The needs of a coworking space

We met Hélène JAFFRELOT, Head of Development Brittany @Novapuls during the Go Invest in Rennes last year. Novapuls (a subsidiary of Sodero Gestion, the fund management branch of Caisse d’Epargne Bretagne Pays de la Loire) supports startups in their ambitions of commercial acceleration, team structuring and fundraising. And the Rennaise branch of Novapuls had just opened its brand-new premises, at the foot of Rennes railway station.

Room booking

Visiting these brand-new premises, we immediately notice a “little curiosity”: post-it notes stuck on the doors or partitions of the meeting rooms. This is how room reservations were made, which, we suspect, did not satisfy neither the occupants nor Hélène who had no vision on the use of spaces. The post-it also does not say if the room is occupied or not, and by whom!

Presence of occupants and reception of visitors

The other problem raised by Hélène concerned the reception of visitors who did not have information at the entrance on site, on the presence or not of the startups and residents they came to meet.

Smart Office: simplifying space usage

We proposed our SaaS solution for workspace management to address three issues. First of all, it was a question of setting up our smart booking system for meeting rooms and desks in order to simplify the sharing of resources and meet the primary need. The second axis concerned the measurement and analysis of the actual occupancy in order to adapt the spaces in relation to the expectations of the users. Finally, we responded to the need to highlight the occupants for the reception of visitors.

Smart Booking

The application allows the reservation in a few clicks of meeting rooms, the visualization of the actual occupancy status of these on a dynamic map, as well as detailed reservation and occupancy reports.

Novapuls saw several advantages:

• No need to confirm its presence in an office or in a meeting room, the detection being automatic.
• No more room “blocked” when it is booked but not occupied; the reservation is released automatically.
• The occupants of a room are no longer disturbed during their meeting because other users are informed that the room is occupied.

Analysis of space usage

Occupancy measurement is done via our detection service that allows to identify resource usage accurately, collect anonymized statistics and provide detailed reports. It complements the booking request information and makes it possible to identify the problems of “no-show” or the filling rate of the meeting rooms.

Digital signage: highlighting users

For the reception, we proposed to use the screen located at the entrance to display the list of startups and the names of the occupants when they were present.

Benefits of Smart Office

Post-it notes have disappeared and users appreciate the ease, reliability and speed of use of the application.

Additional benefit, thanks to the actual occupancy measures, Hélène was able to detect that some of the workstations had a low utilization rate and could then be offered to external booking, for their partner experts for example. Our solution also allows the reservation of workstations, this new opportunity of use can then easily materialize.

Customer feedback on our service

The main challenge was the deadline. Indeed, Hélène wanted the solution to be operational for the inauguration of the premises. We then had only 3 weeks to deploy the solution and the application on the various user devices (PC and Mac), carry out functional tests and training actions. We delivered on time.

We continue to support Novapuls by integrating new features following the feedback and requests for improvements that Hélène and users have made to us since the launch of the solution.

In summary, here is what Hélène says after a few months of use:

" We chose Twinsys, which allows us to manage the booking of our meeting rooms and privacy areas.

A service that our occupants (startups and expert partners) have quickly integrated into their daily tools and that even allows us to communicate with our visitors.

Twinsys perfectly met our needs and went even further by offering us a complete booking, detection and analysis solution that will allow us to optimize the management of our spaces.

What a pleasure to work with a team always available and force of proposal and to participate (always, and differently at the same time) in the development of a Breton jewel! "

If you, too, want a simple and reliable solution for managing your workspaces, do not hesitate to contact us or request a demo.