Gaia Workspace 2026: Benefits, Features & Pricing

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Overview
Pricing and Plans
Features
Integrations
User Reviews

Overview

Gaia Workspace

4.7

(24)

Pricing

Pricing available upon request

About Gaia Workspace

Gaia Workspace is a flexible workspace management solution, featuring visitor management, room & desk booking, external booking, office car parking, approval, and analytics. Gaia streamlines your workplace scheduling and keeps your work productive and efficient.

Gaia Workspace Screenshots

Gaia Workspace Pricing and Plans

Starting price: Connect with an advisor for pricing

Free Trial

Free Version

Basic

Pricing available upon request

No plan information available

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Gaia Workspace Features

Popular features found in Meeting Room Booking System
Digital Signage
Internal Meetings
Multi-Location
Online Booking
Utilization Reporting
Visitor Management
More features of Gaia Workspace
Active Directory Integration
Availability Indicator
Availability Management
Booking Management
Calendar Management
Calendar Sync
Categorization/Grouping
Contact Management
Customizable Templates
Desk Availability Schedule
Desk Reservation
Drag & Drop
Email Reminders
Employee Directory
Event Calendar
Event Scheduling
Floor Plans & Maps
For Offices
Group Scheduling
Hot Desking
iCalendar Support
Meeting Management
Meeting Room Booking
Microsoft Outlook Integration
Mobile Access
Multi-Language
Occupancy Management
Parking Management
Reservations Management
Resource Allocation & Planning
Resource Management
Room Availability Schedule
Room Booking
Search/Filter
Self Service Portal
Single Sign On
Space Reservation
SSL Security
Third Party Booking
Usage Tracking/Analytics
User Management
Visitor Tracking
Visual Analytics

Gaia Workspace Integrations

Microsoft Outlook

Google Calendar

Gaia Workspace User Reviews

Overall Rating

4.7

Ratings Breakdown

71%

29%

Secondary Ratings

Ease of Use

4.7

Value for money

4.8

Customer support

5.0

Functionality

4.5

MD Abu K.

Verified reviewer

Education Management

201-500 employees

Used monthly for less than 12 months

Review source

Reviewed June 2022

One-stop solution for planning meeting online

Overall, we are very satisfied with the service they provided to us.

Ratings Breakdown

Ease of use

Value for money

Customer support

Functionality

Pros:

Gaia has lots of things to offer. We have just used the meeting planning & space arrangement service from them. They have curated the perfect space for our meeting & make a beautiful meeting room for us. We can plan the meeting ahead. They provide updates on the event planning through notification. Both the client & our member were satisfied with the way to deal the matter for us. They are providing time-saving services & helping corporations to make complex tasks simple.

Cons:

We have basically used a portion of the software. We have found that it is capable with more options to offer. We are satisfied with the service we have received in-room management for meeting.

Vendor Response

We are sorry that you are not fully satisfied with your experience. We are happy to hear more and improve our solution.

Replied July 2022

Mark T.

Verified reviewer

Primary/ Secondary Education

1001-5000 employees

Used weekly for less than 6 months

Review source

Reviewed July 2022

Easy to Set Up and Use

It has been very easy transition to Gaia Workspace. The support from the team has been amazing. They have worked with us every step of the way to ensure the product works the way we need it to. They are quick to respond and have made a great looking, easy to use product.

Ratings Breakdown

Ease of use

Value for money

Customer support

Functionality

Pros:

Setting up the software has been very easy, and while our IT team would have to manage our previous room booking software, It is easy enough to manage recourses that someone onsite would be able to handle it no problem.

Cons:

We've struggled to find any meeting room booking software that meets our needs entirely, and with the product being relatively new there were some things missing initially.

Reasons for choosing Gaia Workspace

They were eager to work with us to make the product function like we needed it to and they were very competitively priced.

Reasons for switching to Gaia Workspace

Price

Vendor Response

Hello Mark, we are sorry that we didn't fully meet your needs. If you have more to share, we are happy to schedule a time with you.

Replied July 2022

Patricia L.

Verified reviewer

Government Administration

2-10 employees

Used daily for less than 2 years

Review source

Reviewed March 2022

Gaia - Quick, Easy and Reliable

Implementation team was knowledgeable, easy to work with and open to feedback. No negative feedback from staff or visitors - everyone quite likes the software.

Ratings Breakdown

Ease of use

Value for money

Customer support

Functionality

Pros:

The software was quickly implemented, easy to administer and easy for staff of all technical abilities to use. Visitors were fond of the QR code access to the wellness check-in process.

Cons:

Not able to send an email to admin to remind them to check on status of staff entries - would like that daily or an emailed exception report to use. Data is available in the software - no push of the data.

Reasons for choosing Gaia Workspace

Wanted to support local talent.

Vendor Response

Hello Patricia, I am sorry that you weren't completely satisfied with your experience. We appreciate your feedback. If there is anything else you want to share, we are happy to schedule a time with you.

Replied July 2022

Qurat A.

Verified reviewer

Non-Profit Organization Management

2-10 employees

Used monthly for less than 6 months

Review source

Reviewed November 2024

Usage of Gaia workspace first time

Ratings Breakdown

Ease of use

Value for money

Customer support

Functionality

Pros:

Its easy to use. It takes time but once you understand this software its easy to use.

Cons:

It takes little bit more time understand each and every feature

Jane B.

Verified reviewer

Hospitality

2-10 employees

Used daily for free trial

Review source

Reviewed June 2024

A very positive experience

I highly recommend it to anyone looking to streamline their office operations and enhance their productivity.

