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Desk Booking & Hybrid Workplace

Flexopus

EU-Made Report an error

Panel rating · 6 judges · How to read the stars

Category median

Sovereignty: not determined

0–5 in half steps. 5 means the rubric's top anchor is met on the evidence.

by Flexopus GmbH · www.flexopus.com

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Add ?theme=dark to the image address for dark backgrounds. The badge shows the category and the month of the latest evaluation, and EU-Made where that is the product’s provenance. It never shows a score.

Flexopus at a glance

Vendor
Flexopus GmbH
Headquarters
Not stated on the vendor’s pages as of 5 Nov 2026
Data hosting
Default not stated; pages mention Germany source, captured 5 Nov 2026
Free plan
Not stated on the vendor’s pages as of 5 Nov 2026
Panel verdict
The AI panel rates Flexopus 2.5/5, the mean of 6 judges. Flexopus books desks, rooms and parking on interactive floor plans, with check-in, auto-release, occupancy analytics and per-resource billing. how scores are made
As of
Vendor pages captured 5 Nov 2026; evaluated by the panel 6 Nov 2026. all sources

Flexopus alternatives, European ones first →

Read this page as one judge. Each weighs the same scores by what they care about.

The Microsoft 365 Administrator

Weighted verdict

Runs Microsoft 365, Entra ID and Intune for a 1,200-person manufacturer with six sites and forty room mailboxes nobody keeps tidy. Will not create accounts by hand: wants single sign-on and SCIM provisioning from Entra ID, room bookings synced both ways with Exchange, a Teams app and an Outlook add-in deployed centrally, room displays that are not a closed box, an API, audit logs, and a subprocessor list the security team can review.

Same scores as the panel view — this lens weights them the way this judge cares.

Scored by The Microsoft 365 Administrator

Panel median The Microsoft 365 Administrator This judge’s scores over the panel median. Each label opens its reasoning below.
Scores per criterion, in stars out of 5
Criterion Panel median The Microsoft 365 Administrator
Desk, room & parking booking 3.5 of 5 3.5 of 5
Check-in, auto-release & booking rules 3 of 5 3 of 5
Hybrid work coordination 2 of 5 2 of 5
Occupancy analytics & employee privacy 3 of 5 3 of 5
Integrations, identity & administration 3.5 of 5 3.5 of 5
European sovereignty 3.5 of 5 3.5 of 5
Pricing transparency 3 of 5 3 of 5

Desk, room & parking booking

How this is scored

What can be booked and how easily: desks, meeting rooms, parking spaces and other resources (lockers, equipment, EV chargers), interactive floor plans per site and floor, desk attributes (monitor, standing desk, accessibility), neighbourhoods and zones, hot and assigned desks, recurring and multi-day bookings, booking for colleagues and guests, room booking synced both ways with Microsoft 365 or Google calendars, room displays, booking from the web, mobile apps, Outlook, Microsoft Teams and Slack, and several languages.

0 — Books nothing for an organisation's own staff; a customer appointment tool or a facility system without self-service booking.

3 — Desks can be booked from a list or a simple plan in a web app; rooms, parking, mobile apps and calendar integration are basic or not described.

5 — Desks, rooms and parking on interactive floor plans for several sites and floors, desk attributes and assigned desks, recurring bookings, booking on behalf of colleagues, mobile apps, room bookings synced with Microsoft 365 or Google calendars, and booking from Microsoft Teams or Slack.

8 — Neighbourhoods and zones per team, an Outlook add-in that books a room and a desk together, room displays with check-in, guest and visitor bookings linked to the host's desk, resources such as lockers and EV chargers, floor plans imported from CAD or drawn in an editor, accessibility of the apps stated, and the product in German and other languages.

10 — Booking that runs a multi-country estate: every resource type above on one plan, wayfinding to the booked desk, booking from every channel with parity documented, catering and equipment with the room, and the accessibility of web and apps documented to WCAG 2.1 AA.

