essensys provides digital experience software and technology for office landlords and flexible workspace operators. We help operators turn good workspaces into great workspaces that keep members coming back and competitors behind – by delivering seamless WiFi experiences, capturing meeting room revenue, and providing space intelligence through our two main products: essensys Platform (WiFi experience and intelligence) and elumo (meeting room booking and access control).

essensys was founded in 2006 and has been serving the flexible workspace and commercial real estate industry for nearly two decades. We’re listed on the AIM market of the London Stock Exchange (since 2019) and operate across the UK, Europe, North America, and APAC.

essensys is headquartered in London, UK, with operations across the UK, Europe, North America, and Asia-Pacific. We serve flexible workspace operators and office landlords globally, with customers spanning multiple continents and time zones.

Our customers are office landlords, flexible workspace operators, coworking spaces, serviced office providers, and commercial real estate operators managing multi-tenant environments. We work with everyone from independent workspace operators to global office brands managing portfolios across multiple countries.

essensys is purpose-built for multi-tenant complexity. While others build solutions for single-tenant offices, we’ve spent nearly 20 years solving the unique challenges of flexible workspaces – multiple organisations, dynamic occupancy, complex billing, and portfolio-scale operations. Our technology handles the complexity that breaks generic solutions.

essensys works for both single locations and multi-site portfolios – our sweet spot is anyone with 3 or more locations (we work with customers who have 100s of workspaces worldwide). While our centralised management and portfolio-wide capabilities deliver the most value for operators managing multiple sites, single-location operators also benefit significantly from our space intelligence, improved tenant experiences, and operational efficiency gains.

Yes. essensys is built for scalability: add new locations to your portfolio through centralised management (no separate instances), provision services and users instantly across all sites (via software), maintain consistent experiences as you grow (standardisation at scale), and manage increasing operational complexity without proportional headcount increases (operational leverage). The platform supports operators from single locations to hundreds of sites globally.

We provide comprehensive onboarding and implementation support, dedicated customer success managers, regular business reviews, technical support, training resources and documentation, and ongoing platform updates with new features. Our goal is to ensure you get maximum value from our technology throughout your partnership with us.

The best way to start is to book a conversation with our team. We’ll discuss your specific challenges – whether that’s WiFi experience, meeting room revenue, space optimisation, or all three – and show you how essensys can help. There’s no hard sell, just a genuine discussion about your spaces and how our technology can solve your biggest problems. You can book a demo through our website.

Yes. essensys maintains ISO 9001 (quality management), ISO 27001 (information security management), and SOC 2 Type II (security, availability, confidentiality) certifications. The platform complies with GDPR (data protection for European operations), implements encryption for data in transit and at rest, maintains audit trails of system access and changes, and undergoes regular third-party security assessments – meeting enterprise security requirements and regulatory compliance needs.

elumo is a dynamic booking and access control platform for meeting rooms in flexible workspaces, coworking spaces, and office buildings. It combines software with smart hardware to enable users to book, pay for, and unlock meeting rooms with a single tap using their mobile phone – in under one second. elumo is the only solution that integrates real-time booking and physical access control in a single experience.

elumo consists of hardware (Reader mounted at the door, Hub controlling the lock) and cloud-based software (booking and access platform and management dashboard). Users tap their phone on the Reader using mobile wallet technology (Apple Wallet or Google Wallet). In under one second, elumo processes the booking, takes payment, validates authorisation, and unlocks the door. It also works for bookings scheduled in advance – meeting attendees simply tap their phone on the elumo Reader to unlock and enter at the time of their scheduled booking.

Traditional access control systems can lock and unlock doors but can’t process bookings or payments in real-time. When access control is integrated with booking systems, there’s typically a sync delay – the booking happens in one system, then eventually updates the access control, preventing spontaneous on-demand usage. elumo unifies booking, payment, and access into a single real-time transaction. This means users can tap at the door to instantly book and access available rooms (capturing spontaneous demand), while the integrated access control prevents unauthorised usage (eliminating squatting) – all happening simultaneously in under one second rather than requiring separate systems to sync.

Yes. elumo integrates with most commercial electronic door locks already installed, including electromagnetic locks, and electric strikes. If you’re starting from scratch, essensys can recommend compatible lock solutions. The system is designed to enhance your existing infrastructure rather than requiring complete door hardware replacement.

