# Gaia Workspace Reviews 2026. Verified Reviews, Pros & Cons | Capterra > Is Gaia Workspace the right Meeting Room Booking System solution for you? Explore 25 verified user reviews from people in industries like yours to make a confident choice. Source: https://www.capterra.com/p/233064/Gaia-workspace/reviews --- Gaia Workspace 4.7 (25) [View alternatives](https://www.capterra.com/p/233064/Gaia-workspace/alternatives/) Provider data verified by our Software Research team, and reviews moderated by our Reviews Verification team. [Learn more](https://www.capterra.com/our-story/) * * * Last updated March 13th, 2026 # Reviews of Gaia Workspace Ease of use 4.7 Customer Service 5.0 ## Pros and Cons in Reviews RW Rickard W CEOInformation Technology and Services, 11 - 50 employeesUsed the software for: Less than 6 months. “Exceptional Customer Service: The GaiaWorkspace team's commitment to prompt and thorough responses enhances user satisfaction.“ May 15, 2023 SA Smith A ITEducation Management, 501 - 1,000 employeesUsed the software for: 1-2 years. “N/A, probably not integrated with meeting tools, like Zoom.“ January 30, 2026 RW Rickard W CEOInformation Technology and Services, 11 - 50 employeesUsed the software for: Less than 6 months. “The platform stands out with its user-friendly interface, making it accessible to everyone in our organization.“ May 15, 2023 MD Abu K Chief Marketing OfficerEducation Management, 201 - 500 employeesUsed the software for: 6-12 months. “They are providing time-saving services & helping corporations to make complex tasks simple.“ June 21, 2022 NG Nicole G OwnerConstruction, 11 - 50 employeesUsed the software for: 6-12 months. “We chose GAIA for great value and ease of use for daily covid screen reporting.“ February 16, 2022 ## Showing most helpful reviews Showing 1-25 of 25 Reviews Sort by: Most Helpful Rating Company Size Reviewer's Role Length of Use Frequency of Use MD Abu K. Chief Marketing Officer Education Management Used the software for: 6-12 months ### "One-stop solution for planning meeting online" June 21, 2022 4.0 Overall, we are very satisfied with the service they provided to us. 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. Review Source Response from GaiaDigits July 28, 2022 We are sorry that you are not fully satisfied with your experience. We are happy to hear more and improve our solution. TH Tiana H. Project Manager Computer Software Used the software for: 6-12 months ### "Game-changer for managing our hybrid office" April 9, 2026 5.0 Gaia Workspace has helped us optimize office utilization by digitizing all of our room and desk bookings, eliminating double‑bookings, and reducing the time spent manually coordinating who sits where on which days. The real-time updates, notifications, and location-based check‑ins mean employees always know exactly what they have reserved, while managers get clear analytics on capacity, occupancy, and no‑shows to guide space planning decisions. The visitor management features and external booking links have simplified how we welcome guests and partners, improving security, accountability, and overall visitor experience in our facilities. Pros Gaia Workspace makes it incredibly easy to manage rooms, desks, and office resources in one place, which has completely streamlined how our team books and uses space. The interactive floor maps and calendar-style views give everyone instant clarity on what is available and where they will be sitting, which has really improved coordination across hybrid and in‑office days. Cons There is honestly very little to dislike; the product is robust and thoughtfully designed. More out‑of‑the‑box integrations (beyond Microsoft Teams) would be nice to have, but the core features work so well that this feels more like a future enhancement than a real drawback. Alternatives considered [Clearooms](https://www.capterra.com/p/203753/Clearooms/) Reason for choosing Gaia Workspace The ease of use, the interactive floor maps, the style of the calendar and many more features. Switched from [Tactic](https://www.capterra.com/p/239741/Tactic/) Wanted a more robust system with customization. Review Source PL Patricia L. Director of Finance & Administration Government Administration Used the software for: 1-2 years ### "Gaia - Quick, Easy and Reliable" March 10, 2022 4.0 Implementation team was knowledgeable, easy to work with and open to feedback. No negative feedback from staff or visitors - everyone quite likes the software. 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. Reason for choosing Gaia Workspace Wanted to support local talent. Review Source Response from GaiaDigits July 28, 2022 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. SA Smith A. IT Education Management Used the software for: 1-2 years ### "Easy use office booking solution" January 30, 2026 5.0 Very good. A small but professional team, provide excellent customer service and solve problems quickly. Pros Easy use, simple UI, good integration with Office suite. Quick check in/out in email notifications, and floor plan is very helpful. Cons N/A, probably not integrated with meeting tools, like Zoom. Only integrated with Teams and Office Suite. Alternatives considered [Envoy](https://www.capterra.com/p/143721/Envoy/)[Kadence](https://www.capterra.com/p/229863/Kadence/)[Skedda](https://www.capterra.com/p/132372/Skedda-Bookings/) Reason for choosing Gaia Workspace Easy use and support complex booking rules, access control is good Review Source MT Mark T. Technology SUpport Primary/Secondary Education Used the software for: Less than 6 months ### "Easy to Set Up and Use" July 14, 2022 4.0 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. 