Features
Discover the exclusive possibilities KALENA offers to manage your spaces more efficiently, equitably, and effectively.
With KALENA, you have control over your space reservations: configure, reserve and manage them without complications, thanks to unique and differentiating features that adapt to the current reality of companies.
Book from floor plans
With KALENA you can use the floor plan view to reserve a meeting room, a desk or a parking space.
Thanks to this module, you’ll dynamically view the availability and occupancy of the space you want to reserve, and you’ll be able to view its features, location, capacity, and available technical resources from any device.
From the administration module, you can manage and upload your own floor plans by floor, building, and/or location, in image format, customizing the level of information displayed about the space on the plan. You can also include photographs of the spaces.
In addition, you can locate on the map which workstation “x” is sitting at, and reserve “nearby” based on work affinity.
Book from Calendar
KALENA allows you to use a calendar view to reserve any space.
KALENA’s calendar view allows filtered bookings by date, location, capacity, and more when making a space reservation.
You’ll be able to make recurring reservations for the same space and, for example, add attendees to a meeting until the room or space reaches its maximum capacity.
You can also reserve any additional equipment needed, such as Wi-Fi or multimedia elements, and link this reservation as a request in other systems or departments.
Reports and statistics
KALENA incorporates a powerful dashboard with usage reports and statistics of the spaces, with custom views per user.
KALENA generates a historical record of reservations and has a Reports and Statistics module, from which the administrator profile will have access to advanced reports on all reservations, users, resources, check-in/check-out lists, etc.
You can check the office occupancy rate and the use of meeting rooms and workspaces at any time, monitoring office performance.
This way, you gain valuable insights to optimize office capacity, enhance and configure more collaborative spaces based on usage trends, and improve the employee experience in the workplace.
Check-in/Check-out
KALENA also incorporates the ability to check-in/check-out at workstations and other spaces.
You can check in and out of a reservation directly from the app or by scanning the QR codes installed in the spaces.
If you check out early, the system automatically releases the space so other users can rebook it.
Thanks to the no-show feature, if a scheduled reservation hasn’t been checked in after the time set by the administrator, the space will be freed up and made available to other users.
Save time
and improve your employees’ productivity
Thanks to its ease of use, centralized space management, and continuous monitoring, KALENA can help you manage hybrid and flexible work models in your organization.
Discover more features of KALENA below:
Centralized
Unify the management of all your resources and spaces in a single application, with a single centralized interface.
Customizable
On the cloud
Integrable
Compatible
Accessible
Easy to manage
Synchronized
Secure
Configurable
My Planning
With KALENA’s My Planning module, you can have a specific view of your personal booking schedule.
From this feature, you can view your daily, weekly, or monthly reservation calendar, and you can check in and out of reserved spaces, for example.
At a single glance, your employees can consult all the planned reservations of both desks, meeting rooms, parking spaces and other resources, facilitating attendance at offices.
Occupancy and capacity control
With KALENA you can manage the occupancy and capacity of hybrid workspaces.
Set maximum occupancy levels, for example, for meeting rooms, to ensure proper use of the space. This way, for example, a meeting cannot be attended by more attendees than the room’s occupancy level allows.
With KALENA’s reservation system, you can pre-assign and prioritize spaces by department, block workspaces, and make block reservations by area or team, controlling occupancy by zone or floor. You can do this statically, pre-selecting available spaces, or dynamically, based on proximity criteria depending on the reservations made.
With KALENA, you can also set up automatic reservations for the next available slot after reserving a space, for maintenance or cleaning tasks.
Space management through fair draw
With KALENA, you can now assign spaces to your employees through a fair lottery system.
Many companies have a significant gap between the number of available spaces and resources, such as parking spaces, and their total number of employees, soy they need a fair solution to manage them.
To solve this problem, KALENA has a pre-reservation system with fair draw allocation, in which different parameters are taken into account such as:
- Number of reservations previously enjoyed.
- The suitable use of concessions to each user in their previous reservations.
It’s a simple way to democratize the use of limited resources for your employees.
Automatic access control
With KALENA you can have an intelligent parking management system, integrated with building access control.
You can complement KALENA with solutions for integrating parking reservations with automatic opening devices and access control with identification, such as license plate reading using LPR cameras, user ID cards, or QR codes.
Thanks to this integrated system, it is also possible to automate check-in at the time of access to the offices, by reading the license plate associated with the reservation. In the same way, the spaces that have not been used or those that have been released automatically, would be available to employees when the vehicle leaves via check-out.
Additionally, with KALENA, you can establish criteria for automatically assigning parking spaces to specific roles and profiles, set permissions to reserve certain parking lots, and allow users with fixed parking spaces to make them available to other employees when they’re not using them due to teleworking or vacation.
Configura KALENA con lo que tu compañía necesita en cada momento.
From the administration module, you can manage permissions, users, and configure reservation rules.
KALENA allows you to easily manage your own booking rules and restrictions for basic users, such as the allowed advance booking times and the maximum number of bookings a user can make daily, weekly, or monthly.
You can also customize time windows and define shifts or different booking times for each type of space (e.g., dining room shifts), without limitations on continuity or consistency between them. If you need to, you can add custom fields to your reservations, incorporating the additional information you need for each reservation.
KALENA also allows you to hide reservation details, such as username, subject, personal details, or event comments, from selected users.
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