Yes. elumo can operate as a standalone end-to-end solution (handling all booking, payment, and access) or integrate with your existing booking software to add real-time, at-the-door capability that traditional systems lack. The open API allows integration with leading workspace management platforms and tenant experience apps.

essensys and OfficeRnD recently announced a strategic partnership, enabling OfficeRnD Flex to be integrated with both essensys Platform and elumo.

Hardware installation typically takes 2-4 hours per meeting room depending on existing infrastructure and lock compatibility. Software setup and configuration can be completed in days. Total deployment time depends on the number of rooms, but elumo is designed for rapid rollout – most operators can deploy across an entire location in under a week.

ROI varies by deployment size and current utilization rates, but most operators achieve positive ROI within 3-6 months. The return comes from increased bookings (from capturing all demand), eliminated revenue loss from squatting (often thousands monthly), reduced operational costs (less time managing room conflicts and access), and improved tenant satisfaction (leading to higher retention).

Check your potential ROI with elumo here.

elumo pricing depends on the number of meeting rooms, deployment model (standalone vs. integrated with existing systems), hardware requirements (existing compatible locks vs. new installation), and any customisation needs. The system typically generates positive ROI within months through increased revenue. Contact essensys for specific pricing based on your requirements.

elumo is the only meeting room solution designed specifically for flexible workspaces that combines booking and access control in real-time. Unlike traditional booking systems (which can’t control doors) or standalone access control (which can’t capture spontaneous bookings), elumo solves both problems – eliminating squatting while capturing demand at the moment it happens.

essensys Platform is a WiFi experience and intelligence platform for flexible workspaces, coworking spaces, and office landlords. It delivers enterprise-grade WiFi connectivity across your portfolio while transforming network data into real-time space utilisation insights – helping you understand exactly how your spaces are used and make data-driven decisions about layouts, pricing, and tenant services.

essensys Platform is a software-only solution that layers on top of your existing WiFi infrastructure. It provides enterprise authentication (WPA-2 Enterprise, 802.1x), centralised portfolio management, and captures anonymous device connectivity patterns to generate space utilisation analytics – all without requiring new hardware or sensors.

Yes. essensys Platform is hardware agnostic and works with your existing WiFi access points, switches, and network infrastructure. This software-only approach eliminates the need for expensive rip-and-replace projects, making deployment faster and more cost-effective than hardware-dependent WiFi solutions.

Traditional WiFi solutions only provide connectivity. essensys Platform delivers enterprise-grade WiFi plus space utilisation intelligence from network data. Unlike generic WiFi systems, it’s purpose-built for multi-tenant complexity, providing both seamless tenant experience and business insights that drive revenue optimisation and operational decisions.

essensys Platform captures real-time occupancy data, utilisation trends by time and location, zone mobility analysis, and peak usage patterns. You can view data by portfolio, site, floor, zone, tenant, or individual user – giving you granular insights into churn risks, which spaces perform well, which are underutilised, and where expansion or optimisation opportunities exist.

WiFi-based utilisation tracking provides high-fidelity occupancy data because it captures actual device usage rather than relying on motion sensors or manual check-ins. essensys Platform tracks when devices connect, how long they stay, and movement patterns between spaces – giving you a comprehensive, accurate view of real usage behaviour.

Yes. essensys Platform identifies churn risks early by detecting declining usage patterns, degrading digital experience scores, or behavioural changes that signal dissatisfaction. This early warning system allows you to address issues proactively – whether it’s poor WiFi performance, underutilised services, or changing space needs – before members decide to leave.

essensys Platform provides seamless WiFi access with unique user credentials (no shared passwords), automatic roaming across buildings without re-authentication, WPA-2 Enterprise security, and 802.1x authentication. Tenants get enterprise-grade connectivity that follows them across your entire portfolio – eliminating connection drops, security vulnerabilities, and the frustration of multiple WiFi networks.

