How digital agency Banauten is saving 75,000€ per year with the Flexopus workplace management app

The Banauten GmbH is a social-first digital agency from Stuttgart — and a prime example of what modern workplace management can look like in practice. What initially began as a pragmatic solution for greater flexibility has developed into a real success story: the Banauten now use Flexopus as a central all-in-one platform for their everyday office life.

The result is impressive: 50 employees share 25 jobs — this enables savings of around 75,000 euros per year for otherwise necessary rental space in downtown Stuttgart.

From opening an office to booking a workplace

When the working day starts at Banauten, Flexopus is the first point of contact for employees: They park their car in the parking space booked with Flexopus in the underground car park. Using license plate recognition, the camera from partner Apcoa detects the vehicle and opens the barrier.

Employees then open the smart office door lock with the Flexopus app, making handing over keys to employees a thing of the past. New team members are simply added to the appropriate user group and have access to the digital lock.

Orientation at a glance thanks to Flexopus' display app and digital QR codes

Once at the Stuttgart office, employees first take a look at the smart TV: There they can see at a glance who is in the office today and where their favorite colleague is sitting.

At workplaces, small digital displays welcome every person. A small feature with a big effect: It not only provides orientation, but also serves to check-in using a QR code to confirm that you are there.

Announcements and spontaneous information are also displayed in the Flexopus app: When there is cake for everyone because it was someone's birthday, everyone knows.

Thanks to the practical series booking, the same meeting room is reserved for the daily stand-up every morning and is accessed as usual by the colleagues present. This means that there are no more surprises as to which room is vacant or not: The right meeting room is reliably available.

If a meeting is still pending spontaneously or a confidential call is received, the Flexopus Display app can be used to make an ad hoc booking at any time directly on electronic door sign of the meeting room or telephone box.

Smart lockers, asset management, and digital problem reports

In addition to workstations and meeting rooms, Flexopus also supports Banauten with many other things in everyday office life — from lockers to IT equipment and problem reports.

Personal items or laptops can be stored in smart lockers, which can be conveniently booked, opened and closed via the app. This means that everyone always knows which compartment is currently being used, without keys or paperwork.

Technology and other resources are also covered by the Asset Management managed by Flexopus: Whether it's a monitor, presentation equipment or pool vehicle — everything can be reserved directly in the app.

And if something does not work, the path to a solution is also short: Malfunctions such as a defective screen can be reported directly in Flexopus and forwarded to the responsible persons. All information is immediately available and the problem is usually resolved just as quickly.

Digital visitor management

When the Banauten expect guests, they can use the digital Visitor management to invite and register by Flexopus. They can also send all relevant documents that need to be viewed and signed. On site, guests can then check in at a kiosk terminal and print out their visitor passes. Error-prone Excel lists and bureaucratic chaos are therefore a thing of the past.

For workshops and meetings, employees can also book catering and other office services via Flexopus. That's why the customer workshop offers butter pretzels, drinks and fruit — provided by office management after booking catering in advance via Flexopus.

‍

Massive cost savings since the introduction of Flexopus

“With just over 50 active users on just 25 workstations, the hybrid model works excellently in the Stuttgart team. That would be inconceivable without Flexopus, because otherwise the Banauten would have had to rent another floor,” explains Stefanie.

The costs for an additional area would have been considerable:

63,000€ annual cold rent for an additional 300 sqm + 12,000€ additional costs (energy & cleaning) = 75,000€ per year

The Banauten completely save on these expenses and Flexopus only accounts for a fraction of them in comparison. The freed up budget can be used wisely: “For home office equipment, work or other employee benefits,” says Stefanie.

Flexopus as a long-term partner

The Banauten appreciate not only the functions, but also the further development of the product: “We think it's great that the software is constantly being developed. ”

The company has continued to integrate Flexopus into existing processes and has thus gradually optimized processes, without much change effort and employee onboarding.

“We started with desk sharing, and just as Flexopus continued to expand functions and products, we were also able to continuously optimize our internal processes,” says Stefanie. The workplace management system is therefore not just a booking tool for workplaces, but also accompanies employees throughout the day: “You don't just book a table — you manage the whole day with Flexopus,” summarizes Stefanie. It also finds the full integration with Microsoft Outlook and Microsoft Teams particularly practical, so that employees do not have to leave their usual working environment. “There are many who book their workplace directly in the Flexopus app in Microsoft Teams or book meeting rooms and catering via the Flexopus Outlook add-in.”

Conclusion: Successful workplace management with maximum added value

Banauten GmbH shows what modern workspace management can look like when thought consistently. Flexopus is not just a tool here — it is the digital companion throughout the office day and enables hybrid work at its best.

The result:

• Smart office organization
• Satisfied employees
• Reduced area
• Savings of 75,000€ per year
• And an office where everyone likes to log in — in the truest sense of the word

Transparency notice: Banauten GmbH is a sister company of Flexopus GmbH.