On 15 September, we welcomed Flexwhere customers to the AFAS Theater in Leusden for our annual Customer Day. It was an afternoon of sharing experiences, discovering new features, and exchanging ideas on how to make hybrid working easier.
From real-life customer stories to the latest Flexwhere developments, there was plenty to talk about. But one topic stood out: how do you encourage employees to make Flexwhere part of their everyday routine?
Key takeaways
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A long list of new features shipped this year, many of them requested directly by customers.
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Provincie Drenthe and Gemeente Hilversum shared how they use Flexwhere day to day, and a customer video showed how Gemeente Midden-Groningen works with it.
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User adoption was the central theme, with practical tips on making Flexwhere part of the workday.
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Attendees rated the day 4.6 out of 5.
A year of improvements, shaped by our customers
A lot has happened in Flexwhere over the past year. During the event, we shared the latest developments and gave attendees a look at what's coming next.
Many of the improvements started with feedback from customers. Whether it's making reservations easier, improving occupancy insights, or simplifying everyday tasks, the goal remains the same: helping people make better use of their workplace.
Some of this year's highlights include:
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Easier reservations: Faster desk bookings, automatic parking check-in, and clearer information about bookings.
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Better workplace insights: Real-time meeting room occupancy through sensors and more accurate information about where colleagues are working.
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More flexible meeting room bookings: Catering options and improvements that make it easier to organise meetings.
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Improved floor plans: Clearer availability indicators, easier group bookings, and more editing options for administrators.
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Simpler user management: The ability to add guest users outside the regular user synchronisation, alongside improvements to sign-in and authentication.
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European data hosting: Flexwhere data hosted and stored in EU data centres.
We also shared a preview of upcoming developments, including meeting room check-in, smarter booking updates, automatic workspace linking, and a clearer overview of your working week.
Learning from each other: customer stories
The most valued part of the day? Hearing from customers. Every workplace is different, and there's a lot to learn from seeing what works elsewhere. This year, Provincie Drenthe and Gemeente Hilversum shared their experiences, while Gemeente Midden-Groningen gave us a look behind the scenes through a customer video.
Provincie Drenthe: finding the right place to work
At Provincie Drenthe, hybrid working starts with a simple principle: the work determines where you work. Whether employees are at home, visiting another location, or working at the provincial office, Flexwhere helps them plan their day.
Marc Suurd, functional administrator at Provincie Drenthe, showed how Flexwhere helps employees answer everyday questions: Where can I work? Where are my colleagues? Which meeting room is available? And where can I find the facilities I need?
He also shared how the province continues to improve its Flexwhere environment based on feedback from employees. From better filters and accessibility information to exploring live meeting room occupancy, it's an ongoing process of making the workplace easier to navigate.
Gemeente Hilversum: making better decisions with occupancy data
How much office space do you really need? And how do you know which areas are being used? Gemeente Hilversum shared how they use the Flexwhere Occupancy Dashboard and sensor data to understand how their office is used. By looking at actual occupancy rather than relying on assumptions, the municipality gains valuable insights to support decisions about its workplace.
Gemeente Midden-Groningen: measuring what matters
We also shared our latest customer video featuring Gemeente Midden-Groningen, in which they shows how Flexwhere fits into their way of working at the municipality. Read the Midden-Groningen customer story and watch the video.
More than software: hardware and partners
Flexwhere isn't just about what happens on your screen. We also explored how hardware and integrations can make the workplace experience even smoother.
We demonstrated how PuKK Workspace by ProDVX allows employees to confirm their workspace reservation with a simple NFC tap, while Delmation's sensors provide real-time insights into meeting room occupancy.
We also looked at how narrowcasting can bring useful Flexwhere information directly into the office. Think screens showing available workspaces, meeting rooms, or helpful reminders, right where employees need them.
These solutions all support the same goal: making Flexwhere easier to use and more visible throughout the working day.
User adoption: from access to daily use
Having the right workplace software is one thing. Getting employees to use it regularly is another.
That's why user adoption was the central theme of this year's Customer Day.
When employees actively use Flexwhere, everyone benefits. Colleagues can find each other and available workspaces more easily, while organisations gain more reliable insights into how their buildings are used.
Before the event, attendees rated user adoption within their own organisations at an average of 4 out of 5. During the session, we compared those perceptions with actual usage data, leading to some interesting discussions.
One thing is clear: giving employees access to Flexwhere is only the beginning. Making it part of their daily routine is what really matters.
We shared three practical ways to encourage adoption:
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Make Flexwhere visible.
Use desk stickers, posters, office screens, and QR codes linking to short tutorials. Sometimes a simple reminder in the right place makes all the difference.
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Keep communicating.
Share useful tips, highlight new features, and reach out to employees who haven't started using Flexwhere yet. A single launch email is rarely enough.
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Build it into everyday routines.
Introduce Flexwhere during onboarding, talk about it in team meetings, and involve colleagues who can help others get started.
What attendees said
Attendees rated the Customer Day 4.6 out of 5, with 57% giving it the top score. The biggest highlight wasn't a particular feature or presentation. It was the opportunity to connect with other Flexwhere customers.
93% of respondents particularly valued meeting fellow customers, while 86% appreciated hearing how other organisations use Flexwhere.
Some of the takeaways attendees shared:
"Measuring is knowing."
"There are more options than we use, and many more improvements are coming."
"Hearing how other organisations use Flexwhere, and seeing how things can be done differently."
And one attendee summed up the afternoon perfectly:
"Great gathering! Nice and inspiring."
See you next time
A big thank you to everyone who joined us in Leusden. It was great to see so many familiar faces, meet new people, and hear your ideas and experiences.
A special thanks to Provincie Drenthe and Gemeente Hilversum for sharing their stories, and to Gemeente Midden-Groningen for giving us a look at how they use Flexwhere.
We look forward to seeing you again next time!
Missed the event or want to look back at the highlights? Watch the aftermovie on LinkedIn.
Curious what the new features can do for your organisation? Get in touch with your account manager or book a demo.
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