Visitor management that
relieves your reception
With our digital visitor management system, you can invite guests in seconds, check them in contactlessly, and keep track of every visitor's status in real time. For companies that don't leave a professional first impression to chance.
A good reception starts before the visit
Invite guests directly when booking a workspace or meeting room with our visitor management software. The email invitation is sent automatically and contains all relevant information as well as a link to complete their data. If desired, guests can sign NDAs or other documents digitally in advance. Safety briefings are actively confirmed before the invitation can be accepted. Audit-proof and completely paperless. This ensures everything is taken care of before the guest arrives. The reception team can focus on what matters: a professional first impression.
Check-in in seconds. No waiting times.
Upon arrival, visitors scan their QR code independently at the iPad at reception. Missing information or an ID photo is captured directly on-site at the iPad, without your team needing to intervene. The visitor management system automatically creates a guest badge, optionally in your corporate design or with security features. The host receives an immediate notification and picks up the guest personally. Does a guest arrive unannounced? Your reception team can create a new invitation in seconds. The visitor is registered, receives their badge, and is immediately in the system. No gaps in the log, no paperwork.
Full control over access & permissions
Centrally define who is allowed to invite guests, which areas are accessible, and which approvals are required within your visitor management software. Permission management can be flexibly tailored to roles, locations, and security zones. Combined with the digital recording of NDAs and safety briefings, companies can reliably meet their compliance requirements. No manual follow-up needed. This keeps the reception welcoming while ensuring security.
All visitors at a glance
The dashboard of your digital visitor management system shows the status of every guest in real time: Pending, Accepted, Declined, or Checked In. Reception, security, and organization teams see the same status without needing to ask. If a visitor cannot find their invitation email, your team can resend it with a single click or display the QR code directly on the screen. Check-in still takes only seconds. The visitor management system integrates seamlessly into existing infrastructure: access control, turnstiles, badge printers, as well as HR and security solutions. This creates a continuous process from entry to exit.
How our digital visitor management supports you
Invitations, check-in, and visitor control in one visitor management software. Controlled, GDPR-compliant, and ready to use in no time.
Invite visitors
Employees can book workspaces for external guests or add them to room bookings with just a few clicks.
Prepare for visits
Visitors receive an invitation via email in advance. Documents such as NDAs can be attached if required.
Create guest passes
Based on booking information, the system can automatically generate guest passes upon request.
Arrival notification
Hosts receive a notification upon check-in so they can meet their visitors at reception, reducing wait times.
Real-time guest status
Checked in, on-site, or checked out? Our system shows in real time whether visitors are still on the premises or not.
Access Management
During their visit, guests are only granted access rights to the areas relevant to them.
Efficiency that makes an immediate impact
With OfficeEfficient, you can handle bookings, management, and adjustments in seconds. Clear structures, fast processes, and intuitive features ensure a modern and efficient office experience.
Companies using OfficeEfficient double their actual office space utilization on average.
300+ companies in the DACH region
From mid-sized businesses to large corporations: Over 300 companies already manage their offices with OfficeEfficient – processing more than 1 million bookings per month combined.
Security & data protection to the highest standards
ISO 27001 certified, GDPR compliant, and hosted exclusively on servers in Germany. Your data remains protected and within the country.
Informed decisions instead of gut feelings
All booking data clearly displayed in one dashboard: occupancy, trends, and usage at a glance – for decisions based on real data, not guesswork.
No additional tool required
OfficeEfficient integrates seamlessly into your existing system landscape and connects directly to your Microsoft setup – no separate tool needed.
Highly intuitive, no training required
Clear user guidance ensures that employees can use OfficeEfficient from day one – with no training required.
What companies working with us have to say
As an intelligent booking system for workstations and conference rooms, OfficeEfficient is a central component of our Eco System for Smart Services. Based on booking data and our run sheet, cleaning is managed flexibly and on-demand, which increases cleaning quality, conserves resources, and drives efficiency. Furthermore, it allows for optimal planning of conference services and catering. We also successfully use OfficeEfficient in our own office spaces for modern desk sharing and the continuous optimization of our space utilization.
Team Lead, Center of Digital Excellence, Klüh Service Management GmbH
– verified from
OfficeEfficient is an integral part of our daily work routine. It helps us identify vacancies immediately and utilize floor space efficiently, which has a direct positive impact on our cost structure. At the same time, the tool creates clarity, fairness, and flexibility, ensuring that our employees feel good about coming into the office.
Project Manager GALERIA
– verified from
What I like best is the seamless onboarding and the incredibly helpful team at OfficeEfficient. The support during the integration into our company of 500 employees was top-notch and made the entire process so much easier. As the project lead, I am thrilled with the professional guidance and the efficient workflow. A big thank you to the team for the great collaboration – I’m already looking forward to onboarding our other locations!
@Thomas
– verified from
Q&A about OfficeEfficient
The most common questions about desk sharing, room management, visitor management, and other features.
What is OfficeEfficient?
OfficeEfficient is a digital workplace management software and booking solution for desks, meeting rooms, and other resources in the modern office. Employees can book desks, meeting rooms, or parking spaces in just a few clicks—via app, web browser, or directly in Microsoft Teams. Companies can centrally manage space utilization, booking rules, and locations, gaining full transparency into the actual occupancy of their office spaces. The ideal solution for hybrid work.
Which companies benefit from this software?
Our desk sharing software is ideal for medium-sized and large companies looking to implement flexible working models. Officeefficient is an optimal solution, especially for companies with 100+ employees aiming to make efficient use of their office space. Industries such as the financial sector particularly benefit from its secure integration into existing IT structures.
What are the advantages of OfficeEfficient compared to other tools?
OfficeEfficient offers more than just standard desk-sharing tools: in addition to workspace booking, it integrates room, visitor, cleaning, canteen, and space management into a single platform—complete with real-time data, Microsoft 365 integration, and full GDPR compliance.
Is OfficeEfficient secure and compliant with data protection regulations?
Yes. OfficeEfficient is hosted on German servers by a German provider, ensuring full data sovereignty at all times. The solution is GDPR-compliant and supports role-based permissions, multi-tenant structures, and secure processing of personal data. Depending on the project, SSO, Microsoft Entra ID, SCIM, and custom permission concepts can be implemented.
How complex is the implementation process for our company?
Implementing OfficeEfficient is straightforward and quick. Thanks to preconfigured modules, an intuitive setup, and personalized support, the solution can be tailored to your structures, locations, and processes in just a few days and put to use immediately.
How does OfficeEfficient improve employee satisfaction?
Employees can plan their workday more easily: they can see at a glance which desks, meeting rooms, or parking spaces are available and conveniently book the resources they need in advance. This is especially beneficial in a hybrid work model, as it creates more predictability, reduces time spent searching, and improves team coordination—employees know in advance where they will be working and which colleagues will be on-site.
Didn't find your question? Contact us
More efficiency for your office. Instantly measurable.
Increase utilization, reduce costs, and create flexible work environments that employees actually use.
Features & Functions
Digitally manage spaces, rooms, and services – centrally and automatically.
