Will Max, the Agentic AI-Based Workplace Concierge from Smart Spaces, Be Coming to Your Office?

Smart Spaces was founded in 2010 and provides buildings owners with software tools that look to help manage their buildings and improve life for office users. Launched in September 2025, Max is the persona the company has given to its workplace concierge product Space Agent, which is an Agentic AI solution that is designed to provide building managers with insights and act as a concierge between office users and building managers.

Like a human concierge, Max is launched with the goal of making life easier for office users. With the launch of the Space Agent, Smart Spaces aims to help commercial property owners provide its customers with an easy to use solution for completing straightforward requests and processes, replacing online forms and paper-based processes.

Smart Spaces plans to introduce Max to its commercial property clients that include The Crown Estate, Great Portland Estates PLC, and Landsec.

Max can help office users book a hot desk or meeting room, or raise concerns. Users can conveniently interact with Max via smartphones and smartwatches. In addition, Max can receive instructions via audio as well as text in natural language, making it intuitive/accessible for the regular office user

Space Agent is part of Smart Spaces’ core platform, termed a smart building Operating System (OS) giving building managers a single platform that can provide dashboards covering aspects such as data emanating from Internet of Things (IoT) devices, as well as the building management systems. Building managers themselves can ask Max operational questions such as occupancy rates last week or the status of the Heating, Ventilation, and Air Conditioning (HVAC) systems or the lighting in an office building.

The Smart Agent solution addresses building managers’ need to analyze data from disparate applications to improve their operations and generate reports, such as Environmental, Social, and Governance (ESG)-related reports, for stakeholders and the potential to reduce operational costs for building managers, while also granting office users a convenient method for performing routine non-core tasks.

Occupancy rates for office buildings in many towns and cities remain challenged. Building owners need tenants that  maintain yield rates. By investing in workplace concierge tools, building owners and their management teams can provide ready-made solutions to improve the working lives of office users and encourage utilization of the office space.

Innovations such as Max reinforce the need that buildings managers have made sufficient progress with their data collection and data management so that agents can perform as desired. Data management begets a good data governance framework whereby information is available from myriad sensors, devices, and applications, and in a secure manner. Building managers will need to invest time and money in ensuring that data residing in systems can be retrieved and aggregated easily so that agents can support requests.

With the introduction of AI agents, another governance framework shouldn’t be overlooked. Building managers will need to regularly check that AI agents are not hallucinating; for example, that a desk is available or that the HVAC system is performing as desired. Keep the human in the loop. Therefore, a phased approach for introducing an AI agent into the office environment is recommended, starting with a couple of workflows and then scaling to others.

Agentic AI is certainly the way forward for carrying out tasks in the office environment with clear processes, including making requests or sending notifications. Other providers of building management systems such as Honeywell, Johnson Controls, Schneider Electric, and Siemens are rapidly innovating their respective solutions, providing evidence that the inclusion of an AI agent will soon become the norm, rather than a point of differentiation. The Space Agent from Smart Spaces, however, is an interesting development to monitor as it is as much about serving the needs of the customer’s customer (the office user) as the building manager.