How Huge Bostäder Improved Meeting Room Booking and Workplace Experience with Humly

A Modernized Headquarters

Over the past year, Huge Bostäder’s new headquarters in Huddinge, just south of Stockholm, has undergone a major transformation. Employees and visitors are now welcomed into fully renovated office spaces featuring more meeting rooms, focus rooms, and larger open office areas.

The increased flexibility has encouraged more employees to work from the office, creating new demands on how the workplace functions in practice.

At the beginning of the renovation project, Huge identified a growing need for clarity, flow, and simplicity in their future workplace. They wanted to improve both the work environment and the overall office experience while continuing to support hybrid workplace management with both on-site and remote work.

“It has really improved the work environment. It’s clean, fresh, and comfortable. And you don’t have to hunt for a place to sit,” says Cathrine Waldenvik, Digitalization Developer and part of the renovation project at Huge.

Huge uses Booking Devices outside smaller meeting rooms, together with motion sensors through Humly Sense. 

Together with Mats Idén and Göran Svedmalm, both responsible for IT operations, Huge chose to implement the Humly ecosystem to support meeting room booking and workspace reservations.

At the new headquarters, Humly Room Displays and Humly Booking Devices now show room availability outside every meeting room and bookable space through clear green, yellow, and red indicators.

“The panels are gold. They’re stylish, clear, and give the office a modern feel,” says Mats Idén.

The Challenge: Bookings Existed, But Weren’t Visible

Huge Bostäder had long used Outlook as its meeting room booking system. However, despite having digital bookings in place, meeting rooms were difficult to manage in practice.

Employees walked around searching for available rooms while booked rooms often remained empty. There was no visual support for understanding room availability or actual usage.

“It was almost a full-time job finding a meeting room with the right capacity,” says Göran Svedmalm.

Nothing was visible outside the rooms, and it was difficult to know if rooms were actually being used. They struggled with ghost bookings, rooms that were booked but left unused, while employees simultaneously felt there were too few meeting rooms available.

“People complained there were no available rooms, while rooms were sitting empty. If a meeting became digital, the room still stayed booked,” says Cathrine Waldenvik.

A modern office with both Humly Room Displays and Humly Booking Devices showing the room availability.

Choosing the Right System for the Right Purpose

For Huge, it was important to visualize bookings without changing user behavior. Employees wanted to continue booking rooms in Outlook while making booking information clearly visible outside the meeting rooms.

At the same time, they understood they needed more than just a traffic-light solution switching between green, yellow, and red. They needed the right system for the right purpose.

That led them to Humly, a workspace management software solution that adds functionality such as visualization, statistics, and check-in features.

Instead of letting one platform handle everything, Huge chose a specialized approach: the meeting room technology inside the room supports the meeting itself, while Humly acts as the meeting room technology outside the room.

At Humly, this is exactly the approach we encourage more workplaces to adopt. Too often, room panels are selected simply as an extension of the AV installation or in-room technology. While that may be the easiest default option, it is rarely the best long-term choice for the workplace.

Hampus Olsson, project leader at Humly, highlights Huge as a strong example of using the right system for the right purpose.

“Humly is designed to work with the meeting room technology you already have and whatever you choose in the future. This ensures a consistent workplace experience, even when cameras, microphones, displays or AV vendors change over time. With Humly, the room panel becomes part of a larger workplace ecosystem built for flexibility, simplicity and long-term value,” says Hampus Olsson. 

In this case, both Huge and Humly emphasize how important it was that the reseller understood Huge’s needs and could recommend the right meeting room booking system. Humly supports Microsoft resources, stand-alone rooms and ad-hoc room booking.

Huge uses both Outlook and Microsoft Teams. Humly is TeamsReady™ without locking users into a single ecosystem. This provides the compatibility they need while ensuring the workplace is not limited by the technology inside the meeting room.

Humly is designed to complement – not complicate – technology, turning hidden bookings into a visible and efficient workplace flow.

Humly Booking Device.   

The Solution: Visibility, Check-In, and Simplicity

Humly was implemented as the solution for managing workspace bookings, fully integrated with Outlook.

“There was no problem getting the system in place. The implementation was fast,” says Cathrine Waldenvik.

