Frequently Asked Questions

The platform helps organizations manage workplace operations, including desk allocation & assignment, desk and room booking, visitor management, employee scheduling, workplace analytics, and hybrid work coordination. It enables employees to plan onsite collaboration while helping organizations optimize space utilization and workplace security.

The platform is designed for employees, facilities managers, HR, IT, security teams, and executives responsible for workplace operations and employee experience.

Employees can browse available spaces, view real-time availability, and reserve desks, meeting rooms, parking spaces, or other workplace resources through a web browser or Microsoft Teams on PC or mobile. Users can view or book facilities in both floor map and calendar views.

Yes. Employees can view team schedules, locate colleagues, and coordinate in-office days to improve collaboration and workplace planning.

Organizations can configure automated or manual check-in/out processes. We recommend requiring check-in to confirm reservations and support occupancy reporting.

Depending on company policies and permissions, users may book spaces on behalf of guests, colleagues, or team members. This can be configured in Settings / Role categories.

Visitors can pre-register through an invitation or sign in upon arrival using a digital kiosk, tablet, QR code, or mobile device. The sign-in process can collect visitor information, agreements, and other required details.

Yes. Hosts receive automatic notifications via email, Teams message, or SMS (based on additional request) when their visitors check in, ensuring a smooth arrival experience.

Yes. Organizations can create customized workflows for guests, partners, contractors, vendors, interviewee candidates, and other visitor categories.

Organizations can enable multi-location visitor experiences and configure location-specific access policies based on customer demand.

The platform supports integrations with common workplace technologies, including identity providers, collaboration tools, calendars, access control systems, and HR platforms. It is currently seamlessly integrated with Entra ID, Outlook, Teams, Google Calendar, and more.

Yes. Administrators can configure this through Role-based Access Control. System admins can edit permissions, booking rules, team-based area access, capacity limits, priority booking policies, and recurrent booking limitations.

Enterprise-grade security controls typically include role-based access, audit logs, SSO, directory synchronization, and compliance-supporting workflows.

Yes. Administrators can manage multiple locations from a centralized platform while maintaining local policies and reporting.

Organizations can analyze attendance patterns, occupancy rates, space utilization, booking trends, and visitor activity to make data-driven workplace decisions.

Yes. Workplace analytics help organizations understand actual space usage, optimize floor plans, improve utilization, and support real estate planning decisions.

Implementation timelines vary depending on organizational size, required features, number of locations, integrations, and configuration requirements. Most deployments begin with planning, system configuration, integration setup, and user adoption activities, and a normal project takes between 2 and 8 weeks.

Yes. The platform is designed to support organizations ranging from a single office to global enterprise deployments.

Yes. Gaia Workspace is fully integrated with the Microsoft Teams mobile experience. Users can access all Gaia Workspace features directly within Teams, eliminating the need to download, open, or switch between multiple applications.

Our pricing is based on the products and capabilities you choose, allowing organizations to start with the features they need today and expand as workplace requirements evolve. Typically, pricing scales based on factors such as user volume or facility volume, office size, locations, and selected modules.

No. Organizations can choose the solutions most relevant to their needs, such as:

• Intuitive Floor Map and Facility Assignment (desk allocation, office allocation)
• Facility Booking (desk & room booking)
• Visitor Management
• Role-based Access (area access, facility access, booking limitations, etc.)
• Workplace Analytics
• Security & Access Integrations

We offer flexible pricing models to accommodate different workplace strategies and operational needs. Depending on your deployment, pricing may be based on employee count, workspace inventory, or office locations.

• Model 1: User-Based Pricing - $6 per employee per month (PEPM) for all facility booking features. Includes facility booking capabilities and related workplace management features. Pricing is based on the total number of customer users with access to the platform.
• Model 2: Space-Based Pricing - $9 per desk per month, $18 per room per month. Includes facility booking and related workplace management features. Ideal for organizations looking to align costs with their workspace inventory rather than user count.
• Model 3: Visitor Management Pricing - $3,600 per location per year. Includes visitor registration, check-in, notifications, compliance workflows, and visitor management features for a specific office location.

Our team can help determine the most cost-effective pricing model based on your employee size, office footprint, and workplace requirements. Contact us for a customized recommendation and quote via info@gaiadigits.com.