The fairest reservation of resources for companies and employees
The desks booking software that improves the office environment
Apply fair rules to limited resources, while saving up to 35%* with our resource-based, not user-based, plans.
Join the more than 200 companies already benefiting from the fairer desks reservation
Shared resources and offices
can cause some friction…
Resources that can never be reserved?
Today, many companies use workstations without a clear reservation system. Some employees always get the best desks, while others are left with less favorable options. This creates tension and an unpleasant work environment.
Was it really available or not?
In many offices, there are constant complaints about the lack of real-time availability of resources. Employees reserve workstations or meeting rooms that appear to be free, but then turn out to be occupied, causing confusion and delays.
Unused resources and empty spaces?
In companies with hybrid workstations, resources are often reserved by others who don’t actually use them. The lack of an efficient system for releasing these reserves directly impacts the ability to perform work in the office.
If these situations sound familiar to you,
it’s time to say goodbye to office problems with KALENA.
KALENA is fair for teams and companies
Join the most equitable reservation of desks and workstations
Check the availability of all resources and spaces in real time from a single location.
Allocate limited resources without favoritism, by lottery or through reserve credits.
Record employee check-in and check-out at their office desks with a QR code or manually.
Optimize unused reserved resources by releasing reservations without check-in.
Also reserve additional resources: Wi-Fi, parking, meeting room, dining area, etc.
Save 35%* with resource-based plans. There’s no penalty for including your entire team here.
Manage recurring reservations in minutes, by department or for the same resource.
Monitor office capacity and establish disabled desks for emergency situations.
Notify users via email about their reservations, changes, etc. to keep everything under control.
Manage your resources more efficiently by analyzing usage data on your dashboard.
Book easily using a map or calendar from any device.
Integrate your own office and space plans so your team feels completely at home.
HOW DOES KALENA WORK?
Desk reservation
With KALENA your employees will be able to:
- Use the calendar view or map view to reserve a workstation or desk in shared offices.
- Dynamically view desks availability and review their characteristics, location, and available technical resources.
- Make reservations in bulk or by areas and departments.
- Make recurring reservations for multiple days.
- Book by work affinity: Use advanced filters to locate on the map which workstation “x” is sitting at, and book a “nearby” desk.
- Check in/check out using QR codes installed at the workstations, releasing them after use.
- Request any additional equipment you need, such as connectivity or Wi-Fi, as well as access to the offices or parking space.
- View your personal KALENA spaces reservation plan through the My Planning module (daily, weekly, or monthly reservation calendar).
- View the dashboard for reports and statistics on space usage, with customizable views for each user.
- Receive email communications regarding reservations or changes that may occur.
- Check internal notifications from the user menu.
MANAGE TELEWORKING AND HYBRID MODELS
Control occupancy and capacity in shared offices
With KALENA, your company can manage the occupancy and capacity of hybrid desks:
- Pre-assign and prioritize desks by department.
- Block desks and make desks reservations by area or team, controlling occupancy by zone or floor. You can do it in a static way, prefixing disabled desktops, or in a dynamic way, based on criteria of proximity according to the bookings that are already made.
- Manage the minimum and maximum advance notice time for making a reservation.
- Set and manage shifts and schedules for your employees to arrive at the office.
- Set up automatic reservations for the next available slot after reserving a workstation for maintenance or cleaning tasks.
- Upload your maps by floor, building, and/or location in image format so that users can reserve spaces from the map view.
- View advanced reports on office occupancy rates and workspace usage: historical records of reservations, users, resources, etc., to help you manage and optimize office capacity.
Optimize your office,
empower your team.
Commitment to a fairer allocation of desks and resources for all
Request a free 15-day trial of KALENA and discover at your own pace how to manage your office workspaces in the most equitable way for both companies and employees.
If you prefer, you can also schedule a personalized demo with our sales department to discuss your case and see how KALENA can help you meet your needs.
Why choose KALENA over other corporate resource reservation solutions?
The most competitive price on the market. With KALENA, you save up to 35% with our resource-based plans, and not user-based plans.