Huge implemented Humly Room Display and Humly Booking Device outside the 35 rooms. At the same time, they connected sensors through Humly Sense to further improve room usage data and insights.

The visual experience – including clear room status, check-in functionality and simplified booking management – quickly became a major improvement for the office.

“The booking panels elevate the office. They make everything easier, but you barely notice them. They just work,” says Göran Svedmalm.

The ability to automatically release unused rooms significantly reduced ghost bookings and improved room availability immediately.

“You instantly see: it’s green. Then you just walk in,” says Cathrine Waldenvik.

Beyond simplicity and usability, Huge also highlights the design as an important part of the overall workplace experience. The technology now feels like a natural part of the office interior rather than a separate technical layer.

Huge Bostäder in Stockholm has undergone a major transformation. Employees and visitors are now welcomed into fully renovated office spaces featuring more meeting rooms, focus rooms, and larger open office areas.

The Impact of Using Humly: Less Friction and Better Room Utilization

Saving Time

Today, employees only need to glance at a panel outside the room. If it’s green, they walk in directly.

Workdays flow more smoothly, and employees save valuable time by no longer searching for available rooms.

“You save a lot of time by immediately seeing which room is available,” says Mats Idén.

Better Room Utilization

Huge can now see how the office is actually being used, something they previously lacked visibility into.

Through room utilization data, they gain insights into how meeting rooms and focus spaces are used, creating better conditions for office space optimization.

A Better Work Environment

For Huge, the value goes beyond room booking. It’s about reducing uncertainty, giving employees time back, and creating a smoother workday.

Finding a room is no longer a problem.

Today, employees only need to glance at a panel outside the room. If it’s green, they walk in directly.

Data and Future Decisions

With Humly, Huge Bostäder gained access to statistics and workplace intelligence that support future decision-making.

They can monitor room utilization and use data to improve workplace efficiency, employee well-being and overall workplace experience. All central aspects of hybrid workplace management.

The system is also scalable, making it possible to add more Humly sensors and functionality over time to optimize the work environment even further.

“You get everything in black and white. That makes it easier to make better decisions about the spaces,” says Cathrine Waldenvik.

A Modern Workplace People Want to Be In

Today, Huge offers an attractive office environment filled with more life and movement, reflecting a modern workplace designed for flexibility and collaboration.

Humly did not become a new system in itself, but rather a way to make the workplace easier to understand and navigate.

By visualizing bookings, reducing ghost bookings, and improving the use of room booking software, Huge created a smoother and more efficient workday.

Huge Bostäder demonstrates how a workplace booking system can create value without replacing everything that already works. By adding a visual and data-driven layer outside meeting rooms, they created a workplace where bookings are visible, rooms are used more efficiently, and employees enjoy a smoother daily experience with more time for productive work.

The result is an improved workplace experience and better office space optimization.

Cathrine Waldenvik, Mats Idén and Göran Svedmalm, at Huge Bostäder, discussing workplace improvements with Hampus Olsson and Josefine Fjaervoll at Humly.

Humly Room Display.

Humly Room Display.

Humly Room Display.

RESULTS AT A GLANCE

What changed for Huge Bostäder?

A more visible, measurable, and efficient meeting room experience — achieved by using the right technology in the right place, without changing how employees book rooms in Outlook.

The right technology in the right place

Huge chose to combine specialized solutions instead of relying on one system for everything. The meeting room technology manages what happens inside the room, while Humly provides visibility, booking functionality, and overview outside the room — where the need actually exists.

Visible meeting rooms in real time

Employees can instantly see which rooms are available or occupied, making it easier to make quick decisions.

Less wasted time during the workday

Time previously spent searching for available rooms is now freed up for actual work.

Fewer ghost bookings

Unused rooms are automatically released and made available for others.

Data-driven office space optimization

Insights into room utilization help Huge understand how meeting rooms are used — and optimize office spaces accordingly.

Smoother workdays and a better work environment

Less friction, fewer interruptions, and a more natural daily workflow.

A modern and unified workplace experience

A visual and intuitive solution that strengthens the overall office experience and elevates the workplace.

“We already had the booking system. What we needed was to make it visible.”

Josefine Fjaervoll (Humly), Cathrine Waldenvik, Hampus Olsson (Humly), Mats Idén and Göran Svedmalm at Huge Bostäder.