Customer story
How Design Offices got 250 hours a year back
Germany's largest flexible workspace operator sells meeting and event space out of 50 locations across 15 cities. Every rule behind the result was written by its own team.
About
Design Offices is Germany's largest flexible workspace operator, selling meeting and conference space out of 50 locations.
Segment
Flexible workspace operator
Region live
Germany
Portfolio
50 locations across 15 cities, 260,000 m²
Systems
Microsoft Dynamics
Deployment
hivr.ai implemented end-to-end
The challenge
Requests arriving hour by hour
A corporate customer sends a request for a workshop for forty people in Munich in six weeks, with catering and a specific setup, comparing two or three providers. Someone reads it, checks what is free, prices it, writes the proposal and follows it up. Then does it again an hour later, for a different city, from a different channel. Across 50 locations that is the same job a sales and catering team does, spread over fifteen cities instead of one building.
The solution
Rules the team writes and maintains
Requests from every connected channel land in one place, classified on arrival and routed to the right location. Space, F&B and AV are priced from the team's own rules, including minimum revenue per room per day and demand-level pricing, then assembled into a branded proposal. Classifications are written in plain language, so when the offer changes the team changes the rule the same afternoon.
The results
Not another AI pilot. Business value, delivered.
250 hrs
SAVED EVERY YEAR
Reading and re-keying removed. Measured across the meeting and event sales team.
+$172K
ADDED REVENUE
Recovered room hire and ancillaries. From minimum-revenue thresholds the team sets.
50
LOCATIONS LIVE
Across 15 German cities. One central process, pricing resolved per site.
Four products, fifty locations
Design Offices sells four things out of each location: office space, coworking, meeting rooms and conference space. The last two carry a full request-to-proposal chain, at a volume no central team can work by hand.
Demand for meetings and events had scaled well past what that team could answer. Adding headcount in step with volume was not the answer either, because the economics of flexible workspace do not carry the same margin per event. The process itself had to get faster and cheaper, not bigger.
In flex space, the worry was dependency
A workspace operator changes its offer constantly: new locations, new packages, new pricing, seasonal catering. If every change to an automated process needs a support ticket and a two-week wait, the automation becomes a handbrake and the team stops trusting it.
So the rules behind both results were set up by Design Offices' own team, not by hivr.ai. Pricing, minimum revenue per room per day, demand levels, and packages combining F&B and AV are all configuration. That ownership is why the revenue number exists at all: thresholds recover room hire that used to be discounted away, and packaging keeps ancillary revenue on the proposal.
Live in steps. Every rule owned by the team.
- 1
Capture
- 2
Qualify
- 3
Price & propose
- 4
Approve
- 5
Keep it current
Every request, answered.
Wherever you sell space.
Same request-to-proposal chain, whatever the venue.