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The Microsoft 365 Administrator

Desks, rooms and parking sit on interactive floor plans with an in-app floor plan editor and multi-site management across locations and time zones, bookable from web and mobile apps, Microsoft Teams, an Outlook add-in and Cisco Webex, with room bookings synced both ways between Exchange Online or on-premise Exchange and the platform. Room and E-paper displays, named display hardware, XLOCK lockers and doors, catering booked with rooms, ten-plus languages including German, and a stated accessibility approach are documented. We found no public information on neighbourhoods and zones, desk attributes such as monitors or standing desks, or an Outlook add-in that books a room and desk together, which keeps this below the top band. 15 16 7 1 2 10 4

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Check-in, auto-release & booking rules

How this is scored

How the booking is kept honest and fair: check-in by app, QR code, NFC, room display, Wi-Fi or sensor, auto-release of desks and rooms nobody checked in to, booking rules per site, area or group (how far ahead, how many days a week, maximum duration), approvals for restricted areas, assigned and permanent desks with release when the owner is away, fair allocation of scarce parking (lottery, rotation, priority for disabled or EV drivers), capacity limits per floor, and notifications and reminders.

0 — No rules at all; any booking stands whether or not anyone arrives.

3 — A booking can be cancelled by the user; check-in, auto-release and booking rules are basic or not described.

5 — Check-in by app or QR code, automatic release of unconfirmed desk and room bookings after a set time, booking windows and limits per site or group, restricted areas for named groups, assigned desks that their owner can release, and reminders before the booking.

8 — Check-in by room display, NFC, Wi-Fi or occupancy sensor, rules per area and user group with approvals, fair parking allocation by lottery or rotation with priority spaces, capacity limits per floor, permanent desks released automatically during absence synced from the HR system, and the no-show logic documented.

10 — Rules that run themselves across an estate: every check-in method above, automatic desk assignment from team and attendance plans, policy changes rolled out per country with an audit trail, and no-show and release rates reported per site with the method stated.

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The Microsoft 365 Administrator

Check-in works via the app, QR code or Outlook with configurable deadlines per resource type, automatic release of unconfirmed bookings after an individually definable period, automatic check-out at booking end, and email and push reminders before check-in. Granular rules per team, location or individual resource with group-based access controls, fixed desks and parking spaces with temporary release during absence, temporary blocking of parking spaces, and expired check-ins as a reported statistic are all documented. We found no public information on fair parking allocation by lottery or rotation, capacity limits per floor, approval workflows or sensor-driven check-in, and automatic cancellation of bookings on absence is announced for the future. 17 5 15 3 4 20 6

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Hybrid work coordination

How this is scored

How people plan office days together: a weekly view of who will be in the office, home office and absence, favourite colleagues and teams, team days and anchor days, booking next to colleagues, office events, attendance planning and office policies (for example two office days a week) with nudges rather than enforcement, the planner inside Microsoft Teams, Outlook or Slack, sync with absence and HR systems, and visibility settings so employees decide who sees their plans.

0 — No view of colleagues or office days; booking only.

3 — A list of who has booked a desk on a day; team planning, policies and visibility settings are basic or not described.

5 — A weekly planner of office, home and absence days, favourite colleagues and teams, booking a desk next to a colleague, team days, the planner in Microsoft Teams or Slack, notifications when colleagues plan to come in, and a visibility setting per user.

8 — Anchor days and office policies per team with nudges, office events and invitations, sync with absence and HR systems, recommendations of the best office day for a team, delegation for assistants, and visibility and privacy options documented for employees and admins.

10 — Coordination that changes behaviour and is measured: team plans that book desks and rooms automatically, policy adherence shown only in aggregate, works council-ready configuration documented, and the effect on office attendance reported with the method stated.

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The Microsoft 365 Administrator

Employees see who is in the office through a presence view and an attendance display for the entrance area, can flag home office or mobile days so colleagues know who is remote, and approved absences flow in automatically from systems like Absence.io, Personio and HR WORKS, with the planner usable in Microsoft Teams and a privacy setting that lets users hide their own bookings. We found no public information on favourite colleagues, booking a desk next to a colleague, team or anchor days, office policies with nudges, or recommendations of the best office day for a team. 2 16 19 20 10 7

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Occupancy analytics & employee privacy

How this is scored

What the data is worth for a real estate decision and how it treats the people it measures: utilisation per desk, room, zone, floor and site, booked against checked-in or measured use, peak days and times, no-show rates, room size against meeting size, occupancy sensors, badge, Wi-Fi or people counting data, scenario planning for consolidation, scheduled reports and export to Excel or BI tools, and on the other side aggregation, anonymisation and minimum group sizes, configurable retention and deletion of booking records, role-based access to personal data, and documentation a works council or data protection officer can work with.

