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 based in Stuttgart – and a prime example of what modern workplace management can look like in practice. What began as a pragmatic solution for greater flexibility has evolved into a true success story: the Banauten now use Flexopus as their central all-in-one platform for everyday office life.

The result is impressive: 50 employees share 25 workstations, enabling savings of around 75,000 euros per year on otherwise necessary rental space in downtown Stuttgart.

From opening the office to booking a workstation

When the workday begins at Banauten, Flexopus is the employees' first point of contact: they park their cars in the underground garage space booked via Flexopus.

Afterward, employees open the smart office door lock using the Flexopus app. Handing out keys to employees is now a thing of the past. New team members are simply added to the appropriate user group and gain access to the digital lock.

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

Upon arriving 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 colleagues are sitting.

At the workstations, small digital displays welcome everyone. A small feature with a big impact: it not only provides orientation but also serves as a check-in point via an on-screen 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 it’s someone’s birthday, everyone is kept in the loop.

Thanks to the convenient recurring booking feature, the same meeting room is reserved every morning for the daily stand-up and is used by the colleagues present as usual. This eliminates any surprises regarding which room is free: 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 via the Flexopus Display App directly at the electronic door sign of the meeting room or phone booth. 

Smart lockers, asset management, and digital issue reporting

In addition to workstations and meeting rooms, Flexopus also supports the Banauten with many other aspects of daily office life – from lockers and IT equipment to reporting issues.

Personal items or laptops can be stored in smart lockers, which can be conveniently booked, opened, and closed via the app. This way, everyone knows at all times which locker is currently in use, without the need for keys or paperwork.

Technology and other resources are also managed via the asset management managed by Flexopus: Whether it's a monitor, presentation equipment, or a pool vehicle – everything can be reserved directly in the app.

And if something doesn't work as expected, the path to a solution is just as short: issues like a broken screen can be reported directly in Flexopus and forwarded to the responsible parties. All information is available immediately, and the problem is usually resolved just as quickly.

Digital visitor management 

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

For workshops and meetings, employees can also book catering and other office services via Flexopus. That’s why client workshops feature butter pretzels, drinks, and fruit – provided by office management after being booked through Flexopus.

Massive cost savings since the introduction of Flexopus

“With just over 50 active users for only 25 workstations, the hybrid model works perfectly for the Stuttgart team. That would be unthinkable without Flexopus, as the Banauten would otherwise have had to rent an additional floor,” explains Stefanie.

The costs for additional space would have been substantial:

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

The Banauten save these expenses entirely, and Flexopus costs only a fraction of that in comparison. The freed-up budget can be put to good use: “For home office equipment, workations, or other employee benefits,” says Stefanie.

Flexopus as a long-term partner

The Banauten appreciate not only the features but also the ongoing development of the product: “We think it’s great that the software is constantly being improved.”

The company has continuously integrated Flexopus into existing workflows, gradually optimizing processes without the need for major change management or employee onboarding.

“We started with desk sharing, and as Flexopus has continued to expand its features and products, we have been able to continuously optimize our internal processes,” says Stefanie. The workplace management system is therefore not just a booking tool for workstations, but accompanies employees throughout their entire day:

“You don’t just book a desk – you manage your whole day with Flexopus,” Stefanie summarizes.

She also finds the full integration with Microsoft Outlook and Microsoft Teams particularly practical, as employees don’t have to leave their familiar working environment. “Many people make their desk bookings 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 it is thought through consistently. 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
• Happy employees
• Reduced office space
• Annual savings of €75,000
• And an office where everyone loves to log in – in every sense of the word

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