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RBKC

Seamless Desk Booking and Occupancy Insight for Smarter Public Sector Workplaces

The Royal Borough of Kensington and Chelsea (RBKC) is one of the most densely populated regions in the UK. As part of its forward-looking Workwell programme, the facilities team set out to transform how council staff used and booked office space.

 

Their goal: to introduce occupancy monitoring, enable frictionless desk booking, and capture real-time data without disrupting the day-to-day experience of employees returning to the office.

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Challenge

RBKC’s facilities team needed to:

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1.  Understand how office space was being used, by whom, and when.

2. Introduce a simple, intuitive way for staff to book desks and meeting rooms.

3. Avoid complex portals, security swipes, or manual booking tools.

4. Deliver the experience as part of a broader return-to-work and space optimisation strategy.

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In essence, they wanted a system that worked automatically in the background, offering reliable,

GDPR-compliant data while making the workplace easier – not harder – for employees to navigate.

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Our Solution

Spaceology delivered a bespoke workplace solution combining:

Sensor technology installed at each desk, meeting room, and collaboration space.

A custom-built RFID booking system that automatically checked staff into their chosen desk, using RFID antennas and tagged laptops.

A data framework that allowed RBKC to manage GDPR compliance by separating personal data from sensor data.

Secure API integration with RBKC’s third-party desk booking system – allowing real-time data flow without requiring employee logins or swipes.

Environmental monitoring to track conditions in offices and meeting rooms.

A traffic light alert system for restrooms to support COVID-safe usage based on capacity.

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Results

The Spaceology solution exceeded RBKC’s expectations, delivering both ease of use and insightful analytics to support long-term workplace planning.

  • Effortless desk booking – no logins, no swipes, no portals.

  • GDPR-compliant identity protection, with full control retained by the council.

  • Live and historic occupancy data helped track trends, inform redesigns, and allocate resources.

  • Environmental metrics supported employee comfort and space effectiveness.

  • COVID-aware capacity alerts promoted safer usage of shared facilities.

  • Ongoing insight continues to inform the Workwell programme and optimise the borough’s workplace strategy.

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