0 — No reports of any kind; only the current bookings are shown.

3 — Booking counts or a utilisation chart per site; check-in data, export, retention and anonymisation are basic or not described.

5 — Utilisation per desk, room, floor and site over time, booked against checked-in use, no-show rates, peak days, CSV or Excel export, a retention period for booking data stated or configurable, and reports that can be limited to aggregates.

8 — Occupancy sensors or badge and Wi-Fi data combined with bookings, room size against attendance, scenario or consolidation planning, a BI connector or analytics API, anonymised reports with minimum group sizes, role-based access to personal booking data, deletion periods per data type, and material for a works council agreement published.

10 — Evidence a portfolio decision can rest on: measured and booked occupancy reconciled with the method stated, data quality and sensor accuracy documented, raw data exportable in an open format, privacy by design documented down to field level, and a sample works council agreement or DPIA published.

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The Microsoft 365 Administrator

The Smart Analytics dashboard reports utilisation by building and floor over months, days or hours, peak attendance days, expired check-ins and meeting room capacities, with a minute-level room heatmap, CSV export to Excel or Google Sheets, and real-time REST API export into Power BI or Tableau. Privacy handling is unusually explicit: analytics default to object level with no personal data in the dashboard, user-level evaluation only with consent, anonymisation and deletion deadlines, and role-based access with centrally logged activity. We found no public information on sensor or badge data merged with bookings, scenario planning for consolidation, minimum group sizes in anonymised reports, or works council material such as a sample agreement or DPIA. 21 6 3 15 14 10

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Integrations, identity & administration

How this is scored

How the tool fits the company's systems and is run: Microsoft 365 and Exchange room mailboxes, Google Workspace, Microsoft Teams and Slack apps, single sign-on with Entra ID, Okta or Google (SAML or OIDC), SCIM user provisioning, HR system sync (Personio, SAP SuccessFactors, Workday), access control and badge systems, room displays and sensor hardware, a documented REST API and webhooks, several sites, countries and companies in one account, roles and delegated administration per site, audit logs, bulk import of users and resources, and implementation and support.

0 — No integrations, one admin login, users and desks entered only by hand.

3 — A calendar connection and a few admin roles; single sign-on, provisioning, API and multi-site administration are basic or not described.

5 — Microsoft 365 or Google Workspace calendar sync, Teams or Slack app, single sign-on with Entra ID, Okta or Google, user import or SCIM provisioning, a documented REST API, several sites with administrators per site, and bulk import of users and resources.

8 — SCIM provisioning with groups, HR system sync, access control or badge integration, webhooks, SAML and OIDC, granular roles and delegated administration per site and country, audit logs, room display and sensor hardware supported by named models, several companies or tenants in one account, and an implementation plan published.

10 — Administration that scales across a multinational estate: every setting reachable by API with parity stated, multi-tenant administration with separate data per company, audit logs exportable to a SIEM, an open hardware policy with documented device APIs, and a named support SLA per plan.

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The Microsoft 365 Administrator

For a Microsoft estate this reads well: Microsoft Entra ID SAML2 single sign-on, SCIM provisioning of users and groups via the SCIM API or the SAML memberOf attribute, bidirectional room booking sync with Exchange Online and Exchange on-premise, a Teams app, an Outlook add-in, central app deployment through Microsoft Intune, and a documented per-tenant REST API with dashboard-generated tokens and rate limits. Named room display hardware (ELO, IIyama, QBic, ProDVX), smart locks (Salto KS, Gantner, Nuki, XLOCK), HR sync from Personio, Workday and SAP SuccessFactors among others, granular rights and roles, multi-site management, separate databases per customer and centrally logged activity round out the picture. Webhooks are stated as still under development and not released, and we found no public information on OIDC, audit log export to a SIEM, delegated administration per site, or a published implementation plan, which holds this below the top band. 2 23 8 7 9 15 14 20 24

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European sovereignty

How this is scored

Who the contracting entity and the parent company are, where employee profiles, bookings (who sat where on which day), presence and absence plans, parking licence plates and sensor data are stored and processed, and who the subprocessors are (hosting, email and push notifications, maps, analytics, support and payment tools, hardware and sensor clouds). Independently sourced by the sovereignty pipeline. A calendar integration with Microsoft 365 or Google that the customer already runs is part of the customer's chain; the vendor's own hosting and subprocessors are what is judged.

