resources can carry the information users need to choose appropriately, such as capacity, video conferencing equipment, screens, accessibility information and other configured attributes.

Yes. Booking rules can be configured to preserve resources for shorter lead-time use where that suits your workplace policy.

A custom resource is a bookable workplace item that does not need to fit the standard desk, room or parking categories. Examples include lockers, equipment, collaboration tables, project spaces, gym spaces or other resources unique to your organisation.

askAiB supports unlimited custom resource types, allowing organisations to create the resource structures that fit their own workplaces.

Yes. Custom resources can have their own fields, permissions, availability and booking logic. Custom fields can also capture organisation-specific information and feed into reporting.

Yes. askAiB can be used through Microsoft Teams so users can search for and book workplace resources without leaving the Teams environment.

Yes. The askAiB Teams experience is designed to work on mobile as well as desktop. askAiB can also be accessed through its other supported web and mobile experiences.

Yes. askAiB supports two-way Exchange room-calendar synchronisation so room availability and bookings can be kept aligned between askAiB and Microsoft room calendars.

Yes. Microsoft Entra can be used for single sign-on and user access, helping organisations reduce separate passwords and fit askAiB into existing identity processes.

Yes. askAiB supports automated user provisioning through SSO, with configurable field mapping and user-management options so the workplace directory can reflect the information your organisation needs.

Microsoft Teams, Entra SSO and automated user provisioning are included in the core platform. Exchange room-calendar synchronisation is priced separately with an annual tenant-level integration and support fee plus an annual fee for each synchronised room.

No. Teams is primarily a convenient user experience for workplace booking. Administrative configuration is generally easier through the askAiB web portal.

Workplace Intelligence analyses workplace activity data to identify patterns that may deserve attention, such as changing demand, recurring capacity pressure, underused space, cancellation behaviour, room-size mismatch, visitor spikes and unusual changes in individual resources.

No. A booking records a reservation and does not by itself prove attendance or physical occupancy. askAiB keeps that distinction clear so customers can interpret booking, check-in and other activity signals appropriately.

Booked utilisation measures the proportion of available bookable resource time that has been reserved. It is useful for understanding demand for a resource, but it should not be treated as proof that every booking resulted in attendance.

Workplace Health is an operational indicator combining freedom from capacity pressure, booking efficiency and predictability. It is not a wellbeing score, property valuation or guarantee that the workplace is optimally configured.

Current detectors include rising or falling utilisation, repeated capacity pressure, underused floors, future capacity risk, cancellation behaviour, repeat cancellation waste, room-size mismatch, visitor spikes and resource anomalies.

No. The core calculations, evidence tests and forecasts are produced by the analysis engine. Optional AI-generated suggested considerations can help frame a finding, but AI does not create the underlying numbers or decide whether a detection threshold has been met.

Yes. Findings can expose the observation period, relevant metrics, confidence and supporting evidence so users can understand why askAiB surfaced the issue before deciding what to do.

Yes. Workplace Intelligence can forecast upcoming resource demand and visitor activity using recent comparable history, existing future bookings and the way demand normally builds as a date approaches.

No. Workplace Intelligence supports planning and review. It can identify evidence and opportunities worth investigating, but workplace teams retain the local context and make the decision about whether to act.

Yes. Findings can be organised using states such as New, Reviewed, Monitoring, Resolved or Dismissed so workplace teams can keep track of follow-up.

Yes. askAiB reporting can be configured around the data your organisation needs, including standard resource data and supported custom fields.

Yes. Key reports and dashboards can be scheduled for regular email delivery so stakeholders can receive the information they need without having to run the same report manually.

askAiB has one core workplace platform priced by bookable resource, with unlimited users. Visitor Management and Workplace Intelligence are optional site-level modules, Exchange is priced separately, and enhanced support or implementation can be added where required.

Yes. The core askAiB platform uses unlimited users, so organisations are not charged simply because more employees need access to book or use the workplace.

Yes. Exchange room synchronisation is priced separately with an annual integration and support fee for the Microsoft tenant, an annual fee for each synchronised room, and an initial setup fee where required.

Yes. askAiB has been awarded a place on G-Cloud 15, with the framework starting on 29 October 2026. Public-sector organisations can speak to us about the appropriate procurement route and service configuration.

Yes. askAiB offers dedicated not-for-profit pricing for eligible organisations. Our not-for-profit page explains the proposition and we can confirm the appropriate pricing for your resource count.

Yes. We offer tailored demonstrations focused on the resources, workflows, Microsoft setup and reporting requirements that matter to your organisation. Where appropriate, we can also discuss proof-of-concept options.