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The meeting Management Blog

A workplace that works, and the data to prove it

AskCody for C-level executives

You lead the business, and the workplace is one of its largest and least visible costs. AskCody makes every meeting work for the people in it, on the Microsoft 365 you already run, and gives you the data to decide on space with numbers.

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The challenge

Why is the workplace so hard to see from the top?

You know the board question: do we need this floor? The rooms look full all week, the lease is up for renewal, and nobody can say how many seats those meetings actually use, or how much time the business spends making meetings work.

When rooms, services and visitors run in separate tools, the workplace is a cost you pay without a picture of what it returns. This is what that looks like at the top.

At the Q3 board review the question is whether the company needs floor 5. The rooms look full all week. Leadership knows the lease cost, the headcount and the service cost, but not the room bookings or the seats actually used. Booked all week, half the seats used, and floor 5 is renewed on a guess. One of the largest costs, decided without the data.

The five challenges behind it

01

A large cost, poorly seen

Real estate and services are among the largest costs, and among the least measured.

02

Meetings that waste time

Senior time lost to rooms that do not fit, services that do not arrive and guests left waiting.

03

Disconnected systems

Rooms, catering and visitors in separate tools frustrate employees and hide the overall picture.

04

Decisions on impressions

Space decisions made on how busy the office looks, not on how it is booked.

05

Flexibility and cost

Hybrid work asks for flexibility while the business asks for a lower cost line.

One plan

Every team working from the same meeting

AskCody connects each meeting in Microsoft 365 with the teams behind it. Rooms, catering, setups and guests are booked in one Outlook invite, and catering, facilities and reception each get their task from that same meeting, so the workplace runs on one plan instead of five.

One meeting, three service teams. An Outlook invite for a product launch on Thursday 09:00 to 12:00 in Conference Room 4 for 20 people carries three services: coffee and breakfast for 20, tables in a U-shape and an extra screen at the front. Each request goes to its own service provider in AskCody: Catering services has accepted the breakfast, Facility services has readied the U-shape, and IT services has the screen pending. Each team has its own members, rooms, opening days, deadlines and notification email.

How AskCody Insights measures meeting room utilization. A conference room with 10 seats is open from 08:00 to 17:00. It is booked for a review from 09:00 to 10:00 with 4 people, a one-to-one from 11:00 to 12:30 with 2 people, and a client workshop from 14:00 to 16:00 with 8 people. Time utilization compares booked hours with open hours: 4.5 of 9 hours, or 50 percent. Capacity utilization compares the people in each meeting with the seats in the room: 14 of 30 seats, or 47 percent. Half the open hours are booked, but most meetings use fewer than half the seats, which across many rooms is the case for more small rooms or for combining large ones. If a room's seat count changes, Insights recalculates its history. Both numbers come from the meeting data in Microsoft Exchange.
Space

How much of your space is really booked

AskCody Insights shows how much of each room's open hours are booked and how many seats the meetings use, by location and room type, with up to 13 months of history from your Exchange calendars. It measures scheduling intent, not occupancy, so it needs no sensors.

See workplace analytics

Insights

Dashboards your leadership team can read

Insights runs on Power BI Embedded, so no separate Power BI license is needed, and any table exports to CSV or Excel for your own reporting. Bookings, services and visitors sit in the same dashboards, refreshed every week.

AskCody Insights Bookings dashboard with a utilization graph per desk over twelve months, filters for period, location, room type and purpose, and a table of bookings, attendees and utilization per resource
One meeting, in Exchange: a meeting booked in Outlook, with the Teams link in the same invite, and then moved in AskCody through Microsoft Graph is still one meeting in the Exchange room calendar, the single source of truth. Exchange meeting data is never synced to AskCody; AskCody reads it from Exchange when a feature needs it. People sign in with Microsoft Entra ID, Insights run on Power BI, and AskCody runs on Microsoft Azure.
Microsoft 365

Built on the Microsoft 365 you already run

AskCody works on your Exchange room calendars and signs people in with Entra ID, with no copy of your meeting data and no mailbox access. It runs on Microsoft Azure in the region you choose, and an annual ISAE 3000 Type 2 report covers personal data protection under the GDPR.

See the Microsoft integrations

When plans change

When plans change, the workplace keeps up

Rooms, orders and guests are tied to the meeting in Microsoft Exchange. When a meeting moves, they move with it, and when it is canceled, the room is released and the orders are canceled. Changes stop costing your teams a round of emails, and your guests never notice them.

