Let’s be honest—today’s workplaces are complex. Hybrid schedules, shared spaces, and evolving employee expectations are just some of the challenges. Whether you’re booking a desk, managing the space, or ensuring services run smoothly behind the scenes, you need a workplace experience software that actually works.

That’s where GemEx comes in. It’s not just a platform—it’s the workplace sidekick your teams didn’t know they needed. In this blog, we’re taking you inside a typical day from three different perspectives: the hybrid employee, the booking admin, and the services admin and how software is streamlining their workday. Spoiler alert: they all get what they need, when they need it—without the hassle.

Meet Sarah – The Hybrid Employee

Sarah’s a senior manager at a global financial firm, splitting her time between home and the office. When she’s heading in, she likes to plan ahead so her day runs smoothly—and with GemEx, a hybrid workplace solution, that’s easy.

Before she even leaves the house, Sarah opens the GemEx App on her phone or logs into the Web App on her laptop to:

🪑 Book a desk near her team
📅 Reserve a meeting room for her 11 AM strategy session
🗄️ Secure a locker to safely store her laptop
🚗 Grab a parking space so she’s not circling the lot

If she needs extras—like catering or AV equipment—she can add them directly to her bookings. And if she’s too busy, her Executive Assistant can book on her behalf.

She also adds attendees to her meetings and notes how many will be joining in person. Plus, by tagging her booking with “Client,” the Booking Admin knows exactly what kind of session she’s planning.

When Sarah arrives at the office:

📍 She’s automatically checked in thanks to location-based detection
🔐 She taps to unlock her personal locker
💳 Her services are charged to the right place using a validated Engagement Code

No queues. No back-and-forth emails. Just a frictionless start to a productive day.

Meet Tom – The Booking Admin

Tom’s the go-to person for managing space at the global financial firm’s busy office. With so many teams, meetings, and visitors coming through daily, he needs oversight—and flexibility. That’s exactly what GemEx gives him. As a booking admin, Tom needs a hybrid workplace solution to get a clear overview of all room bookings and service requests.

At the start of his day, Tom gets an automated GemEx report that gives him a snapshot of the day ahead: room bookings, service requests, and what’s happening where. It means he’s never caught off guard.

Throughout the day, Tom uses the Booking Manager to:

🗂 Get a bird’s-eye view of bookings across all meeting rooms
🔄 Move bookings around to accommodate changing priorities
✅ Review and approve room bookings to make sure they’re happening in the right spaces
🔍 Use Booking Search to quickly find and update bookings for users
📖 Keep track of Booking Types so he knows what kinds of meetings are happening where
🧾 Create scheduled reports to keep service teams in the loop
🛠 Access audit logs to troubleshoot booking issues quickly

Whether it’s a last-minute change to a client space or confirming AV setup for a boardroom meeting, Tom has the visibility and tools to make sure everything runs like clockwork.

Meet Mia – The Services Admin

Mia manages workplace services—and that includes everything from catering and AV to cleaning and facilities management. Her job is to make sure every service request is handled efficiently, no matter how busy things get. With GemEx, she doesn’t just keep up—she stays ahead.

Each morning, Mia checks the Service Requests dashboard in GemEx platform to see what’s come in overnight. From there, she gets to work:

📥 Monitors new service requests, updating statuses as tasks move along
💬 Adds comments to requests so every team is across the details—like dietary needs or AV preferences
📅 Creates scheduled reports so teams know what’s coming up for the week ahead
📖 Manages menus so employees can easily browse what’s available in the app—from lunch options to event catering
🛑 Keeps services up to date, ensuring the live portal reflects the real-time status of every task
🚗 Generates parking space reports so security can verify who’s due onsite

Everything Mia needs is in one place. No endless email chains. No double bookings. Just clear, streamlined service delivery.

So… Why Does Having a Workplace Software Which Streamlines the Workday Matter?

Because your workplace isn’t just a building—it’s an ecosystem. And the people using it every day need tools that actually help them, not slow them down. With GemEx, you’re giving your teams more than just bookings or data. You’re giving them better workdays.

✔️ For HR and C-Suite: Happier, more engaged employees
✔️ For Facilities: Smarter use of space, less wasted time
✔️ For IT: Fewer tickets, better integrations
✔️ For Everyone: A workplace that just works

Want to see these journeys in action?

Book a demo or Download our Ultimate Hybrid Working Playbook.