Meeting room management doesn’t need to be complicated. In a hybrid workplace, employees simply want to see how many people fit in a room and whether it’s free. With smarter capacity settings, clear visibility in the app, and real-time occupancy when sensors are available. All designed to help teams choose the right room faster, with no guesswork.
In this blog, we’ll walk you through how these new features work, what they mean for your workspace, and how they help you improve your collaboration.
As an admin, you can now set the capacity of each meeting room directly in the Control Centre. Instead of using labels as a workaround, capacity is now a dedicated field, making room data clearer and easier to manage.
Benefits of setting meeting room capacity:
Once capacity is set in the Control Centre, it’s automatically shown in the Flexwhere app. This means employees can instantly see which meeting room is the best option based on how many attendees they expect.
By choosing a room that closely matches the number of meeting invitees, teams avoid taking up larger spaces than needed and leave them available for those who actually need them. The result is better meeting room choices, less wasted space, and more efficient use of meeting rooms across the office.
Benefits of transparent meeting room capacity:
This is something we’ve been working on behind the scenes for a while, and we’re happy to share that it’s now available! When a meeting room is equipped with sensors, Flexwhere shows live occupancy in the app, based on the room’s capacity. You’ll immediately see how full a room is, using clear colour indicators:
This makes it easy for employees to see at a glance whether there’s still space to join a meeting and helps prevent overcrowding. For admins, it provides accurate, real-time insight into how meeting rooms are actually being used. If no capacity is set in the Control Centre, Flexwhere simply shows the number of people inside—so there’s always a clear, live view of what’s happening.
Benefits of real-time occupancy tracking:
Meeting room management often comes down to small frustrations: rooms that are too big, too full, or booked but not actually used. By combining capacity settings with live occupancy insights, Flexwhere removes that guesswork and makes everyday planning much easier.
Admins can set clear room capacities in the Control Centre, employees can instantly see which room fits their meeting, and—when sensors are in place—live occupancy shows how full a room really is. Together, this leads to:
The result? Less time spent managing meeting rooms, better use of your office space, and a smoother meeting experience for everyone.
These new features show what’s possible when meeting room capacity and live occupancy come together. If you’re already using Flexwhere without sensors, adding them unlocks real-time insight into how your rooms are actually used. And if you’re on the free plan, upgrading opens up meeting room settings and visibility that make booking and planning much easier. Whether you’re looking to reduce wasted space, improve collaboration, or simply make better use of your office, there’s a next step that fits your setup.
Available for Standard, Business, and Meeting Room plans. If sensors aren’t in place yet, your account manager can help you explore the options. Please note that sensor add-ons may involve additional costs, depending on your setup.
If you’re on the Basic plan, an upgrade is required. Sensors can be added at any time. Talk to us to explore the options.