Follow-the-Meeting Intelligence. An Outlook invite called Leadership Evaluation holds Meeting Room A, an order of coffee, fruit and water from Catering, and two guests, Alex Weber and Lidia Holloway. On Thursday at 12:30 the room is booked in Microsoft Exchange, Catering has accepted the order and reception expects the two guests. The organizer moves the meeting to Friday at 14:00 in Outlook, and the room booking, the catering delivery and the guests' arrival details all move with it, with no emails to the kitchen or reception. Then the organizer cancels the meeting, and the room is released for others, the catering order is canceled and reception cancels the visit.

What it's worth

What changes for you, and for the people around you

When the workplace runs on one plan and reports on itself, leadership can manage it like any other part of the business. Here is what that is worth.

FOR THE BUSINESS

Clarity on space

Booked hours and seat use per room, to decide on space with data instead of impressions.

FOR YOUR PEOPLE

Meetings that work

The room, the services and the guests in one Outlook invite, and changes that take care of themselves.

FOR YOUR GUESTS

A consistent welcome

Guests expected and welcomed the same way, at every reception and every site.

What it is worth at a retailer, a law firm and a municipality

Three organizations, three different workplaces, and the same result: meetings that run on one plan inside Microsoft 365.

80%

of reception time spent on visitors saved at Dunelm, by its own account

50%

more workload handled by Eversheds Sutherland's secretaries, as the firm reports it

150

locations on one platform at Sandefjord Municipality

Read the stories from Dunelm, Eversheds Sutherland and Sandefjord Municipality

Henry Chace, CIO
Henry ChaceCIO

Try it, and the time savings speak for themselves

“The pilot helped us understand just how much time we could give back to the attorneys and assistants and the price of that time... My best advice is to try it. You will see quickly that the ease of use, ease of management, and overall time savings are worth it.”

Anthony Moore, IT Director
Anthony MooreIT Director

Ten bookers used to mean ten ways to book

“Ten different people booking a meeting resulted in ten different ways of creating a meeting, and everything that goes with it... With AskCody employees can now book rooms and request services themselves, and it gives them a kind of self-service aspect where they can take control of their own meetings.”

Ben Ashdown, Head of Technology Support and Operations
Ben AshdownHead of Technology Support and Operations

80 percent of reception time given back

“In general, the AskCody benefit is the time savings and removing the daily frustrations around meeting planning. The biggest benefit until now is that we have saved 80 percent of the reception time, which was taken up with dealing with visitors coming and going.”

Sondre Andersen, IT Manager
Sondre AndersenIT Manager

One platform across 150 locations

“Our vision was to tailor the entire workflow for the individual employee. We now plan everything in AskCody. It is extremely easy for the individual employee to book meetings... In this way, we make the most of all resources across our 150 locations.”

Luke Schnoebelen, Director of Professional Development
Luke SchnoebelenDirector of Professional Development

The power back in the hands of the user

“AskCody simplifies the booking process. It gave the power back to the user rather than a ‘wait and see scenario’... AskCody gave us visibility into all the available resources, and that’s great. That was at the core of what we needed.”

Susann Holloway, Conference Services Manager
Susann HollowayConference Services Manager

More attorneys per secretary

“Our secretaries managed two or three attorneys and partners before. Now they’re managing maybe five or six. It’s only possible to manage that increased workload, because they can handle everything in one spot with AskCody.”

Common questions from business leaders

What does AskCody do for C-level executives?

AskCody is meeting management software built on Microsoft 365. It runs rooms, services and visitors on one plan inside Outlook, and gives leadership data on how much of the workplace is booked and how many seats meetings use.
How does AskCody help us decide on office space?

AskCody Insights shows how much of each room's open hours are booked and how many seats the meetings use, by location and room type, with up to 13 months of history. It measures scheduling intent from Exchange, not occupancy, and can be exported to compare with your own sensor or badge data.

See workplace analytics
Is AskCody secure enough for our organization?

AskCody runs on Microsoft Azure, has no mailbox access and never synchronizes your Exchange meeting data. An annual ISAE 3000 Type 2 report by BDO covers personal data protection under the GDPR.

Read about the ISAE 3000 report
Does it work across our sites and countries?

Yes. One setup serves every location: the reception portal covers receptions across locations, and Workplace Central and Insights work by location. Customers run AskCody across 150 locations and across receptions in several countries.
Do our employees need to learn a new tool?

No. Rooms, catering and guests are booked with add-ins inside Outlook, and meetings with a Teams link work the same way.
What does AskCody cost?

Visitor management, meeting services and workplace analytics are included in the AskCody Platform, from $5,149 per year. A consultant can price it for your rooms, receptions and locations.

See pricing
Who is behind AskCody?

AskCody was founded in Aalborg, Denmark, in 2011 and has been part of Volaris Group, a Constellation Software company, since 2025.

About AskCody

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