Digital experience scoring quantifies WiFi and connectivity quality from users’ perspectives. The DX score combines multiple datasets including connection reliability, speed, dropout rates, latency, and issue frequency – giving you a measurable benchmark of experience quality. You can monitor DX across your portfolio, identify problem areas before tenants complain, and prove premium positioning with data.

essensys Platform includes centralised portfolio management, allowing you to monitor and control WiFi across all sites from one dashboard. You can automate WiFi onboarding/offboarding for new tenants and users, provision services instantly, deploy consistent digital experiences across every location, and manage network configurations remotely without site visits – making growth operationally simple.

essensys Platform offers an open API and pre-built integrations with leading flexible workspace software including CRM systems (for tenant management), billing platforms (for automated charging), tenant experience apps (for self-service), and workspace management systems (for unified operations). This allows you to incorporate WiFi management and utilisation data into existing workflows.

essensys and OfficeRnD recently announced a strategic partnership, enabling OfficeRnD Flex to be integrated with both essensys Platform and elumo.

Yes. essensys Platform uses enterprise-grade security including WPA-2 Enterprise, 802.1x authentication, and RADIUS protocols. We’re ISO 9001, ISO 27001, and SOC 2 compliant, meeting global standards for quality management, information security, and data protection. This ensures tenant data is protected and your operations meet regulatory requirements across different jurisdictions.

essensys Platform is specifically designed for coworking and flexible workspaces, offering enterprise-grade connectivity with unique user credentials, portfolio-wide management, and space utilisation intelligence. Unlike generic WiFi solutions built for single-tenant offices, essensys Platform handles multi-tenant complexity while providing data that helps operators optimise space allocation and increase revenue per square foot.

Network Manager is an add-on module for essensys Platform that provides software-controlled network infrastructure management for flexible workspaces and office buildings. It allows you to remotely configure and manage switchports, floorports, and access points across your entire portfolio, while provisioning advanced network services (VLANs, dedicated bandwidth, public IPs, telephony) to tenants – all through software without manual configuration or site visits.

Network Manager is ideal for flexible workspace operators and office landlords who want centralised control over network infrastructure across multiple sites, need to provision advanced network services to tenants remotely, offer premium network add-ons as revenue generators, or want to reduce dependency on external IT support for routine network changes and service provisioning.

Network Manager requires an essensys Network Manager Appliance on-site to enable software-controlled infrastructure management. Once the appliance is deployed, you can manage your existing network equipment (switches, access points, ports) through the software interface without purchasing additional hardware or replacing functional equipment.

Network Manager enables you to provision private VLANs (for enhanced security through network segmentation), dedicated bandwidth (guaranteed internet speeds for performance-sensitive tenants), public IP addresses (for servers, VPNs, and applications requiring direct internet access), and telephony services – all delivered instantly through software without manual switch configuration.

Traditional network management requires manual switch configuration, on-site technicians for changes, separate tools for each vendor’s equipment, and technical expertise for service provisioning. Network Manager abstracts this complexity into software – allowing non-technical staff to provision services, make changes instantly from anywhere, and manage multi-vendor equipment from one interface.

Network Manager reduces IT costs by eliminating manual switch configuration labour, reducing or eliminating on-site technician visits for routine changes, enabling non-technical staff to provision services through intuitive software interfaces, preventing costly network misconfigurations through automated provisioning, and allowing one IT team to manage infrastructure across many sites efficiently.

Yes. Network Manager operates through essensys Platform, which is ISO 9001, ISO 27001, and SOC 2 compliant. The system provides enterprise-grade security controls, enables network segmentation for tenant isolation, and supports VLAN implementation for enhanced security – meeting compliance requirements for data protection and security management.

Private VLANs (Virtual Local Area Networks) create isolated network segments that enhance security by preventing unauthorised access between different parts of the network. Tenants need private VLANs when they handle sensitive data, have compliance requirements (healthcare, finance, legal), want enterprise-grade network security, or need to isolate their network traffic from other tenants in multi-tenant buildings.

Yes. Once an essensys firewall is deployed, Network Manager can control your existing switches, access points, and ports from most major vendors. The software layer provides a unified management interface regardless of the underlying hardware brands – eliminating the need to replace functional network equipment or maintain multiple vendor-specific management tools.

Digital experience (DX) refers to how seamlessly and reliably tenants can connect, work, and use technology in your spaces. It encompasses WiFi connectivity quality, meeting room booking and access ease, service provisioning speed, and the overall friction (or lack thereof) when using digital infrastructure. Great digital experience is almost invisible – technology just works without users thinking about it.

