Workspace Booking System
A Decade of Workplace Evolution: How IM Group Built a Smarter Workplace with Resource CentralĀ
From Room Booking to Workplace Management
When IM Group first introduced Resource Central in 2016, the need was simple: they wanted a better way to manage room bookings after moving from Lotus Notes to Microsoft 365. Their existing process relied on a bespoke system and screens outside meeting rooms, but as the business moved into a Microsoft environment, they needed something that fitted more naturally with the way people were already working.
Fast forward ten years, and Resource Central is now part of the everyday rhythm of how IM Group manages its workplace.
What started as a room booking solution now supports visitor management, catering, meeting room layouts, equipment requests, multi-site working, and cost code reporting.
Over the past decade, IM Group has continually refined how Resource Central supports its workplace, improving processes as needs have changed while giving the team the confidence and control to manage the platform internally.
Supporting a Growing and Changing Workplace
Over time, Resource Central became a hub for coordinating workplace activity across multiple IM Group office locations.
Employees can book spaces directly through Outlook, while facilities and IT teams are automatically made aware of any room set-up or equipment needs. Catering can be requested in advance, and room layouts can be tailored to each meeting. The teams behind the scenes now have a clearer view of what needs to happen on the day.
By continuing to shape the platform around its own processes, IM Group has reduced manual coordination, improved visibility for support teams, and streamlined workplace operations.
Modernising the Visitor Experience
One of the biggest changes came when IM Group moved to a new headquarters.
Their previous visitor process was based on a traditional paper sign-in book. As the business grew and more entry points were introduced, they needed a more robust system. Resource Central helped IM Group move to a digital visitor journey, giving teams better visibility, improving efficiency, and supporting a more secure arrival process.
Today, visitors can register at a kiosk, vehicle registrations can be captured as part of arrival, and meeting organisers are notified when their guests arrive. Reception teams can see visitor status in real time, so they can prepare badges and provide a more streamlined arrival experience.
The same approach also supports larger corporate events, where visitor details can be imported in bulk. That saves reception teams from a lot of manual work when they are managing groups of attendees.
Bringing Operational and Financial Processes Together
Resource Central has also helped IM Group bring together catering requests and internal cost allocation.
External catering partners can access the information they need through dedicated roles in the platform, helping them plan deliveries and manage orders more easily. At the same time, booking forms capture details such as department, business unit, and cost codes, which support more accurate reporting and charge allocation.
That matters for IM Group because several businesses operate from the same headquarters. Resource Central gives them a practical way to track and report costs across different teams and organisations, without adding unnecessary admin.
A Partnership Built on Continuity
But technology is only part of the story.
Over the past decade, IM Group and Essential have built a relationship based on continuity, trust, and a shared understanding of the environment. IM Groupās IT team looks after most of the day-to-day administration themselves, while Essential remains on hand for more complex requirements, guidance, and specialist support when needed.
It is a balance that gives IM Group control and self-sufficiency, while still providing access to people who understand both the platform and the history behind their deployment, making conversations quicker, support easier, and problem-solving more efficient.
Looking Ahead
IM Group is still looking for ways to make the experience even better 10 years on.
In recent conversations with Essential, the team talked about ideas for enhancing the visitor experience, improving kiosk functionality, and making it easier to manage different groups of people on site. This reflects the approach that IM Group has taken throughout its time with Resource Central: continually refining workplace processes and technology to support changing business needs.
Customer Quote
“Resource Central started as a room booking solution for us, but over the years it has become a key part of how we manage our workplace. We’ve been able to adapt it to fit our processes as the business has evolved, while maintaining control internally. The relationship with Essential has been a real benefit too, having people who understand our environment and history makes a big difference when we need support or advice.”
– Lee Hickman, IM Group
