Improving Workplace Experience with Archibus Workplace & Hoteling

by | Apr 27, 2026 | ARCHIBUS, Facilities Management

Workplace management has come a long way.

Most organizations today already support hybrid work through desk booking, room reservations, hoteling, and workplace apps. Employees can plan office days more flexibly, reserve shared spaces, and work in more agile environments than just a few years ago.

These tools have delivered real value. But in many organizations, there is still a gap between workplace experience and workplace management.

The issue is no longer whether organizations have workplace tools. The challenge is whether those tools are connected well enough to support reliable decisions and day-to-day operations.

Where workplace management still falls short

In many environments, workplace systems still operate in silos:

  • Booking tools are disconnected from core space data
  • Workplace apps are not fully integrated with HR systems and employee information
  • Occupancy activity is difficult to validate consistently
  • Workplace activity is not tied closely enough to operations and facilities workflows

As a result:

  • Employees see inconsistent availability
  • FM teams question the reliability of utilization data
  • Space planning decisions are delayed or based on partial information

The technology exists—but the ecosystem is often fragmented.

Understanding utilization

At the center of this challenge is utilization—how space is actually used, not just how it’s assigned.

Organizations look at utilization in different ways, including:

  • Booking and reservation activity
  • Badge swipes and access control
  • Wi-Fi or device presence
  • Sensors and other occupancy indicators

Each approach has advantages and limitations. The goal is not perfect measurement, but a more reliable understanding of how spaces are used over time.

Even partial visibility can help organizations:

  • Identify underused or overcrowded areas
  • Make more informed planning decisions
  • Align the workplace more closely with actual usage patterns rather than assumptions

Where Archibus changes the conversation

This is where Archibus by Eptura brings a different advantage.

As an IWMS platform, Archibus is designed to connect:

  • Space data
  • Workplace activity
  • Operations
  • Assets
  • Service requests
  • Occupancy and utilization information

Instead of separate workplace tools operating independently, Archibus provides a more integrated environment with a shared database and consistent workflows.

This allows organizations to:

  • Connect Workplace and Hoteling directly to space records
  • Align workplace activity with HR and operational data
  • Tie employee requests and service workflows to real locations
  • Use utilization data as part of broader planning and operational decisions

The result is not just a better booking experience—it is a more connected workplace ecosystem.

Beyond booking: connecting workplace and operations

One of the biggest missed opportunities in workplace management is the disconnect between employee activity and building operations.

For example:

  • A heavily used area may require different cleaning schedules
  • Hoteling activity may influence maintenance priorities
  • Workplace demand may affect future space allocations

When workplace systems are isolated, these relationships are difficult to see.

With Archibus acting as the central platform, workplace activity becomes part of a broader operational picture—not just a reservation transaction.

Improving the employee experience

Employees ultimately judge the workplace by whether it feels easy and reliable.

They expect:

  • Accurate availability
  • Easy reservations
  • Spaces that support different work styles
  • Fewer obstacles in planning office time
  • A better sense of connection with their teams and workplace community

When Workplace and Hoteling are properly integrated into the larger Archibus environment, the experience becomes more predictable and easier to trust.

And when employees trust the system, adoption improves.

A practical perspective

In our experience, most organizations do not need more workplace tools.

What they need is:

  • Better integration between existing systems
  • More reliable workplace and utilization data
  • A single platform connecting workplace, space, and operations

That is where Archibus can provide significant long-term value.

How Robotech helps

Robotech helps organizations connect workplace management with the broader FM and IWMS ecosystem by:

  • Positioning Archibus as the central workplace and space platform
  • Implementing Workplace and Hoteling around real operational workflows
  • Connecting workplace data with HR, operations, and facilities processes
  • Helping clients improve the quality and usability of utilization data

The goal is not just to deploy workplace tools—it is to create a workplace environment that is easier to manage, easier to use, and better connected across the organization.

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What’s Next for Archibus: Practical AI Enhancements

What’s Next for Archibus: Practical AI Enhancements

by | Apr 21, 2026 | ARCHIBUS, Facilities Management

Eptura has been investing heavily in AI across its platform, and that direction is now beginning to translate into practical enhancements for Archibus users.

