The problem
AP Ejendomme on Østbanegade is the administrator of a dynamic shared office space where several companies share facilities and resources under the same roof. Previously, coordinating the shared meeting rooms and welcoming guests required a lot of manual handling to ensure that all tenants felt prioritized. Without a centralized system, it was a challenge to create transparency across the different tenancies.
In the real estate and pension industry, professionalism and security are crucial when external guests and business partners visit the Nordhavn location. There is often a need for an accurate overview of who is in the building, while the booking process for common areas needs to run smoothly. Manual lists and ad hoc solutions for meeting bookings can quickly lead to double bookings and frustration among users.
The need arose for a unified digital platform that could tie the shared office space’s functions together and make daily life easier for both administrators and tenants. They were looking for a solution that could handle everything from guest arrival to ordering catering in one flow. The goal was to create a modern and professional setting that matched the exclusive surroundings on Østbanegade.
The solution
MyDesk has delivered a customized package consisting of guest registration, meeting room booking and MyDesk Planner to AP Ejendomme. For guest management, we have implemented our module together with digital E-ink guest cards, which are delivered in a stylish, black design without a logo. This anonymous design ensures that the cards can be used universally across all companies renting in the building, creating a consistent experience.
To optimize the utilization of shared facilities, we have rolled out our meeting room and catering module. Through MyDesk Planner, tenants now have a complete visual overview of available rooms across company boundaries, making planning much more intuitive. The system is also set up to handle food and beverage ordering directly at the time of booking, so everything is coordinated with the canteen or kitchen in advance.
The solution acts as a central link in the shared office space, where each tenant logs in and manages their own needs. By integrating these functions into MyDesk, AP Ejendomme has gained a tool that automates the flow from the guest’s arrival at the reception to the execution of the professional meeting inside the premises. This ensures smooth operations and logistical simplicity for the property administrators.
The result
The implementation of MyDesk’s solutions has given AP Ejendomme a significantly improved overview of the activities in their shared office space. Tenants have gained access to a user-friendly platform where they can independently view, book and share meeting resources without having to contact the administration. This has created a higher degree of transparency and fair utilization of the shared square meters on Østbanegade.
Guest registration with the elegant E-ink cards has elevated the professional reception, making guests feel welcome and seen from the moment they walk through the door. As the guest cards are neutral, they always match the visiting company, supporting the co-working space’s identity as a modern and flexible workplace. The security and overview of visitors is now always digitally accessible and up-to-date.
Everyday life has become significantly easier for both administrators and tenants, as incorrect bookings and oversights regarding catering are minimized through the automated flows. By gathering visitor management and resource planning in one system, AP Ejendomme has future-proofed their facilities and created a foundation for a smooth shared office culture. Collaboration and logistics across the many companies now run in a fixed and digital structure.
