Overview.
A globally recognized educational institute, accredited by several external bodies (e.g. top ranking in global business education surveys), undertook a digital transformation of its newly opened educational facility in central London. This state-of-the-art teaching hub is located in a historic building and includes multiple seminar rooms, lecture theatres, a library, and various breakout spaces.
The challenge
Accessible insights to key areas whilst improving experience.
A total of 220 occupancy / utilization sensors were installed across education spaces (e.g. IT suites, library) and administrative areas. These sensors tracked space usage during core building hours, delivering real-time data for analytics and operational insight.
The project was executed over a four-week planning phase, which included detailed floorplan reviews and pre-installation specifications, followed by a two-day installation in time for the facility’s official launch.
To complement the core solution, two additional digital tools were implemented:
- A Desk Booking app with Single Sign-On functionality, allowing anyone with the institution’s domain access to view live space availability remotely.
- A Wayfinding Digital Signage screen in the reception area displaying live occupancy data and enabling wayfinding for users to easily locate available rooms or spaces.
All data was made accessible through a secure, cloud-based portal, offering dashboards that presented building-wide analytics, floor-specific occupancy trends, and high-demand area insights.
“The Freespace team delivered the project on time and within budget. The analytics package, linked to the sensors provided real-time insights to make informed decisions on building opening times, driving financial savings. Additionally, the introduction of the digital signage and app really improved the student experience.”
the outcomes
Delivering value through intelligent space management.
The implementation of this smart space solution delivered several benefits, including:
✅ Improved Student Experience.
Students could access real-time information about space availability, helping reduce time spent searching for rooms and allowing more focus on academic work.
✅ Enhanced Building Operations.
Occupancy data revealed an average 75% peak usage per floor, rising to 95% during high-demand periods. This informed adjustments to operational hours and enabled cost savings on utilities, security, and catering.
✅ Informed Procurement Decisions.
Data from IT suite usage supported more effective lifecycle planning for equipment replacement (e.g. choosing between PC and Mac based on usage), improving both efficiency and user satisfaction.
✅ Support for Hybrid Working.
Space utilization data allowed the institution to assess needs for permanent versus flexible workstations, resulting in a more efficient use of space and opportunities to repurpose underused areas.