Much of the public discussion around “Eptura AI” focuses on workplace apps. But for most organizations, the key question is: What’s actually changing in Archibus—and how will it help day-to-day work?

The direction: embedded, practical AI

Eptura’s overall direction is to embed AI directly into the system, often in the form of assistant-style capabilities.

The goal is to make Archibus by Eptura:

  • Easier to use
  • Less dependent on manual effort
  • More helpful in guiding decisions

Early capabilities already exist (such as smarter booking recommendations), but these are just the starting point.

What’s coming next in Archibus V.2026.01

In the next release planned for ~end of June, the initial focus appears to be on a few high-impact areas:

AI-assisted data analysis

Ask questions in natural language and receive guided insights from facility and asset data, helping reporting analysts and managers get answers without building reports from scratch.

Archibus Assistant for Data Analysis helps organizations move from static reporting to more intuitive, question‑driven insight. By enabling natural‑language queries against Archibus data and supporting flexible AI model integration, the assistant makes it easier for teams to explore portfolio metrics, evaluate scenarios, and access the information they need without waiting on custom reports or specialized expertise.

AI Work Request Summaries

Automatically summarize work request details with AI – including communications, attachments, and activity history so maintenance teams can understand issues faster and reduce time spent reviewing long request threads.

In addition, there are clear indications that:

  • AI-based summarization will expand into other areas with heavy text
  • AI-assisted work scheduling is being explored to reduce manual planning in maintenance operations

From our perspective, this focus makes sense, starting with areas where AI can immediately reduce manual effort and provide better base for making decisions.

What follows

Looking a bit further ahead, this is likely to expand into:

  • Broader AI-driven insights and trend analysis
    Helping organizations understand patterns across time and make better decisions
  • Assistant-style interaction within Archibus
    Allowing users to retrieve information and trigger actions more naturally
  • Deeper data integration
    Expanding analysis by connecting Archibus data with other enterprise systems

These capabilities will evolve as the underlying data access and API infrastructure continues to improve.

The Takeaway

AI in Archibus by Eptura is moving from concept to practical application.

The first wave is focused on real operational benefits:

  • Less time reviewing information
  • Faster access to key insights
  • Reduced manual effort in day-to-day tasks

How Robotech helps

We’re closely tracking these developments and helping clients:

  • Prepare their data for AI-driven features
  • Improve current workflows to take advantage of new capabilities
  • Identify where early adoption can deliver immediate value

 Looking ahead, AI enhancements are expected to positively impact every Archibus user.

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Making the CAD/Archibus Integration Work for Space Planning

Making the CAD/Archibus Integration Work for Space Planning

by | Apr 19, 2026 | ARCHIBUS, Facilities Management

Most organizations already connect AutoCAD or Revit to Archibus—but many don’t fully leverage it for effective space planning. The real value comes from how you use the integration in your day-to-day workflow to support planning decisions.

Integrating AutoCAD or Revit with Archibus is not new. Most organizations already have it in place. Yet space planning often still relies on manual updates, outdated layouts, or disconnected data.
The issue isn’t the integration—it’s how (or whether) it’s being used.

Where Things Break Down

Even with systems connected, we frequently see:

  • Floorplans updated, but not reflected in Archibus
  • Space data tracked outside the system
  • Reports based on incomplete or outdated information

The result: decisions are made on data that isn’t fully reliable—and often questioned.

What Actually Works

The value comes from a simple, consistent workflow:

  • Update drawings in AutoCAD/Revit
  • Push changes into Archibus
  • Validate and manage space data in Archibus
  • Use the master drawings & space database for planning and reporting

To go further, organizations can also leverage:

  • Archibus Master Space Planning for forecasting & planning
  • Move Management (including move scenarios) to support execution

Organizations that follow this approach consistently get accurate, usable space data, not just drawings.

Practical Advice

A few small steps make a big difference:

  • Define who owns drawings vs. space data
  • Standardize room names and key data fields
  • Avoid “shadow” spreadsheets
  • Establish regular update cycles
  • Run QA exception routines to validate accuracy
  • Maintain clear communication between CAFM and space planning teams

Without this discipline, systems naturally drift out of sync.

The Takeaway

You likely already have the tools. What’s often missing is the discipline to use them as part of a real workflow—not just a technical setup.

Organizations that get this right don’t just maintain drawings, they use space data to actively guide decisions.