Modern flexible workspace members expect frictionless technology as a baseline – poor WiFi, clunky meeting room access, or unreliable connectivity drives them to competitors offering better digital experiences. In flexible workspace markets with high competition, digital experience becomes a key differentiator that impacts tenant satisfaction scores, renewal rates, referral likelihood, and your ability to charge premium pricing.

essensys delivers seamless WiFi connectivity with automatic roaming across your portfolio (no re-authentication), tap-to-access meeting rooms that work in under one second (eliminating booking friction), real-time service provisioning (instant fulfillment of tenant requests), and consistent experiences across all locations (standardised technology and workflows) – making your spaces feel effortless to use.

Common DX problems include shared WiFi passwords that compromise security and cause connection issues, frequent WiFi drops during video calls or client presentations, meeting room squatting by unauthorised users (causing booking conflicts), clunky multi-step booking processes that frustrate tenants, inconsistent experiences across different locations in a portfolio, and slow IT response times for service requests or technical issues.

Yes. essensys Platform includes digital experience (DX) scoring that quantifies connectivity and technology quality from tenants’ perspectives. The DX score combines connection reliability, speed, dropout frequency, latency, and more into a single measurable benchmark. You can monitor DX across your portfolio, compare performance between locations, identify degradation before members complain, and prove premium positioning with data.

WiFi quality directly correlates with tenant satisfaction because connectivity underlies almost all modern work activities – video calls, cloud applications, file sharing, and communication. Poor WiFi causes dropped calls, failed uploads, meeting disruptions, and productivity loss – all of which create frustration. Reliable, fast WiFi becomes an invisible enabler of work, while unreliable WiFi becomes a constant source of complaints and churn risk.

Good meeting room experience is characterised by: instant availability visibility (knowing which rooms are open), frictionless booking (reserving in seconds, not minutes), reliable access (getting in without hunting for keys or waiting for doors to unlock), fair usage (no squatters taking rooms without booking), and spontaneous access (ability to grab an empty room on-demand). Bad experiences involve the opposite of each.

elumo eliminates meeting room friction by providing real-time availability display at each door (LED light ring shows status), instant tap-to-book capability (book and access in under one second), integrated access control (only authorised users get in, preventing squatting), mobile wallet access (Apple Wallet and Google Wallet), and support for both advance and spontaneous bookings (flexibility for different work styles).

Not necessarily – each product delivers significant value independently. essensys Platform focuses on WiFi experience and space intelligence, while elumo handles meeting room booking and access. However, using both creates the most comprehensive digital experience: seamless connectivity throughout your spaces plus frictionless meeting room usage. Many operators start with whichever solves their biggest pain point, then add the other as they see results.

Digital experience creates competitive advantage by becoming a differentiator in markets where physical space is commoditised. When multiple operators offer similar locations and amenities, the one with seamless WiFi, frictionless meeting rooms, and invisible technology wins tenant preference. This advantage compounds over time through reputation, referrals, and the ability to retain high-value tenants who prioritise experience quality.

Technology increases flexible workspace revenue by capturing bookings traditional systems miss (spontaneous demand at meeting rooms), eliminating revenue loss from unauthorised usage (room squatting), enabling monetisation of underutilised spaces (converting empty offices to bookable rooms), offering premium network services as add-ons (VLANs, dedicated bandwidth, public IPs), and providing utilisation data to optimise pricing based on actual demand patterns.

Revenue loss from meeting room squatting varies by location but typically totals thousands monthly. When meeting rooms lack integrated access control, unauthorised users occupy rooms without booking or paying – creating both direct revenue loss (unbilled usage, potentially 20-40% of actual usage) and indirect loss (legitimate booking attempts turned away because rooms appear occupied, reducing tenant satisfaction and future booking attempts).

Yes. elumo makes it simple to convert vacant offices (waiting for new tenants), underused huddle areas, quiet corners, or any private space into bookable, revenue-generating meeting rooms. Install elumo hardware in hours, configure pricing and availability in the software, and you’ve created new bookable inventory. Scale meeting room capacity up during busy periods or down during quiet times – turning every square foot into a potential profit centre.

essensys Platform’s utilisation insights help you identify underused spaces that could be reconfigured or repriced (capturing untapped revenue potential), high-demand areas where you can increase pricing without losing bookings (price optimisation), tenant usage patterns indicating readiness for upsells or larger space commitments (expansion revenue), and declining usage patterns signalling churn risk (protecting existing revenue through early intervention).