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. Alternatives considered [Microsoft Bookings](https://www.capterra.com/p/176567/Bookings/)[Skedda](https://www.capterra.com/p/132372/Skedda-Bookings/) Reason 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. Review Source Response from GaiaDigits July 28, 2022 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. QA Qurat A. Executive Assistant and Membership Coordinator Non-Profit Organization Management Used the software for: Less than 6 months ### "Usage of Gaia workspace first time" November 17, 2024 5.0 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 Review Source JB Jane B. Director Hospitality Used the software for: I used a free trial ### "A very positive experience" June 10, 2024 4.0 I highly recommend it to anyone looking to streamline their office operations and enhance their productivity. 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. Review Source Response from GaiaDigits June 13, 2024 Thanks for your good review. We will improve UI/UX to another level soon. NH Nusaibah H. Office Coordinator Education Management Used the software for: Less than 6 months ### "A must have & one-stop workspace solution! Customizable, functional and user-friendly!" September 30, 2021 5.0 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. Review Source Response from GaiaDigits July 28, 2022 Hello Nusaibah, I am happy to hear that you have a five-star experience with our solution. Thank you for choosing Gaia Workspace. VR Verified Reviewer Digital Library Content Creator Non-Profit Organization Management Used the software for: Less than 6 months ### "Using Gaia Workplace at the Office - For Visitors & Staff" September 9, 2021 4.0 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). 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. Review Source Response from GaiaDigits July 28, 2022 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. Hugo S. Co-Founder Retail Used the software for: Less than 6 months ### "Best price / value you can get on any other app" February 1, 2022 4.0 They should improve the user-experience, but they have the correct mindset at least from the talk I had with them Pros Scheduling desks and spaces on a floorplan Cons User-experience could be improved but overall really good product Review Source Response from GaiaDigits July 28, 2022 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. DP David P. Executive Director Non-Profit Organization Management Used the software for: Less than 6 months ### "Gaia Workspace helps non-profit organizations schedule their facilities" August 10, 2023 5.0 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. Review Source AM Adrian M. Administration Coordinator Food & Beverages Used the software for: Less than 6 months ### "Mississauga Food Bank Review " March 25, 2022 5.0 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. 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. Reason for choosing Gaia Workspace Canadian company, great price, and wonderful customer service Review Source Response from GaiaDigits July 28, 2022 Hi Adrian, we appreciate your review. RW Rickard W. CEO Information Technology and Services Used the software for: Less than 6 months ### "Empowering the Hybrid Workplace: GaiaWorkspace Review" May 15, 2023 5.0 GaiaWorkspace has proven to be an invaluable tool in our transition to a hybrid work model. Its robust analytics and detailed reporting have provided us with critical insights into workspace utilization and resource allocation, enhancing our operational efficiency and reducing overheads.The platform stands out with its user-friendly interface, making it accessible to everyone in our organization. Its ability to dynamically adjust to our evolving needs has truly revolutionized our approach to resource management.Moreover, the exceptional customer service offered by the GaiaWorkspace team has further enhanced our overall experience. In short, GaiaWorkspace is an indispensable partner for any organization navigating the complexities of the hybrid workplace era. Pros Robust Analytics: GaiaWorkspace provides in-depth insights into workspace usage and resource allocation, aiding in informed decision-making.User-friendly Interface: The platform is designed to be accessible to all users, regardless of their technical proficiency.Dynamic Resource Management: The platform's ability to adjust in real-time to evolving workspace needs enhances operational efficiency.Exceptional Customer Service: The GaiaWorkspace team's commitment to prompt and thorough responses enhances user satisfaction.Cost-Effective: By enabling organizations to invest only in necessary resources, it significantly reduces overhead costs. Cons No API: Currently, GaiaWorkspace doesn't provide an API, which may limit some advanced functionality. Review Source NG Nicole G. Owner Construction Used the software for: 6-12 months ### "Great Covid Screening tool" February 16, 2022 5.0 The support staff are very helpful and friendly. Pros We chose GAIA for great value and ease of use for daily covid screen reporting. Our employees all find it easy to use and as an administrator it is easy to find daily reports. I like that it emails me if an employee fails the screening. Cons We unfortunately do not use all aspects of the software to the fullest so I have no negative comments. Review Source Response from GaiaDigits July 28, 2022 Hello Nicole, it is our pleasure to provide you with our solution. Thank you for your review. AK Annette K. Facility Management Electrical/Electronic Manufacturing Used the software for: Less than 6 months ### "Implemenation of Gaia Software" February 6, 2023 5.0 Communication with Gaia worked excellently, despite the different time zone. Cheng and his team immediately took care of solving a problem and gave us excellent support. Many thanks to the entire GAIA team. Pros The implementation of gaia was very