How Robotech Helps

We focus on helping clients get more value from what they already have:

  • Tightening CAD/Revit–Archibus workflows
  • Aligning data standards
  • Simplifying update processes
  • Creating QA and exception routines to increase accuracy
  • Introducing additional Archibus and Autodesk tools where they add value
  • Training teams to rely on accurate space data

If your space data isn’t fully trusted, or isn’t being used for planning, it’s worth taking a closer look at the workflow behind it.

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Improving Scheduling and Document Control in Archibus

Improving Scheduling and Document Control in Archibus

by | Apr 19, 2026 | ARCHIBUS, Facilities Management

In Facilities Management, small gaps can quickly turn into larger problems—missed inspections, poorly coordinated vendor visits, or documents that are hard to locate when needed.

 Most organizations rely on a mix of shared calendars, emails, and file storage. It works—but not always reliably, especially as operations become more complex.

 What’s often missing is a system that connects schedules and documents directly to the facilities data behind them.

Bringing schedules into one place

 Facilities teams manage a wide range of activities—inspections, maintenance work, vendor visits, training sessions, and internal meetings.

When these are tracked across different calendars or individual schedules, it becomes difficult to maintain visibility and avoid conflicts.

Archibus Reservations, accessed through Archibus Workplace, provides a more centralized view of shared spaces and scheduled activities:

  • View reservations across rooms and shared areas
  • Check availability before confirming bookings
  • Set up recurring activities such as inspections or routine meetings

In practice, this helps reduce missed events and improves coordination across teams—especially in shared environments.

Working with calendars people already use

Scheduling challenges are often less about space and more about people.

Archibus Workplace can integrate with Microsoft 365 / Exchange, allowing teams to see attendee availability while booking space. However, this type of integration typically involves additional licensing, configuration, and coordination with IT—and may not be necessary for all organizations.

When implemented, it can help Facilities teams:

  • Schedule vendor visits and internal activities more efficiently
  • Reduce back-and-forth communication
  • Align space reservations with actual participant availability

Many organizations choose to phase this in or evaluate whether the added complexity and cost are justified for their workflows.

Managing documents where they belong

 Every FM activity depends on documents—floorplans, manuals, inspection reports, contracts, permits, photos, and more.

When these are stored across shared drives or email, it becomes difficult to know:

  • Which version is current
  • Where documents are located
  • Whether required information is complete

Archibus Document Management provides a more structured approach when properly configured, by linking documents directly to the records they support.

This allows organizations to, for example:

  • Attach maintenance manuals and warranty documents to equipment records
  • Link lease contracts and correspondence to property and lease records
  • Store inspection reports and photos with work requests or action items

The result is a clearer connection between activities and the documents that support them.

Bringing schedules and documents together

The real value becomes visible when scheduling and document control are aligned.

For example:

  • An inspection can be scheduled and tied to a specific space or asset
  • Supporting documents and past reports are readily accessible
  • Recurring activities follow a consistent structure over time

In this setup, teams spend less time searching and more time managing operations.

It also improves readiness for audits and internal reviews, where most relevant information is available in one place.

A Practical Perspective

Most organizations already have tools to manage schedules and documents—but they are often used separately.

Archibus can bring these pieces together when configured as part of a coordinated workflow—linking people, spaces, activities, and documents in a single system.

The benefit is not just better organization, but more reliable day-to-day operations.

How Robotech Helps

We help organizations configure Archibus around real-world workflows:

  • Aligning Reservations and Workplace with how teams actually schedule activities
  • Setting up calendar integration with Microsoft 365 where appropriate
  • Structuring Document Management to support compliance and daily use
  • Training teams to rely less on email and disconnected storage

 

The goal is straightforward: make scheduling and document control easier, more reliable, and easier to manage.

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Making Hybrid Work: How Archibus and Smart FM Keep Your Workplace Future‑Ready

Making Hybrid Work: How Archibus and Smart FM Keep Your Workplace Future‑Ready

by | Mar 31, 2026 | ARCHIBUS, Facilities Management

Hybrid work can be a long-term advantage when it is intentional, well-structured, and supported by the right digital tools—and Robotech helps organizations build exactly that foundation with Archibus at the core of their facilities management strategy. For companies managing offices, campuses, hospitals, or distributed portfolios, hybrid work is an opportunity to improve collaboration, reduce real estate waste, and create a better employee experience—provided they can clearly see how space is used and respond quickly as needs change.