ROI calculation for elumo includes: increased booking revenue (X% increase × average room rate × number of rooms), recovered squatting revenue (estimated unbilled usage × average rate), reduced operational costs (hours saved on conflict resolution and manual access management × staff cost), and improved retention value (better meeting room experience reduces churn risk). We expect most operators achieve positive ROI within weeks or months, with ongoing revenue uplift continuing indefinitely.

Use utilisation data to implement data-driven pricing: charge premium rates during peak hours (when demand data shows high utilisation), offer discounted rates during low-demand periods (to increase utilisation without cannibalising peak revenue), price by room features and amenities (larger rooms or those with video conferencing command higher rates), and create tiered packages (included credits for members, pay-per-use for guests). Dynamic pricing based on actual demand patterns typically increases revenue compared to flat pricing.

Calculate opportunity cost by: (number of hours rooms sit empty during business hours) × (your standard hourly rate) × (percentage you could reasonably fill with better booking tools) = annual lost revenue. For example, 10 meeting rooms empty 40% of the time (16 hours/week each) × $30/hour × 30% capture rate = $74,880 annual opportunity cost. elumo typically captures this lost opportunity through spontaneous bookings and squatter elimination.

Yes. essensys Platform’s utilisation data informs space allocation by showing which areas generate highest revenue per square foot (guiding expansion or contraction decisions), which room sizes and types are in highest demand (informing fit-out priorities), which members use which spaces most (supporting lease conversations and upsells), and how usage patterns vary by time of day or season (enabling dynamic space allocation strategies).

Eliminating room squatting creates both direct and indirect revenue impact. For cash-based meeting room bookings, the revenue impact is direct – capturing previously unbilled usage and spontaneous demand results in more bookings, more billings, more revenue. For credit-based meeting room bookings, revenue is impacted indirectly – for example, through upselling higher credit packages, proving the value of these spaces to members resulting in higher lease rates, or reducing churn.

Other factors driving revenue impact include: increased legitimate bookings (rooms showing accurate availability leads to more successful booking attempts), improved member satisfaction (less frustration from finding rooms occupied despite availability), reduced operational costs (staff time spent on conflict resolution), and better data quality (understanding true demand when squatting is eliminated).

Revenue optimisation focuses on increasing income from existing assets (capturing more bookings, monetizing empty spaces, selling premium services, optimising pricing) rather than reducing expenses. While cost cutting has limits (you can only reduce so much before impacting quality), revenue optimisation has significant upside – especially in flexible workspaces where many revenue opportunities go uncaptured due to operational limitations or lack of data.

Space intelligence refers to data-driven insights about how your workspaces are actually used – including real-time occupancy patterns, utilisation trends over time, tenant behaviour and preferences, peak demand periods, space performance metrics, and digital experience quality. It transforms raw data from WiFi networks, booking systems, and access control into actionable business information that drives revenue optimisation, space planning, and operational decisions.

Space intelligence replaces guesswork with evidence for critical business decisions: which spaces to expand or reduce (capital allocation), how to price different areas and times (revenue optimisation), when tenants show churn risk signals (retention strategy), which amenities drive highest satisfaction (investment priorities), and how to optimise layouts for actual usage patterns (space planning). Without data, operators make million-dollar decisions based on intuition and incomplete information.

essensys Platform captures utilisation data through WiFi network activity without requiring additional sensors or hardware. As devices connect to your network, the system tracks connectivity patterns – when devices connect, how long they stay, which areas they use, and movement patterns between spaces. This provides high-fidelity occupancy data at user, tenant, zone, and portfolio levels without installation complexity.

WiFi-based tracking reveals: which spaces have highest occupancy and when (demand patterns), how long people actually spend in different areas (dwell time and engagement), which tenants use which spaces most frequently (behaviour patterns), how traffic flows between areas throughout the day (mobility patterns), which zones are consistently underutilised (optimitation opportunities), and how usage patterns differ by day of week or season (planning insights).