well structured and transparent at all times. Our wishes for technology, synchronization with Outlook, mobile capability was clarified and implemented at short notice.Gaia is a very good booking tool for flex desks and meeting rooms, it is easy to understand and to handle by all of our employees. Cons Changes in our room plans must be designed by Gaia. Reason for choosing Gaia Workspace The price-performance ratio was simply the best at Gaia. Review Source EL Eriberto L. Office Assistant Architecture & Planning Used the software for: I used a free trial ### "Amazing Customer service and understanding " July 5, 2023 5.0 Very understanding of your needs and are willing to sit down with you and hear you out on what you are looking for even if it is a bit different from what everyone else is looking for. Pros I liked that they were able to adapt to our needs and didn't force any unnecessary tools for us to use. Cons There wasn't really anything that I didn't like. Everything was explained pretty well Review Source DH David H. Senior Technology Professional Education Management Used the software for: Less than 6 months ### "Excellent Room, Space and time management software" June 8, 2022 5.0 Gaia is a great company with an impressive team of professionals and I would not hesitate to recommend them to any organization Pros Gaia is able to produce a feature rich product at a competitive rate in a collaborative way to increase business productivity Cons I have not been able to find a direct con only room for growth on the already rich feature set Review Source Response from GaiaDigits July 28, 2022 Hello David, thank you for taking the time to do this review. It is our pleasure to provide Gaia Workspace solution to you. Hope you enjoy it. KB Krystal B. Accounting & Office Manager Legal Services Used the software for: Less than 6 months ### "Gaia Desk Booking " February 16, 2022 4.0 Pros Simple to use, easy to add to our current systems, user friendly Cons In the demo the desks were different colours if they were booked, in the live software that is not the case BUT I have asked for it to be added and they have advised they are looking to add it! Alternatives considered [YAROOMS](https://www.capterra.com/p/140364/YAROOMS/) Reason for choosing Gaia Workspace Canadian, Cheaper Review Source Response from GaiaDigits July 28, 2022 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. WP Wendy P. General Manager Non-Profit Organization Management Used the software for: Less than 6 months ### "Used for Rapid Screening dispensory" August 17, 2021 5.0 I recommend this solution for business to create a safe workplace and track visitors in an efficient manner. Pros It was easy to use and created a great record to ensure our compliance. Cons Some visitors were not used to scanning in. Reason for choosing Gaia Workspace Ease of use and records management. Review Source Response from GaiaDigits July 28, 2022 Thank you for sharing your feedback. JA Jorge A. Food Services Director Food & Beverages Used the software for: Less than 6 months ### "Great software and easy to use " January 31, 2022 5.0 so far the software has worked well and I haven't had any issues Pros Gaia is a Great software and easy to use Cons I haven't had any issues with Gaia thus far Reason for choosing Gaia Workspace easy to use Review Source Response from GaiaDigits July 28, 2022 Hello Jorge, thank you for sharing your feedback and we are glad that you are satisfied with our solution. NR Nikita R. Clinic Manager Hospital & Health Care Used the software for: Less than 6 months ### "good" January 12, 2022 5.0 Pros This is Very intuitive tool. Great team support from the company. Easy to approach. Cons N/A, Overall very good experience, Love to recommend to others. Review Source Response from GaiaDigits July 28, 2022 Hi Nikita, 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. MM Marcus M. Case Supervisor Office Manager Non-Profit Organization Management Used the software for: Less than 6 months ### "Gaia Works!!" February 16, 2024 5.0 Pros Simplicity and pricing of the product!!! Cons I can’t create a unique floor plan tailored to my building Alternatives considered [Skedda](https://www.capterra.com/p/132372/Skedda-Bookings/) Reason for choosing Gaia Workspace Price and ease of use comparatively!!!!! Review Source Response from GaiaDigits February 19, 2024 Thanks for your review. Will share with you how to create a unique floor plan for your building. MC Marisa C. Office Coordinator Non-Profit Organization Management Used the software for: Less than 6 months ### "User friendly and affordable " December 19, 2022 5.0 Pros User friendly and if I have any questions the staff is VERY helpful Cons There are no cons so far so I can't comment as of now Review Source AC Adam C. Director Of Venture Services Government Relations Used the software for: Less than 6 months ### "Excellent software" October 25, 2021 5.0 Pros We work with this software in our co-working space. Gaia Workspace makes the process of booking rooms and managing space easy and enjoyable. Cons There is nothing I don't like about the software, it does exactly what it says it does, and it's relatively simple to learn. Review Source Response from GaiaDigits July 28, 2022 Hi Adam, I am happy that you are satisfied with Gaia Workspace and share your feedback. Thank you for choosing us. TM Toya M. Academic Coordinator Education Management Used the software for: I used a free trial ### "Booking Made Easy" October 6, 2022 5.0 User friendly. Clean. Pros The ability to track and book spaces easily. Cons The time constraints. I schedule room booking on a semesterly basis, so it would be nice to have time periods when spaces are active and other time periods when they are not. 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