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

Banauten GmbH is a social-first digital agency based in 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 Banauts now use Flexopus as a central all-in-one platform for their everyday office life.

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

From opening the office to booking a workspace

When the workday begins at Banauten, Flexopus is the first point of contact for the employees: They park their car in the parking space booked with Flexopus in the underground garage.

The employees then open the smart lock of the office door using the Flexopus app. Handing over keys to employees is now 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

Upon arriving at the Stuttgart office, the 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.

Small digital displays welcome every person at the workplaces. A small feature with a big impact: It not only provides orientation but also serves as a check-in via a displayed QR code to confirm that you are on site.

Announcements and spontaneous information are also displayed in the Flexopus app: for example, if there is cake for everyone because someone had a birthday, everyone knows.

Thanks to the convenient recurring booking system, the same meeting room is reserved every morning for the daily stand-up meeting and is used by the colleagues present as usual. This eliminates surprises about which room is free or not: The right meeting room is reliably available.

Should a meeting arise spontaneously or a confidential call come in, an ad-hoc booking can be made at any time directly on the electronic door sign of the meeting room or telephone box via the Flexopus Display App. 

Smart lockers, asset management, and digital problem reporting

In addition to workplaces and meeting rooms, Flexopus also supports the Banauts with many other things in everyday office life – from lockers to IT equipment to problem reporting.

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

Technology and other resources are also managed via Flexopus' Asset Management : Whether monitor, presentation equipment or pool vehicle – everything can be reserved directly in the app.

And if something does go wrong, the path to a solution is also short: problems 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 

If the Banauts are expecting guests, these can be invited and registered using the digital visitor management from Flexopus. In addition, they can send along all relevant documents that need to be reviewed and signed. On site, guests can check in at a kiosk terminal and print out their visitor badges. This means that error-prone Excel lists and bureaucratic chaos are a thing of the past. 

Employees can also book catering and other office services via Flexopus for workshops and meetings. Therefore, butter pretzels, drinks and fruit are provided at the customer workshop by the office management after prior booking of the catering via Flexopus.

Massive cost savings since the introduction of Flexopus

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

The cost of an additional area would have been considerable:

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

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

Flexopus as a long-term partner

The Banauts appreciate not only the features, but also the ongoing development of the product: "We think it's great that the software is constantly being further developed."

The company has continuously integrated Flexopus into existing processes, gradually optimizing them without significant change management or employee onboarding.

“We started with desk sharing, and just as Flexopus has continuously expanded its functions and products, we have also been able to continuously optimize our internal processes,” says Stefanie. The Workplace Management System is therefore not just a booking tool for workplaces, but accompanies employees throughout the entire day:

“You don’t just book a table – you arrange the whole day with Flexopus,” Stefanie summarizes.

She also finds the complete integration with Microsoft Outlook and Microsoft Teams particularly convenient, so that employees do not have to leave their familiar working environment. “Many people book their workspace directly in the Flexopus app in Microsoft Teams or their meeting room and catering bookings via the Flexopus Outlook add-in.”

Conclusion: Successful workplace management with maximum added value

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

The result:

• Smart office organization
• Satisfied employees
• Reduced area
• Savings of €75,000 annually
• And an office that everyone enjoys logging into – in the truest sense of the word.

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