Welcome to your first update of 2026! We’re kicking off the year with a focus on smarter automation and better resource management.
From proactive meeting reminders to enhanced guest access, these updates are designed to help your office run smoothly while you focus on the work that matters.
Here is what has landed in RICOH Spaces this month:
Configurable Email Reminders
Reduce "ghost meetings" and free up high-demand spaces.
Ever walked past a 'fully booked' meeting room only to find it empty? While our intelligent cancellations are great at tidying up after a meeting starts, we thought: why wait?
Admins can now configure proactive email reminders to send anywhere from five minutes to one week before a booking. These reminders encourage hosts to cancel resources they no longer need, ensuring colleagues can plan ahead and use available spaces. This can be set at a location, zone, or individual space level for total control.
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Restricting Future Bookings
To prevent the "set it and forget it" culture of recurring bookings, you can now restrict how far in advance spaces can be reserved for Focus Spaces, Booths and Collaboration Spaces.
By limiting the booking window, you ensure that users only book when they are certain of their attendance. This reduces long-term "no-shows" and provides a more realistic view of office occupancy.
Helping Your Guests Stay Organised
We’ve made the arrival experience even smoother for your visitors. When a visit is scheduled, guests now have the option to add the appointment directly to their personal calendar when they receive the invitation.
This ensures they have the location details and timing at their fingertips, leading to a more professional and punctual check-in process.
A Smoother Mobile Sign-In Experience
We’ve updated the mobile app to improve the Microsoft login flow. Please remember to update your mobile app to the latest version to ensure your transition from your phone to your desk is as seamless as possible.
Catch us at ISE 2026!
We’re kicking off the year in Barcelona! The RICOH Spaces team will be at Integrated Systems Europe (ISE) from February 3rd–6th.
If you’re attending, come find us at the Ricoh stand (Booth 2V130) to chat about the future of work. We’d love to see you there!
Can't make it? Follow us on LinkedIn to catch all the highlights and behind-the-scenes updates from the show floor.