The software solution for booking workspaces at the office:

Meeting rooms – Parking spaces – Desks – Other spaces


Kalena spaces is a software application that allows you to manage the use and booking of workspaces and desks, optimizing the use of your workplace.

Flexibly managing the use of office spaces has become a priority. Especially in hybrid work models, with on-site and remote employees, companies need to be able to optimize the capacity, the degree of occupancy and availability of the different spaces, and organize the workstations.

Now solving this problem is as simple as using KALENA spaces. With Kalena you can manage flexible desks, workspaces and coworking spaces easily and efficiently, optimizing the use of spaces and improving the employee experience at the workplace.

You want to know how?


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With Kalena spaces you can use the calendar view or floor plan view to book a workspace or desk at the office.

With Kalena, your employees will be able to dynamically visualize the availability of desks, and consult their characteristics, location, and technical means available. In addition, they can make bookings of desks in block or by areas and departments, make recurring reservations for several days, and check-in/check-out through QR codes installed in the desks, releasing them after use.

With Kalena it is also possible to request any additional equipment that is needed, such as connectivity or wi-fi, in addition to requesting access to the offices or parking spaces at the same time.

Kalena integrates email communications to inform all users of reservations, changes, and so on.


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From the administration module you will be able to manage permissions and users, and upload your own workspaces floor plans of your workplace.

With Kalena you can upload your own plans by floor, building and/or location in image format, so that users can make bookings from the floor plan view.

Thanks to this module, you can display the occupancy status of the workspaces on the floor plans, and on any device, such as a video wall, a display, a tablet or a cell phone. You can also customize the level of information displayed on the workspaces on the floor plan, and also have a wayfinder on the floor plan.

From the Administration module you can configure the desks and their availability. For example, you can block desks, assign and prioritize desks by departments, and block bookings of desks by areas or teams.

You can also manage users, permissions, roles, and remove or add more spaces.


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Kalena spaces helps you manage hybrid work in a more flexible and efficient way.

With Kalena, you can pre-assign or block workspaces, and control occupancy by zones or floors. You can do it in a static way, prefixing disabled desks, or in a dynamic way, based on criteria of proximity according to the bookings that are already made.

Likewise, the floor plan view incorporates the advanced filters of Kalena. You can locate on the map in which workstation «x» is sitting, and reserve «near» by work affinity.

You can also set and manage phases and shifts for the return of your employees to the office.

In addition, Kalena generates a historical booking record and you can also establish automatic reservations for maintenance task in the next available slot after the reservation of a desk.


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All your schedule in Kalena spaces at a glance

With Kalena’s My Planning module you can have a specific view of your personal workspaces booking plan in Kalena.

From this functionality, you will be able to see your daily, weekly or monthly booking calendar, and you can, for example, check-in / check-out at a desk or other booked spaces.

At a single glance, your employees can consult all their planned reservations of both desks, meeting rooms, parking spaces and other resources, facilitating attendance at offices.



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Record the entry and exit of employees at workspaces.

Kalena also incorporates the functionality of being able to do check-in/check-out at the desks, whether manually or by reading QR codes installed in the desks.

By checking out, even early, the desk will automatically become available to all users.


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A powerful Dashboard with personalized views per user.

Kalena incorporates a powerful dashboard with usage reports and statistics of the spaces, with custom views per user.

From the initial screen, the user will be able to see at a glance their own statistics in Kalena, and the current occupancy status of desks and other workspaces and resources.

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 at any time the office occupancy rate and the use of workspaces, thus obtaining very useful information to be able to manage and optimize the capacity of the offices.


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As simple as picking up you mobile phone and making an integral booking for everything you need at your office.


Book a meeting room in your office from the calendar or floor plan view. Check its characteristics, location, capacity and technical means, and request additional equipment. Add attendees to the meeting, and control the room's occupancy in real time. Manage check-in/out and activate the automatic "no-show".


Organize coworking spaces or book a desk in the office in advance, from the calendar or plan view.
Additionally request access to offices, connectivity, wi-fi or parking. Pre-assign or block desks, control occupancy by zones or floors, and manage check-in/out using QR codes.


Book a parking space for you or your visitors, from the calendar or floor plan view. Use a map to guide you to the parking space. Manage the necessary authorizations to access the building, and integrate it with automatic opening devices and QR codes. Control the zone occupancy and view usage statistics.

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Software solution for booking work spaces in the office.

Discover the full potential of Kalena

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91 405 78 78

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® Kalena by panel is a product of Panel Sistemas. © All rights reserved.

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