0 — Non-EU vendor and contracting entity, hosting unstated, subprocessors unnamed, and no data processing agreement offered.

3 — A privacy policy and a data processing agreement exist, but hosting location is unstated or non-EU and the subprocessors are not listed.

5 — EU hosting available and an EU contracting entity or EU representative, but parts of the chain (email and push notifications, analytics, support, payment, sensor clouds) run through non-EU providers without a stated safeguard.

8 — EU hosting on named infrastructure, EU contracting entity, subprocessors listed with their locations, a data processing agreement published, and security certifications (ISO 27001, SOC 2) stated — or an on-premise edition documented that keeps every record on the customer's own servers.

10 — Sovereign end to end and evidenced: European ownership, entity, hosting and every subprocessor, or an on-premise edition with no call home, data export and deletion documented, and certifications published with their scope rather than implied.

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The Microsoft 365 Administrator

The contracting entity is Flexopus GmbH of Stuttgart, the platform runs on dedicated Hetzner Online servers in Germany without hyperscalers, backups and key management stay in Germany, the pages state no storage or regular processing of personal data outside the EU, an AVV data processing agreement is published, and ISO 27001:2022 certification by TÜV Rheinland is stated along with an external data protection officer. The privacy policy lists subprocessors with full addresses, but these cover the website, marketing and applicant chain, where providers such as Cloudflare, Webflow and ClickGuard sit in the USA; we found no public information on the operational product chain — the email and push delivery, support and payment services behind the booking platform itself. Ownership structure and an on-premise edition are not documented, so this stops short of end-to-end evidence. 11 14 1 10 22 3

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Pricing transparency

How this is scored

Whether a buyer can compute the real annual cost from public pages alone: price per tier by user, desk, bookable resource, site or device, what rooms, parking and analytics cost on top, which features (SSO, SCIM, HR sync, sensors, room displays, visitor management, API) need a higher tier or an add-on, hardware prices and their licences, platform or setup fees, minimum users or minimum spend, the free tier and its limits, minimum term and VAT.

0 — No public prices at all; every customer is a sales call.

3 — A starting price or a free tier exists, but how cost scales with users, desks, rooms, sites or devices is unclear.

5 — Tiers are public with their price unit (per user, desk, resource or site) and main inclusions, but at least one commonly needed piece (room or parking booking, SSO, analytics, displays or sensors, setup) is unpriced or "on request".

8 — Every tier priced publicly with its scaling rule, add-ons and hardware licences priced, setup and platform fees stated, minimum users or spend stated, minimum term and VAT treatment stated.

10 — Complete price computability: annual cost derivable for a given number of users, desks, rooms, parking spaces and sites, with every add-on, hardware, support and implementation fee and the cancellation and data-return terms published.

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The Microsoft 365 Administrator

The Starter plan at € 1.59 /Ressource/Monat and the Business plan at € 2.99 /Ressource/Monat are public with a clear unit — per resource, not per user — together with a 100 €/Jahr platform fee, setup fee waived on annual billing, VAT treatment stated, a 30-day free trial without credit card, and priced add-ons such as custom domain, custom SMTP and HRIS integration at € 50 /Monat each and floor-plan creation at € 250 /50 Ressourcen einmalig. The Enterprise plan from 50 resources is on request only, and commonly needed pieces such as the QR code module, the digital signage module and the SCIM API add-on carry no public price; the minimum term is not stated. An annual cost is therefore computable for the self-service tiers but not for a larger multi-site estate. 10 18 8 3

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European sovereignty — proven facts

0 of 6 dimensions proven

Built only from facts shown on the vendor's own pages. A dimension we could not prove is left open, not scored as zero.

