'Where’s Free?' for Microsoft Outlook/Exchange


  • Unlimited numbers of MS Outlook users based on the same MS Exchange implementation i.e., all of the customer’s MS Outlook users may also use ‘Where’s Free?’
  • Runs on any web-enabled device e.g. smartphones, PCs, tablets.
  • Bi-directional integration to MS Exchange –
    enabling the use of ‘Where’s Free?’ and MS Outlook as
    a complementary pair.
  • ‘Where’s Free?’ 1-click desk and room-finding based on reservation and occupancy status.
  • 2-click room or desk booking plus simplification
    features, including personalisation, to provide users with superior functionality and a highly intuitive UX.
  • ‘Who’s Free?’ – real-time analysis of multiple invitees’
    availability for a meeting.
  • ‘When’s Good?’ – assessment of invitee and
    room availability for meetings, providing ranked best offers and 1-click booking.
  • Office space utilisation data capture, analytics and


A ‘Where’s Free?’ software licence subscription is charged
for each bookable area (i.e. office, desk or room that is reservable on MS Exchange and enabled by the customer for use with ‘Where’s Free?’

Up to 20 areas


1 to 50 areas

£3.79 per area per week

51 to 150 areas

£3.25 per area per week

More than 150 areas

£2.89 per area per week

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

Where’s Free?' sensing subsystems


‘Where’s Free?’ combines with a variety of third party property technologies that can be mixed and matched to suit organisations’ individual smart building strategies and budgets. When combined with sensors ‘Where’s Free?’ is able to offer:

  1. RAG statuses showing real-time and recent occupancy for any area in which sensors are deployed;

  2. Visibility of occupancy counts with social distance compliance warnings and historic reporting in areas in which sensors capable of occupancy counting are deployed;

  3. Enterprise auto-cancellation policies for ‘no show’ bookings;

  4. Enterprise ‘auto-curtail’ policies for meetings that finish ahead of their reservation end-time;

  5. Booking cancellations report to support root cause analysis and upstream management.


Alternative occupancy detection and air quality monitoring subsystems are available under this option. The cost of the associated hardware and software depends on factors such as the number of buildings, floors and sensing ‘zones’ in which the subsystem components are to be installed. Quotations are therefore subject to a site survey by our partners’ installation specialists.

Considerations regarding likely cost are that:

  • Economies of scale apply i.e., per zone, large implementations typically work out cheaper on a unit basis than small ones;
  • Implementations distributed across multiple buildings/
    geographies (e.g. sites arranged as campuses) tend to be
    more expensive than equivalent deployments within the same building;
  • Occupancy detection subsystems in combination with ‘Where’s Free?’ are typically lower cost than equivalent Meeting Room Booking Systems based on digital touch-pad panel technology.

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