Why hybrid work still matters

Hybrid work is no longer a temporary response to disruption; it is becoming a permanent operating model that can strengthen organizational health when designed thoughtfully. Organizations that deliberately define how and where work happens often see better clarity, stronger culture, and more engaged teams compared with ad‑hoc arrangements. For facilities, workplace, and real estate leaders, this means treating the workplace like a dynamic asset—continually tuned to support people and teams, not a fixed layout that slowly falls out of sync with how work is actually done.

Six priorities for healthy hybrid work

Organizations that thrive with hybrid work tend to follow six core practices.

  • Remove ambiguity about working practices: Clearly define who works where and when, set expectations for in‑person versus remote work, and make it easy to understand how to use space—from hot-desking to team neighborhoods to collaboration zones.

  • Reset performance expectations: Move away from equating “being in the office” with productivity and instead measure teams on outcomes, ensuring remote and on-site staff are evaluated consistently.

  • Be transparent: Create a single, accessible “source of truth” for policies, booking rules, and workplace standards so everyone knows how to navigate the hybrid environment.

  • Be purposeful about where people work: Reserve in-person time for “moments that matter”—strategy sessions, kickoff meetings, onboarding—while carefully enabling focused, individual work wherever it happens best.

  • Foster trust and support: Build a culture where people feel supported regardless of location, with leaders modeling flexibility and using the workplace to enable, not police, work.

  • Test and learn: Treat hybrid work as an evolving model, using space utilization data, employee feedback, and facilities metrics to refine policies and layouts over time.

These principles apply whether you are a traditional Robotech client or an organization in another industry that still needs to manage a complex mix of people, places, and assets.

How Archibus supports hybrid workplaces

A major challenge in hybrid work is understanding how your physical space is actually used—who needs to be on-site, when they come in, and what kind of workspaces they need. With rising rent and operating costs, underused floors, desks, and meeting rooms represent a significant, ongoing drain on resources. Archibus addresses this by providing an integrated workplace and facility management platform that connects space inventory, floor plans, occupancy, services, and maintenance in one place, giving you the visibility needed to support hybrid work with confidence.

Using Archibus, organizations can:

  • Track space utilization in detail: Monitor occupancy and usage by building, floor, department, or team to reveal underutilized zones and identify opportunities to consolidate or repurpose space.

  • Align seating with hybrid schedules: Design neighborhoods and seating plans that reflect hybrid patterns, ensuring that the right mix of desks, focus rooms, and collaboration spaces is available on the days people choose to be on-site.

  • Manage moves and reconfigurations efficiently: Coordinate move, add, and change projects as policies evolve, keeping floor plans, headcounts, and work orders synchronized in a single system.

  • Streamline workplace services: Integrate work requests, maintenance, and workplace services with space data so the facilities team can respond quickly to how hybrid work is reshaping demand across your portfolio.

Because Archibus serves a wide range of sectors—corporate offices, higher education, healthcare, government, and beyond—these capabilities help both traditional facilities groups and newer workplace strategy teams design environments that remain flexible and efficient as hybrid work matures.

How Robotech helps you make hybrid work

Robotech CAD Solutions sits at the intersection of facilities management, workplace strategy, and digital transformation. As a long-standing Archibus partner, Robotech doesn’t just deploy software; it helps organizations translate hybrid-work goals into a practical, data-driven FM and workplace model built on Archibus.

Robotech can help your organization:

  • Assess your current workplace and space utilization: Using Archibus, Robotech works with you to analyze how your portfolio is used today, highlighting underused areas, capacity constraints, and scenarios for hybrid seating and scheduling.

  • Design and implement a hybrid-ready FM platform: Robotech configures Archibus modules—such as space management, moves, workplace services, and mobile tools—to support your policies, processes, and reporting needs.

  • Train facilities and workplace teams: Through targeted Archibus training, Robotech enables your staff to own day-to-day operations, from updating floor plans to managing service requests and tracking occupancy trends.

  • Support continuous optimization: Robotech helps you build dashboards, reporting, and feedback loops so you can “test and learn” over time—adjusting layouts, policies, and service levels as hybrid work patterns evolve.