WiFi-based tracking provides higher accuracy than motion sensors for actual space usage because it captures device connectivity (indicating work activity) rather than just physical presence. Motion sensors can’t distinguish between someone working and someone passing through, can miss stationary users, and don’t provide user or tenant attribution. WiFi tracking shows who’s using spaces, for how long, and for what purposes – giving you actionable business intelligence, not just presence detection.

Yes. essensys Platform identifies churn risk signals through declining usage patterns (tenant using space less frequently over time), degrading digital experience scores (connectivity quality deteriorating), changed behaviour patterns (shift from regular to sporadic usage), and comparative utilisation (tenant using significantly less than similar organisations). These early warning signals allow you to reach out proactively – addressing issues, offering support, or discussing right-sizing – before tenants decide to leave.

Digital experience (DX) scoring in essensys Platform quantifies connectivity and technology quality from tenants’ perspectives by combining connection reliability, speed performance, dropout frequency, latency measurements, and more into a single measurable score (0-100 scale). DX scoring matters because it provides objective measurement of experience quality, enables benchmarking across locations, identifies problems before tenant complaints, and justifies premium positioning with measurable superiority.

Occupancy tracking answers “how many people are in a space right now” (point-in-time headcount). Space utilisation answers “how is this space used over time, by whom, for what purposes, and what does this mean for business decisions” (actionable business insights). Space utilisation provides context, trends, attribution, and decision-making value that simple occupancy numbers cannot deliver.

Yes. Space intelligence supports marketing and sales by providing proof points for premium positioning (measurable experience quality vs. competitors), demonstrating space availability and demand in prospect conversations (scarcity messaging), showing actual tenant success stories through utilisation metrics (case study evidence), and identifying which amenities drive highest engagement (feature emphasis in marketing). Data-driven marketing outperforms generic claims.

Review frequency depends on the metric and use case: real-time monitoring for operational issues and digital experience problems (continuous), weekly reviews of utilisation trends and booking patterns (tactical adjustments), monthly analysis of tenant behaviour and churn risk indicators (retention strategy), and quarterly deep-dives on portfolio performance and investment priorities (strategic planning). essensys Platform provides dashboards for all timeframes.

No vendor lock-in means you maintain freedom to choose your own tools, platforms, and partners without being forced into a closed ecosystem or proprietary integrations. essensys products offer open APIs, support integrations with other platforms, allow data export and portability, and work alongside (not requiring replacement of) existing systems – giving you full control over your tech stack evolution without being trapped in a single vendor’s roadmap or pricing.

An open API (Application Programming Interface) allows essensys products to communicate with any other software system, enabling you to: build custom integrations specific to your business needs, automate workflows between different platforms, create unique member experiences by combining multiple tools, access and analyse data across systems, and future-proof your tech stack by maintaining flexibility to add new tools as needs evolve – without being limited to pre-approved vendor partnerships.

Yes. essensys offers some pre-built integrations with leading flexible workspace and tenant experience software providers, including OfficeRnD. These integrations support workflows such as automated user WiFi provisioning (new users get WiFi access immediately), and bookings and access synchronisation (bookings data flows between platforms and access permissions are automatically granted).

Where pre-built integrations don’t exist, essensys’ open API can be used to create a custom integration.

Yes. essensys Platform is a software-only, hardware-agnostic solution that works with your existing WiFi access points, switches, and network equipment from most major vendors (Cisco, Aruba, Ruckus, Meraki, etc.). This eliminates expensive rip-and-replace projects, enables faster deployment (no hardware procurement and installation delays), and preserves your existing infrastructure investment while adding enterprise capabilities and intelligence.

Yes. elumo can operate as a standalone end-to-end solution (handling all booking and access) or integrate with your existing booking platform to add real-time, tap-to-access capability that traditional systems lack. This integration flexibility allows you to enhance your current system without replacing workflows your team and tenants already use and understand.

elumo also works with most existing electronic locks (such as Maglocks or Strike locks), so if your meeting rooms already have these installed, there’s no need to replace your existing lock setup.

essensys specialises deeply in digital experience (WiFi, space booking, access control, insights, network services) rather than trying to do everything. This allows best-in-class capabilities in our focus areas while integrating with your chosen platforms for CRM, billing, community management, etc. The approach gives you flexibility to select best-of-breed tools for each function while essensys ensures they work together through integrations – versus being locked into one vendor’s vision for every function.