Hosting location Not determined ⚠ unverified — uncited Report an error
Hosting options Not determined ⚠ unverified — uncited Report an error
Open source Not determined — uncited Report an error
Data processing agreement Not determined ⚠ unverified — uncited Report an error
Transfer impact assessment Not determined — uncited Report an error

Questions about Flexopus

Is Flexopus European?

Yes. whats-best.ai classifies Flexopus as EU-Made.

Where does Flexopus store data?

The default storage location for customer data is not stated on the vendor’s pages as of 5 Nov 2026. The vendor’s pages mention Germany as hosting location, per the vendor’s page captured 5 Nov 2026.

Does Flexopus have a free plan?

Not stated on the vendor’s pages as of 5 Nov 2026.

What are the best alternatives to Flexopus?

As of 6 Nov 2026, the panel rates deskbird (3.5/5), Kadence (3.5/5) and Mapiq (3.5/5) highest among the other 15 Desk Booking & Hybrid Workplace products evaluated. Ratings that look equal are rounded to half stars; the order uses the unrounded rating, then the name. The highest-rated European alternative is deskbird (UK / wider Europe). Ratings are the AI panel’s opinion, formed from public evidence: how scores are made. The full list, with European products first: Flexopus alternatives.

Where this could be wrong

What we left out

A claim that does not survive our checks costs us the claim, not the page. This is what was taken off this one.

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Sources (24)

The pages every claim on this page was read from — each one checked, dated, and kept verifiable.

  1. 1 Vendor homepage www.flexopus.com Checked 5 Nov 2026 Details →
  2. 2 Features page (desk sharing) www.flexopus.com Checked 5 Nov 2026 Details →
  3. 3 Features page (room booking) www.flexopus.com Checked 5 Nov 2026 Details →
  4. 4 Features page (parking booking) www.flexopus.com Checked 5 Nov 2026 Details →
  5. 5 Features page (check-in and check-out) www.flexopus.com Checked 5 Nov 2026 Details →
  6. 6 Features page (analytics) www.flexopus.com Checked 5 Nov 2026 Details →
  7. 7 Integrations page www.flexopus.com Checked 5 Nov 2026 Details →
  8. 8 Integrations page (single sign-on and user provisioning) www.flexopus.com Checked 5 Nov 2026 Details →
  9. 9 API documentation help.flexopus.com Checked 5 Nov 2026 Details →
  10. 10 Pricing page www.flexopus.com Checked 5 Nov 2026 Details →
  11. 11 Legal notice www.flexopus.com Checked 5 Nov 2026 Details →
  12. 12 Terms of service www.flexopus.com Checked 5 Nov 2026 Details →
  13. 13 Privacy policy www.flexopus.com Checked 5 Nov 2026 Details →
  14. 14 Security / trust page www.flexopus.com Checked 5 Nov 2026 Details →
  15. 15 Desk, room & parking booking — found from sitemap www.flexopus.com Checked 5 Nov 2026 Details →
  16. 16 Desk, room & parking booking — found from sitemap www.flexopus.com Checked 5 Nov 2026 Details →
  17. 17 Check-in, auto-release & booking rules — found from sitemap www.flexopus.com Checked 5 Nov 2026 Details →
  18. 18 Check-in, auto-release & booking rules — found from sitemap www.flexopus.com Checked 5 Nov 2026 Details →
  19. 19 Hybrid work coordination — found from sitemap www.flexopus.com Checked 5 Nov 2026 Details →
  20. 20 Hybrid work coordination — found from sitemap www.flexopus.com Checked 5 Nov 2026 Details →
  21. 21 Occupancy analytics & employee privacy — found from sitemap www.flexopus.com Checked 5 Nov 2026 Details →
  22. 22 Occupancy analytics & employee privacy — found from sitemap www.flexopus.com Checked 5 Nov 2026 Details →
  23. 23 Integrations, identity & administration — found from sitemap www.flexopus.com Checked 5 Nov 2026 Details →
  24. 24 Integrations, identity & administration — found from sitemap www.flexopus.com Checked 5 Nov 2026 Details →