Visma | Raet - Reserving and managing workplaces online

Nathan Thomas
10th June 2021


HR and payroll software company Visma | Raet helps organisations to better and more efficiently configure their HR processes with smart services and software for digitisation and automation. Visma | Raet offers solutions for a wide range of industries, including healthcare, education, the commercial market, decentralised government and medium-sized enterprises. Visma | Raet employees 1100 people in the Netherlands at three offices in Amsterdam, Drachten and Amersfoort. The organisation is part of the Visma Group, title sponsor of names including Team Jumbo-Visma, one of the world's best cycling and skating teams.


When Visma | Raet decided to renovate its office, the organisation began looking for a solution for online room booking. Then came Covid-19. Finance and IT director, Tom van Dale, explains: "Suddenly we were faced with the challenge of returning everyone safely to the office on time and in accordance with current guidelines. Along the way, it became clear to us that we would need to follow a more hybrid approach to working. How can you make sure that you know who is coming into the office, and when, that there are enough workplaces and that colleagues can find one another quickly? We were looking for a solution that allowed employees to reserve a flexible workplace, or regular workplace, based on capacity available. And one that would allow us, as an organisation, to have a clear overview of the occupancy level."


Visma | Raet chose RICOH Spaces, a cloud-based reservation system. Tom explains: "The app contains a map of the office. You can see exactly what is free. If a workplace has already been reserved, you can see who reserved it. It's extremely useful if you want to work with a colleague." At the same time, the facilities department can flexibly adjust available capacity. Tom continues:

"That's ideal, especially as the rules for large groups change regularly due to coronavirus." Ricoh has also provided Google Workspace integration. "This link means that the Ricoh solution can be accessed from our Google tools, and reservations appear in employees' calendars immediately."


Tom van Dale is happy with the solution

"The system is intuitive and gives employees confidence that they can return to the office safely. We can prevent peaks and adjust planning so that there's time to clean a desk after it has been used."

The benefits are two-fold.

"With a dashboard, we can see how the offices are being used. This allows us to anticipate the trend of hybrid working. Imagine that one floor will soon be empty all of the time because of home-working – we'll be able to see that in the system. That way, we can make more sustainable and cost-efficient decisions about the layout and use of our properties. We are planning to link meeting rooms into the platform soon as well."

Written by
Nathan Thomas
Head of Product
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