Enterprise implementation and support for desk and room booking
Managing modern workplaces centrally is becoming increasingly important for companies. With Gingco Share, you get more than the right software: together with us, you implement a scalable workplace and office management platform in a structured way. Benefit from our expertise, built on long-standing customer relationships and shared success stories. Implementing desk booking or room booking software in an enterprise involves more than installing the software. It combines technical, organizational and communication measures: defining requirements, agreeing on governance with data protection and the works council, setting up roles, permissions and integrations, testing with a pilot group, training key users and rolling out to all locations. Change management for employee acceptance runs through every phase.
- Manage modern workplaces centrally
- Scalable workplace and office management platform
- Structured implementation in five phases, backed by long-standing expertise
Implementing desk booking is more than a software project
Many companies recognize the need for flexible working models early on. After selecting software, however, they underestimate the organizational impact and face the challenge of a successful implementation.
Key factors include employee acceptance, works council requirements and data protection concerns, unclear responsibilities and missing permission policies. We look at all these challenges together to ensure realistic and successful rollout planning.
Throughout the entire implementation, a dedicated project manager is your direct and primary point of contact.
Desk booking implementation in five phases
A successful implementation combines technical, organizational and communication measures. Introduce desk sharing and room booking in a structured, GDPR-compliant way that achieves high user acceptance. We support you from the first workshop to the international rollout.
Different departments and project leads can work on the topics of each phase with our support, so the phases flow into one another. This keeps the implementation agile, flexible and tailored to your organization. The approach has proven itself in rollouts with numerous companies.
Analysis, requirements and project plan
Governance and compliance – GDPR and works council
We advise you on implementing Gingco Share securely and in line with works council regulations. This lays the foundation for high, lasting acceptance of the software in your organization.
Through functional and technical alignment, we develop tailored role and permission concepts and booking rules together. From the very beginning, we take into account data protection, GDPR and compliance requirements, governance guidelines, the interests of the works council, and your organizational, technical and legal requirements. Our focus is on data minimization, compliance with existing works agreements, transparent data processing, defined anonymization and deletion concepts, and clear, traceable reporting guidelines.
The result is a GDPR-compliant, audit-ready and future-proof solution that employees, the works council and management support equally.
Technical setup and integrations
We make the implementation easy for you and set up the booking system according to your specifications and the framework and objectives we developed together.
This includes the server setup (SaaS), user import and authentication method, implementing the role and permission concept, configuring resources such as desks and rooms, and connecting Microsoft 365 and Outlook. Mobile apps and hardware integrations such as door and desk displays or booking and visitor kiosks are also set up in this phase, as are individual customer requirements and interfaces.
Testing, pilot group and key user training
Before go-live, the setup is thoroughly tested. SaaS customers get a test system for quality assurance and acceptance. For on-premises customers, we support the installation of the application on your servers.
A pilot group tests the configured processes under the permission concept that will apply later. Our product experts train your key users and internal champions and provide documentation and videos. These form the basis for your internal communication campaign, FAQ portal and helpdesk concept. Feedback from the pilot is incorporated, and the setup is optimized. After successful acceptance, the system is approved for rollout.
Company-wide or phased rollout
Bidirectional Exchange synchronization
After go-live: expansion and expert support from Germany
You can add further locations, user groups, resources or hardware, connect existing third-party systems and interfaces, and digitalize additional work processes. Authorized users and administrators can adjust resources and permissions at any time through numerous configuration options.
Our product experts based in Germany support you as part of our expert support (Tier 3) with functional consulting and technical questions. You reach your direct contact, who has extensive experience advising companies of different industries and sizes, via a support address set up individually for you.
- Add further locations, user groups, resources or hardware, connect existing third-party systems and interfaces, and digitalize additional work processes, flexibly and to your requirements.
- Authorized users and administrators can adjust resources and permissions at any time through numerous configuration options.
- Our product experts based in Germany support you as part of our expert support (Tier 3), with functional consulting and answers to technical questions.
- Reach your dedicated contact, who has extensive experience advising companies across industries and sizes, via a support address set up individually for you.
Frequently asked questions
How long does it take to implement Gingco Share?
The timeframe depends on the number of locations and resources, the integrations, your internal coordination processes and the planned rollout stages. We will be happy to advise you individually.
What are the phases of a desk booking implementation?
A Gingco Share implementation runs in five phases: analysis and project plan, governance and compliance (including data protection and the works council), technical setup and integrations, testing with a pilot group, and a company-wide or phased rollout.
How do you ensure employee acceptance?
A pilot group tests the processes before go-live, and our product experts train your key users and internal champions. Documentation and videos form the basis for your internal communication campaign, FAQ portal and helpdesk concept.
How are roles and permissions defined during the implementation?
Roles, responsibilities and access rights are first defined together with you and in coordination with the departments involved. Afterwards, you can manage them independently.
Which systems can Gingco Share integrate with?
Standard integrations include Microsoft 365, Entra ID, SAP, HR systems, visitor management systems, billing systems and access control systems, among others. Thanks to our API, any other system can be connected as required.
Can we switch from another desk booking system?
Yes. Immediately before go-live, existing booking data is imported from your legacy system, so employees keep their bookings.