Whether you are already using Archibus or exploring how to better support hybrid work across your facilities portfolio, Robotech’s mission is to help you create a flexible, data-informed workplace strategy that benefits both your organization and your people.

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New Archibus Release v.2025.02 Partner Preview (Beta release)

New Archibus Release v.2025.02 Partner Preview (Beta release)

by | Nov 18, 2025 | ARCHIBUS, Facilities Management

Eptura has just announced the v.2025.02 Partner Preview (Beta) release, with the official release slated for this December.

New enhancements

  • Fresh Look & Feel – New Archibus logo and modern UI styling across the platform.
  • Onsite Condition Assessments – New Condition Assessment module.
  • Workplace Team Day Bookings & Room Arrangements – Team managers can book for entire teams. Reserve any room arrangements and configurations.
  • Space Neighborhoods – Introducing neighborhoods
  • SmartClient Publishing Updates - SmartClient uses APIs to publish floorplans
  • Platform Updates – Upgraded to Spring Framework 6.1, Tomcat 10 support, and Outlook/Exchange integration via Graph API.

 

More details

WebCentral

Brand & User Experience

  • New Archibus Logo – Updated branding for a modern look.
  • UI Enhancements – Refreshed styling across the entire product for a cleaner, more intuitive experience and aligned with the Eptura styling.
  • Floorplan Viewer –  Improved loading messages, updated icons, and enhanced usability.

WebCentral & System Administration

  • Login Activity Report – Administrators can now access reports of Web Central user login activity.

Government Solutions

  • SmartClient Integration – Floorplans are now published to the enterprise graphics folder via REST APIs (replacing SFTP).
  • Secure File Upload – System Administrators can upload files and documents directly to the in-boundary folder from the Web Central UI.

Platform Core

  • Framework Upgrade – Upgraded to Spring Framework 6.1.
  • Server Compatibility – Archibus v.2025.02 is upgraded to Tomcat 10. It’s does not support Tomcat 9 anymore.

Workplace

  • Team Day – Team managers can view team calendars, book for the entire team, and define ad-hoc teams.
  • Room Arrangements – Book meeting spaces with alternative room setups beyond the default configuration.

Outlook Plug-Ins

  • Graph API Migration – Outlook and Exchange integration now uses Microsoft Graph API.
  • Enhanced Room Arrangement Support – Multiple default arrangement types supported via the Outlook web add-in.

Space

  • Neighborhoods – Introduced the concept of neighborhoods in the Space Occupancy application.
  • Organizational Hierarchies – Improved drag-and-drop functionality, sorting, and interaction for defining organizational structures—paving the way for unlimited hierarchy support in future releases.

BIM Viewer

  • Platform Upgrade – Updated to Autodesk Platform Services v7.109.2 for improved stability and cache-clearing capabilities.
  • Trace BIM Systems – Enhanced filtering, highlighting, and user interaction for asset systems.

Maintenance

  • Service Desk Details – Questionnaire responses now displayed in work request details.
  • Bulk Operations – Streamlined bulk issuing and scheduling for large volumes of work requests.

Onsite

  • Condition Assessment Module – Field assessors can now complete assessment items directly.Equipment Enhancements – Search and display equipment descriptions; view previous measurement data via checklist questions.

SmartClient & Autodesk Integrations

  • REST API Publishing – SmartClient now publishes floorplans to the enterprise graphics folder via REST APIs (replacing SFTP).

 

Beta package and access

This Beta release is feature complete but is not tested nor considered stable nor for production use. It provides an early preview of features and database schema changes so Business Partners can plan their future sales and account management efforts.

Available for download from FTP are the following files:

  1. WebCentral v.2025.02 Partner Preview (Beta) WAR file
  2. SmartClient v.2025.02 Partner Preview (Beta) WAR file
  3. v.2025.02 Beta HQ and Schema, and sample databases (MSSQL)
  4. Demo license

You may access the Partner Preview (Beta) by downloading and deploying on your premises, or you may access the SaaS version at 

https://bpdemo.archibus.cloud.

Next steps

The product and engineering teams continue to work on finalizing the v.2025.02 release for the next weeks, tentatively targeting December for the official release.

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