Secure and robust software. We audit KALENA’s security and are ISO 27001 certified. KALENA never fails: in five years, there have been zero critical incidents or system failures.
Unique and differentiating features. KALENA is constantly evolving and innovating to make booking spaces and other resources better for your team every day.
Ability to scale and adapt KALENA to your organization’s needs. You can customize your Plan as much as you want at any time and to suit you.
Premium comprehensive support. We know that every company is unique, which is why our approach is personal and individualized. We support you throughout every phase of the project, from requirements gathering and configuration to implementation.
The fairest experience for your team. KALENA allows a better distribution of available resources, avoiding conflicts and improving the work environment.
Do you have questions about KALENA?
Learn how to improve desk and workstation management for hybrid work.
Managers
Can KALENA help reduce operational costs related to space management?
Yes, KALENA helps you save money as a software solution for booking workstations and other office resources. Most solutions you’ll find on the market operate with per-user plans, which unnecessarily increases the costs you pay for your plan. However, with KALENA, you pay based on the resources you make available to your team. At KALENA, we call it “paying for what’s fair.”
Is it possible to customize the booking rules to meet our company's specific needs?
Yes, you can customize booking conditions according to your company policy. For example, you can set a maximum booking limit per employee for the same resource to ensure availability for everyone.
How does KALENA ensure an equitable distribution of resources among employees?
KALENA is designed to support you in fair allocations and foster a stress-free work environment. You can reserve resources by lottery or by credit for limited resources, such as parking spaces. Whichever system you choose, you’ll ensure your team has fair access to resources.
What reports and metrics can I get on my company's desktop usage?
KALENA incorporates a powerful dashboard with usage reports and statistics of the spaces, with custom views per user.
From the Reports and Statistics module, the administrator profile will have access to advanced reports of all bookings, users, resources, check-in / check-out list, etc. You can check the office occupancy rate and the use of meeting rooms and workspaces at any time, providing valuable information for managing and optimizing office capacity.
Team
How can I reserve a workstation or desk through KALENA?
You can reserve a space from the calendar view or the floor plan view, whichever you prefer. Whichever way you access it, you’ll see the available spaces for the date and time you choose. You can also make reservations in bulk or by department, and also on a recurring basis. Remember that when you make your reservation, you can add additional resources you need, such as a parking space.
Can I see in real time what desks are available in my workspace?
Yes, when you access the booking section, you’ll see available desk positions in both the floor plan and calendar views. Additionally, using the advanced filters in the floor plan view, you can see who has reserved a specific office space and book by affinity.
How do I know if my desk reservation has been made correctly?
You’ll receive an email confirming your reservation and all the details. If you need to change it at any time, a new email will be sent to your inbox with all the updated information. You can also check that everything is OK in your KALENA user area.
What happens if I forget to cancel a reservation for a workstation I'm not going to use?
KALENA incorporates an option to make your reserved resources available again if the user hasn’t checked in within the first X minutes. That resource will automatically become available again for the rest of your team if needed, promoting more equitable resource use.
Manage all your workspaces with KALENA
As simple as taking your phone and making a comprehensive reservation of all the spaces you need.
Meeting rooms
To collaborate without competing for them
Book according to meeting room usage rules, such as capacity and maximum capacity, location, and technical resources. Add attendees to the meeting, manage check-in/out, and activate automatic no-shows to free up unused reserved rooms.
Desks
To facilitate hybrid work without disorganization
Reserve a desk from the calendar or map view. Search for nearby colleagues by affinity and request additional equipment. Pre-assign or block workstations, monitor occupancy by zone, and manage check-in/out using QR codes.
Parking spaces
To arrive without tension or hidden privileges
Reserve a parking space for yourself or your clients. Integrate access with the building’s automatic opening devices. Manage reservations through fair lottery and manage the use of special spaces.
Other resources
To organize everything else
From lockers to dining rooms, bike racks, and other services and common areas such as a gym, rest areas, and children’s daycare.
Solicita una demo personalizada
y descubre todo el potencial de KALENA.
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