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


  • Unlimited numbers of MS Outlook users based on the same MS Exchange implementation i.e. all MS Outlook users on the customer’s Exchange implementation may also use ‘Where’s Free?’
  • Runs on any web-enabled device e.g. smartphones, PCs,
  • Bi-directional integration to MS Exchange server –
    supporting the use of Where’s Free and MS Outlook as
    complementary tools.
  • Where’s Free – 1-click desk and room-finding based on reservation status.
  • 2-click room or desk 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?’ – 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. room, desk or office reservable on MS Exchange) that the customer enables:

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 subsystems


Standalone, the RTLS provides full contact tracing, proximity logging and geo-fencing functionality. Combined with ‘Where’s Free?’ the following are offered:

  1. RAG statuses showing real-time and recent occupancy for any area in which the RTLS is deployed;

  2. Visibility of occupancy counts with social distance compliance warnings and historic reporting;

  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 subsystems, including Real Time Locating Systems, are available under this option. The cost of the subsystem hardware  and software depend on 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 partner’s 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;
  • 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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