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 that can be reserved on MS Outlook/Exchange 
that the customer enables on it:

Up to 20 areas


1 to 50 areas

£197 per area per annum

51 to 150 areas

£169 per area per annum

More than 150 areas

£150 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 – occupancy detection 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 and/or occupancy counting and social distance compliance notifications and reporting if an RTLS 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 ‘no show’ 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.


Alternative occupancy detection subsystems,  including a Real Time Locating System, are available under this option. The cost of the subsystem hardware  and software depend on multiple factors such as the number of buildings, floors and sensing ‘zones’ in which the hardware components of the subsystem are to be installed. Quotations are therefore subject to a site survey by one of our installation specialists.

Considerations regarding likely cost are that:

  • Economies of scale apply i.e. per zone, large implementations work out at 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 within the same building;

  • In our experience, occupancy detection subsystems are typically lower cost than equivalent systems based on digital touch-pad panel technology.

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