Where’s Free base software suite for Microsoft


  • Unlimited numbers of MS Outlook/Exchange users within the same organisation i.e. as many members of the client’s organisation as have MS Outlook may use the system.
  • Runs on any web-enabled device e.g. smartphones, PCs, tablets.
  • Bi-directional integration to MS Exchange server – supporting use of Where’s Free and MS Outlook as complementary tools
  • Where’s Free – 1-click room-finding based on reservation status.
  • 2-click meeting booking plus multiple simplification features, including personalisation, to provides users with superior functionality and a highly intuitive UX.
  • ‘Who’s Free?’ – real-time analysis of multiple invitee availability for a meeting.
  • ‘When’s Good?’ – real-time assessment of invitee and room availability for meetings, ranked best offers and 1- click booking.
  • Office space utilisation data capture, analytics and reporting.


A Where’s Free software licence subscription is charged according to the number of bookable areas (i.e. rooms, hot desks or offices bookable in MS Outlook/Exchange) that the customer enables on it:

Up to 20 areas


1 to 50 areas

£97 per annum

51 to 150 areas

£89 per area per annum

More than 150 areas

£78 per area per annum

NB Prices are quoted excluding UK VAT (which may apply in certain jurisdictions)

Where’s Free ‘sensible’ for Microsoft Outlook/
Exchange – sensor subsystem option


  • All benefits of the base software package are included.
  • RAG statuses showing real-time and recent occupancy for any area in which a sensor is deployed.
  • Bi-directional integration to MS Exchange server – supporting use of Where’s Free and MS Outlook as complementary tools.
  • Enterprise auto-cancellation policy administration for ‘noshow’ bookings.
  • Enterprise auto-curtail policy administration for bookings that end ahead of their reservation time (i.e. support for threshold times plus enabling and disenabling of this feature).
  • Auto-cancellations report for the root cause analysis of ‘no-show’ bookings.


The sensor subsystem under this option is sold outright i.e. as a one-off asset purchase by the client. The cost of the subsystem hardware depends on multiple factors such as the number of buildings, floors and sensing areas in which the units of the subsystem are to be installed. Quotations are therefore subject to a site survey by one of our installation specialists.
Some indications as likely cost are that:
  • Economies of scale apply i.e. per sensing area large implementations are lower cost than small ones;
  • Implementations distributed across multiple buildings/ geographies (e.g. sites arranged as campuses) tend to be higher cost than equivalent deployments on multiple floors of the same building;
  • In our experience, sensor subsystems are typically lower cost than equivalent digital touchpad panel systems.

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