Desk Sharing Software Costs: Pricing Models and Calculation Tips

How much does desk sharing software cost?

For companies, and especially their procurement departments, one thing often takes center stage when introducing desk sharing and selecting the right software: costs. The market for desk sharing and workplace management providers has grown rapidly in recent years, making it easy to lose track.

To find the provider that offers the right price for your needs, you need a clear overview of pricing.

You are faced with the difficult task of finding a software solution that offers the desired functionality, meets the company's requirements for data protection and security, and also fits the budget. This is not easy given the various pricing models and different feature sets. This blog article aims to provide support and an initial overview.

Who needs desk sharing software?

For most companies or organizations, there is one key reason for introducing desk sharing software. The core aspect is to maintain fewer workstations than the total number of employees hired or assigned to the location. Due to remote work, part-time models, and flexible working arrangements, many desks often sit empty for hours or days at a time. Desk sharing maximizes the utilization of various workstations and resources without sacrificing productivity.

Desk sharing is therefore an option for anyone who wants to benefit from more efficient space utilization and office optimization, or for those who want to save on floor space entirely. This applies to small businesses just as much as it does to large corporations.

How are desk sharing software costs structured?

The costs of desk sharing software vary depending on the range of functions, pricing model, target group, and integration. Providers offer different packages tailored to a company's needs. Billing is based on users, resources, or square footage. Special requirements, such as integration into existing systems or alignment with specific work models, also influence the costs.

The costs of desk sharing software depend on several factors:

1. Range of functions:

Manche Funktionalitäten werden höher bepreist als andere. Darum bieten viele Anbieter verschiedene Pakete und Module an, die unterschiedliche Bedürfnisse abdecken. Einige Funktionen sind essenziell für die Produktivität und die reibungslose Zusammenarbeit in der Arbeitsumgebung, andere wiederum sind zusätzliche Erweiterungen.

Moderne Workplace Management Lösungen gehen dabei weit über die reine Arbeitsplatzbuchung hinaus. Je nach Anbieter können Unternehmen weitere Funktionen und Module nutzen, beispielsweise ein Raumbuchungssystem zur Verwaltung von Besprechungsräumen, ein Parkplatz Buchungssystem zur effizienten Verteilung verfügbarer Stellplätze oder ein Asset Management zur digitalen Inventarisierung und Verwaltung von Unternehmensressourcen.

A visitor management software for digital registration and guest management, as well as a catering and facility services module for booking additional services, can also be part of a comprehensive solution.

Welche dieser Module benötigt werden und ob sie bereits im gewählten Paket enthalten sind oder zusätzliche Kosten verursachen, sollte bei der Auswahl einer Desk Sharing Software berücksichtigt werden.

2. Pricing model:

Not all providers use the same billing metric. While some charge per user, others use resources (workstations) as the basis for calculating the price, and others charge by square meter.‍

3. Target group:

Some providers cater specifically to certain user groups or specialized work models, such as highly regulated companies or those with a high proportion of remote work.‍

4. Integration & Setup:

Clients often have specific requirements regarding integration into existing systems or connectivity with tools already in use, such as Microsoft Teams or Outlook. Providers that offer comprehensive integration options combined with a simple setup have an advantage here.

Depending on the combination of these factors, different costs arise, which should be tailored to the individual needs of the company.

How can you calculate desk sharing costs?

Calculating costs depends on many parameters: office size, number of employees, number of desks, and ultimately, above all, the chosen pricing model.

The desk sharing ratio is important. This ratio describes how many employees share a single workspace. It is calculated by simply dividing the number of employees by the number of available workspaces. A ratio greater than 1 is desirable to ensure efficient use of office space and thus realize cost savings.

Based on this ratio, companies can then choose the appropriate model and software to achieve maximum benefit at minimum cost.

The most common desk sharing pricing models

The most common pricing models for desk sharing software are:

Per user

In this model, billing is based on the number of users. This is the most common approach. A disadvantage is that contracts must be constantly adjusted if the number of employees fluctuates. Furthermore, with desk sharing, you usually have more employees than workspaces, which can negatively impact the total price.

Per resource

This pricing model calculates license fees based on the number of workspaces, meeting rooms, or parking spaces. This leads to predictable and fair billing, which is well-suited for companies with a desk sharing ratio greater than 1.

Desk sharing software price comparison

To get an overview of the jungle of desk sharing providers, here is an example from Flexopus, which charges based on resources rather than users, compared to another exemplary provider that charges per user.

Übersetze folgende html tabelle auf EN, FR, IT, ES und NL. Behalte alle sonstigen formatierungen bei:

Flexopus	Andere Anbieter
100 Nutzer (ca. 50 Ressourcen)	100 Nutzer
2,99€ / Ressource	Durchschn. 2,99€ / Nutzer
50 x 2,99€ x 12 (Monate)	100 x 2,99€ x 12 (Monate)
= 1.794 € pro Jahr	= 3.588 € pro Jahr
Flexopus ist im Schnitt 50% günstiger als andere Anbieter!

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The ratio of two users per workspace (2:1) was determined based on the average of all existing Flexopus customers. On average, two users share one workspace here, meaning the price is halved compared to billing based on the user metric.

Is this figure realistic? Absolutely. According to a study by the Leibniz Institute, German companies offer their employees an average of 1.5 days of remote work per week. In addition, there are statistically 0.3 days of illness as well as 0.6 days of vacation and 0.1 days for training or business trips. Conclusion: 50% of the time, the employee is not in the office and therefore does not need a workspace for half the week.

Fazit

Implementing desk sharing software offers companies a valuable solution to optimize the use of workspaces and office areas, and potentially even save on space entirely, thereby achieving sustainable cost savings.

A transparent selection process for the necessary desk sharing software is equally important. Based on the individual desk sharing ratio, a pricing model (user-based vs. resource-based) that suits the company should be chosen to ensure efficiency and cost-effectiveness.

The most important questions summarized

Which factors influence the costs of desk sharing software?

The costs of desk sharing software vary depending on the range of functions, pricing model, and target group. Providers offer different packages that can be selected based on company requirements. Key factors include how many users or resources are billed and how the software can be integrated into existing systems. Companies must choose the pricing model that best fits their desk sharing ratio and their specific needs.

What pricing models are available for desk sharing software?

The most common pricing models are user-based (billing per number of users) and resource-based (billing per workstation or meeting room). While the user-based model is suitable for companies with fluctuating employee numbers, the resource-based model is better for companies with a high desk sharing ratio (more users than workstations). The resource-based model offers greater cost transparency and predictable billing.

How do you calculate the desk sharing ratio and why is it important?

The desk sharing ratio describes the relationship between users and available workstations. It is calculated by dividing the number of employees by the number of workstations. A ratio greater than 1 is advantageous, as it shows that fewer workstations are being used for more employees. A high ratio helps to optimize office space utilization and save costs. The correct desk sharing ratio helps in choosing the appropriate pricing model and achieving maximum benefit.