Company
Pricing
Simple, transparent pricing — from a single office to a global portfolio.
Starting from 10 users
10% discount when billed annually
- Room Booking
- Desk Booking
- Interactive Floor Map
- Approval Workflows
- Analytics & Insights
- Integrations with Microsoft or Google Suite
- Recurring & Multi-day Bookings
- Check-in & Auto-release
Starting from 10 facilities
Covers rooms and desks. Excludes commercial and external bookings.
10% discount when billed annually
- Room Booking
- Desk Booking
- Interactive Floor Map
- Approval Workflows
- Analytics & Insights
- Integrations with Microsoft or Google Suite
- Recurring & Multi-day Bookings
- Check-in & Auto-release
10% discount when billed annually
- Register & invite visitors
- Customize compliance documents based on visitor types
- E-sign compliance documents
- Visitor badge customization
- QR code / digital code check-in
- Multi-channel notifications (Email / Teams / Slack)
- Analytics & Insights
- Book desks for visitors
Every product includes onboarding, training, and 8/5 live support. Annual billing saves 10%.
From a single office to a global workplace portfolio spanning multiple campuses, buildings, and floors, Gaia Workspace helps organizations manage their workplaces with confidence. We automate room and desk bookings, simplify visitor management and compliance, and provide data-driven insights based on actual workplace usage. The result is smarter space planning, lower operational costs, improved collaboration, and a better employee experience.
The full feature list
Grouped by area. Check what is covered before you choose a billing model.
Desk Booking
- Book desks from the floor plan on web or mobile
- Filter desks by amenities, equipment, and capacity
- Book a desk in Microsoft Teams
- Recurring bookings: daily, weekly, biweekly, or monthly
- Check in on arrival; unused desks release automatically
- Booking rules and restrictions by team, department, or location
- Require approval for selected desks or areas
- Save bookings as reusable templates
- Notify participants when a booking changes
Room Booking
- Book rooms from the floor plan or list view
- Book a room in Microsoft Teams
- Search by location, capacity, and amenities
- Room availability synced with Exchange room calendars
- Recurring bookings: daily, weekly, biweekly, or monthly
- Check in on arrival; unused rooms release automatically
- Booking rules per room type or booking policy
- Track cancellations with reason codes
- Save bookings as reusable templates
Floor Map & Seating
- Import floor plans or draw them in the map editor
- Organize campuses, buildings, and floors
- Edit seats, rooms, labels, and space attributes
- See live occupancy and seat status on the map
- Assign seats to employees, teams, or departments
- Track who sits where across locations
- Notify seat owners when an assignment changes
- Release unclaimed seats automatically
- Move individuals or teams when the office layout changes
Booking Approvals
- Set approval requirements for specific areas, rooms, or facilities
- Single-step or multi-step approvals with named approvers
- Auto-approve bookings that match your rules
- Automatic follow-up on overdue approvals
- Delegate approvals to a colleague for a date range
- Report on approval speed and SLA breaches
Analytics & Insights
- Utilization and occupancy KPIs with period-over-period comparison
- Daily usage heat maps
- Peak hours by resource and by weekday
- Hourly and weekday utilization breakdowns
- Cancellation rates with reason breakdowns
- Approval SLA reports
- Top resources by demand
- Export reports to CSV or XLSX
Visitor Management
- Pre-register visitors and manage appointments
- Self check-in on iPad or kiosk devices
- Email check-in links for quick arrivals
- Compliance documents with e-signature
- Custom print templates and visitor badge PDFs
- Email templates and arrival notifications
- Blocklist for restricted visitors
- Visitor policies with automatic expiry
- Visitor dashboard and trends by location
Display Boards & Devices
- Room display boards showing the day's bookings
- Self check-in kiosks for reception
- Pair devices with a one-time PIN from settings
- Device list with maintenance status and revocation
Integrations & Identity
- Sign in with Microsoft, Google, or your own identity provider
- Push bookings to Outlook calendars
- Read room availability from Exchange
- Microsoft Teams app for bookings and approvals
- Outlook add-in
- SCIM sync for your employee directory
- Webhook notifications for external systems
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.