The Challenge.
Intact Insurance, a leading global insurer, needed a unified way to manage meeting and workspace availability across its offices in the UK, India and Europe.
With a growing hybrid workforce and a mix of in-office and remote collaboration, the company faced ghost bookings, inefficient room usage, and limited visibility of available spaces. Employees needed a simple, consistent experience for joining meetings and booking desks or rooms, wherever they were.
Facilities teams also needed accurate data to understand how spaces were being used and to support office reconfiguration based on real occupancy trends. The goal was a smarter, more efficient workplace that supported hybrid working while maximising real estate value.
The Solution.
UMA deployed an integrated workspace management platform that connected Cisco Webex Control Hub and Webex room endpoints with the UMA platform. The integration gave real-time visibility of room and desk availability, automatically released unused rooms to remove ghost bookings, and enabled auto-booking when meetings began.
Meeting spaces were fitted with Navigator panels running the UMA UI, giving staff a clear interface to view availability, check in, or start meetings with a single button press. The solution reached beyond meeting rooms: UMA Desk Booking let Intact Insurance run a flexible seating model, supporting more staff than desks while keeping order and visibility.
Facilities teams used UMA’s analytics and reporting to monitor occupancy, identify underused areas, and make informed decisions about office reconfiguration and space optimisation.
The Outcome.
The integration of UMA with Cisco Webex has transformed how Intact Insurance manages its global workplaces. Employees now have a seamless, one-touch meeting experience, while Facilities and IT teams work from accurate, real-time data on space utilisation.
The solution has removed ghost bookings, improved meeting punctuality, and driven greater efficiency across every region. By combining room and desk booking in a single platform, Intact Insurance has supported its hybrid working policy with flexibility, collaboration and smarter use of resources.
The result is a connected, data-driven workplace that reflects Intact Insurance’s commitment to innovation, efficiency, and employee experience.