Ratings Breakdown

Ease of use

Value for money

Customer support

Functionality

Pros:

It was intuative and easy to use. The onboarding was very thorough and super-helpful.

Cons:

As it turned-out, it was overkill for what I needed for my tiny boutique space. Would be great for a larger business.

Vendor Response

Thanks for your good review. We will improve UI/UX to another level soon.

Replied June 2024

Nusaibah H.

Verified reviewer

Education Management

11-50 employees

Used daily for less than 6 months

Review source

Reviewed September 2021

A must have & one-stop workspace solution! Customizable, functional and user-friendly!

Ratings Breakdown

Ease of use

Value for money

Customer support

Functionality

Pros:

Set-up was quick and easy. The software seamlessly integrated with our processes. It is user-friendly and very functional. The platform is aesthetically pleasing and interactive too. Administrators can control user approvals and monitor or cancel bookings for space/equipment/desks. Due to its high customizability, the software caters to every workspace scenario and requirement. It is also provides future-proofing since it anticipates future scenarios and provides solutions/features for them. The real-time updates do not lag or crash the system, but rather improve it without slowing it down or impeding operation. Customer service is always prompt and available to answer any queries. This truly is a one-stop workspace management solution.

Cons:

There is nothing to dislike about this software.

Vendor Response

Hello Nusaibah, I am happy to hear that you have a five-star experience with our solution. Thank you for choosing Gaia Workspace.

Replied July 2022

David P.

Verified reviewer

Non-Profit Organization Management

2-10 employees

Used daily for less than 6 months

Review source

Reviewed August 2023

Gaia Workspace helps non-profit organizations schedule their facilities

Ratings Breakdown

Ease of use

Value for money

Customer support

Functionality

Pros:

Excellent support and responsiveness to our needs. We have rooms used daily for meetings and social events in our non-profit housing complex by a variety of members who live in the facility and partner organizations who support our work. Different spaces require different approvals, have different equipment and configurations and some have restrictions on the number of times a single user or group can use them to ensure that more of our community can take advantage of the facilities. Not only can Gaia manage all these variables but it makes the overall process very easy to administer. We love the ability to customize our configurations, be able to show pictures of the spaces and integrate them with our website so that everyone can easily see our what we have to offer.

Cons:

The user interface is intuitive and easy to use on the administration side, but it takes some understanding of how to configure the settings. Thankfully, the Gaia Workspace team is available and very helpful in supporting us whenever there are questions or things that need to be adjusted.

Adrian M.

Verified reviewer

Food & Beverages

11-50 employees

Used daily for less than 6 months

Review source

Reviewed March 2022

Mississauga Food Bank Review

This has been a great tool for our newly rolled out hotel desk system, staff adjusting to not having a permanent station, but having the ease of booking a space has made this transition even more seamless. It is very easy to book a space, and staff has adjusted to the map view very well and have the spots all straight, especially after numbering all the stations.

Ratings Breakdown

Ease of use

Value for money

Customer support

Functionality

Pros:

We only use it for desk booking and so far, we have had great success with the software, and with integrating it within our workplace to the employees. The recent updates done have dealt with the most frequent questions I get, "when and where did I book"

Cons:

We were not able to receive confirmation emails for bookings when the software first rolled out, so this posed an issue if individuals forgot, and this did not seem very user efficient if no confirmation are sent. This has since been fixed, which is great.

Reasons for choosing Gaia Workspace

Canadian company, great price, and wonderful customer service

Vendor Response

Hi Adrian, we appreciate your review.

Replied July 2022

Verified

Reviewer

Non-Profit Organization Management

2-10 employees

Used daily for less than 6 months

Review source

Reviewed September 2021

Using Gaia Workplace at the Office - For Visitors & Staff

By using GaiaScreen/Gaia Workspace, we are able to keep our staff and visitors safe. It's simple & easy to use for everyone (visitors are either sent a link in advance to fill out or are able to use a QR code once they have arrived).

Ratings Breakdown

Ease of use

Value for money

Functionality

Pros:

Since I began work during the pandemic, I have used Gaia Workplace everyday - alongside my colleagues. It is wonderful to know that everyone is being screened when entering the workplace. It's just another added security to keep our business open and everyone safe. GaiaScreen is easy to use and takes less than a minute to complete. I also love that we're able to set it up for visitors - we run a few different programs/events so being able to screen everyone coming into our office beforehand adds another level of safety and peace-of-mind.

Cons:

The only con I can think of is that when doing updates, sometimes the Gaia Workplace email isn't sent and we aren't notified in advance of this. It would be good to know if there are issues before everyone starts coming into work and they haven't been able to screen.

Vendor Response

I am sorry that you weren't completely satisfied with your experience. We appreciate your feedback. If there is anything else you want to share, we are happy to schedule a time with you.

Replied July 2022

Hugo S.

Verified reviewer

Retail

2-10 employees

Used daily for less than 6 months

Review source

Reviewed February 2022

Best price / value you can get on any other app

They should improve the user-experience, but they have the correct mindset at least from the talk I had with them

Ratings Breakdown

Ease of use

Value for money

Customer support

Functionality

Pros:

Scheduling desks and spaces on a floorplan

Cons:

User-experience could be improved but overall really good product

Vendor Response

Hi Hugo, I am sorry that you weren't completely satisfied with your experience. We appreciate your feedback. If there is anything else you want to share, we are happy to schedule a time with you.

Replied July 2022

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