Clearooms vs Robin
Robin is a cloud-based workplace management platform, and Clearooms serves the same hybrid organisations. Below, we compare how each charges (per user or per desk), what's in the price and what's an add-on, and the practical UK questions of procurement, hosting, door access and certifications. We make Clearooms, so we've linked a source for every fact about Robin and dated when we checked it.
The short version
Clearooms is built for organisations of any size, from a single office to multi-site estates of 500+ desks.
Choose Clearooms if you want to pay for the number of desks in your estate, rather than the number of users. With Clearooms users are unlimited, and SSO, SCIM, Teams, multi-location management and the API are included in a published price, on monthly rolling billing. You also get EU (Ireland) hosting, Cyber Essentials Plus, a G-Cloud 15 listing, Paxton and Salto door access, and a 30-day self-serve trial.
Consider Robin if your organisation is looking for portfolio insights. It's a Leader in the 2026 Gartner Magic Quadrant for Workplace Experience Applications, with scenario planning, move management, VergeSense sensor integration, and an AI analytics assistant. Budget for per-user annual licensing (£5,000/year for 25 users on its last published UK reseller rates), visitor management at £3,000/year per building, and percentage add-ons for advanced authentication, analytics and priority support.
Clearooms vs Robin at a glance
| Clearooms | Robin | |
|---|---|---|
| Pricing model | Per desk / room / parking space, unlimited users | Per user, in blocks of 25 licences, billed annually (per its former UK G-Cloud 14 listing) |
| Published pricing | Full price list published in six currencies (GBP, USD, EUR, CAD, AUD and NZD). Desks from £60/month for 1–19 desks (billed annually) or £66 monthly; rooms £10/room/month for 1–9 rooms, falling to £6 at volume; parking in the same bands as desks | Quote form only on robinpowered.com. Last published UK reseller rates (G-Cloud 14, May 2024): £5,000/year for 25 users, plus £1,500/year per additional 25 |
| Cost driver at scale | Desk count: 500 employees sharing 200 desks pay for 200 desks (£5,160/year billed annually) | Headcount: the same organisation licenses all 500 users (£33,500/year on its last published UK reseller rates, before add-ons) |
| SSO & SCIM | SSO (Entra ID, Google, Okta, OneLogin, JumpCloud, AD FS) and SCIM, included on every plan | SAML SSO and SCIM supported; 'Advanced Authentication & Security' is a +10% add-on on the UK price list. Its EU data server doesn't support SSO/SCIM with Azure AD or OneLogin |
| Analytics | Utilisation reports from bookings and check-ins, with CSV/PDF export; data feeds Power BI and other BI tools via Zapier or the API | Native analytics with an AI assistant; without the Advanced Analytics add-on (+15%), history goes back 90 days and the AI assistant isn't included |
| Parking | Parking Spaces: vehicle profiles, pool cars, restrictions and reports, priced in the same bands as desks (from £60/month for up to 19 spaces) | Parking bookable as a resource type |
| Renting out spare space | OpenSpaces add-on: outside customers book and pay for your spare desks and rooms via Stripe or PayPal | No equivalent advertised |
| Door access control | Paxton Net2 and Salto integrations, with automatic check-in | Seven access control integrations (Genetec, Gallagher, Verkada, Genea, Brivo, Avigilon, Kisi), mainly for badge-swipe check-in; no Paxton or Salto |
| Occupancy sensors | No sensor product: utilisation comes from bookings and check-ins | VergeSense partnership and sensor data in analytics |
| Space planning | Interactive floor plans, neighbourhoods and desk restrictions | Map editor, scenario planning and move management for large estates |
| Trial | Self-serve 30-day free trial, no card needed, every feature included | Demo-led; no self-serve trial on its site; its former G-Cloud listing said no free trial |
| Support | The same support on every plan: a dedicated Customer Success Manager, plus phone, email and live chat with our UK team during office hours | Priority support is a +10% add-on on the UK price list |
| Billing & term | Monthly rolling, no minimum term, no setup or cancellation fees; annual billing optional (10% discount) | All subscriptions billed annually |
| Company & hosting | UK company with customers in the UK, Canada and other countries; app in multiple languages; hosted on AWS in Ireland (EU); UK-based support | US company (Boston); no UK office listed on its site; AWS with a choice of US or EU data centre |
| Certifications (vendor's own) | Cyber Essentials Plus (Robin's former G-Cloud listing recorded No for Cyber Essentials and Cyber Essentials Plus) | ISO 27001, SOC 2, CSA STAR Level 1 |
| Reviews (October 2026) | Capterra 4.7 from 232 reviews, none below 3 stars | G2 4.4 from 211 reviews; Capterra 4.7 from 79 |
| UK public sector | Listed on G-Cloud 15; Cyber Essentials Plus; sold directly | No G-Cloud 15 listing found; previously on G-Cloud 14 via reseller Snelling Business Systems |
Green shading marks the stronger option on that row.
Sources: robinpowered.com/pricing, security and contact pages; Robin help centre articles on access control and its European data server; former Snelling Business Systems G-Cloud 14 listing and pricing document (2 May 2024); G2 and Capterra, all checked October 2026. Clearooms details: clearooms.com/pricing.
The pricing difference: headcount versus desk count
Hybrid working means staff outnumber desks. This is where the two platforms differ:
Robin is priced per user. On its last published UK reseller rates, 500 employees means 500 user licences: £5,000 a year for the first 25 and £1,500 a year for each further block of 25, or £33,500 a year. That's before the percentage add-ons: advanced authentication and security at +10% of licence value, advanced analytics at +15%, and priority support at +10% of contract value. Billing is annual, after a demo-led sales process.
Clearooms is priced per resource. If those 500 employees share 200 desks, you pay the published 200–299 desk band: £430/month billed annually, £5,160 a year (or £473/month, £5,676 a year, if you pay monthly), with SSO, SCIM, Teams and the API included, compared with £33,500 a year for Robin's licences. Pricing based on desks instead of people allows the team to grow at no additional cost.
Robin's figures here are a reseller's public sector list prices from May 2024, from a G-Cloud 14 listing that G-Cloud 15 has since replaced, and the only Robin prices published in the UK. Direct quotes may differ, so ask Robin for a written quote on the same basis.
Where Robin's extra cost goes: portfolio analytics, such as sensor-fed utilisation, scenario planning and move management across many buildings. If your programme needs these, Robin may be worth the higher price.
Where each platform is stronger
Clearooms is stronger on
- Per-desk charging structure: license the desks your estate has, don't pay for the number of employees
- Integrations in the price: SSO, SCIM, Teams and the API with no percentage add-ons
- Commercial flexibility: monthly rolling billing, published prices, self-serve 30-day trial
- UK company, EU hosting: UK company, AWS Ireland hosting, Cyber Essentials Plus, and a G-Cloud 15 listing, where we found none for Robin
- Support: the same support on every plan, with a dedicated Customer Success Manager, plus phone, email and live chat with our UK team during office hours, and no priority-support surcharge
- Door access: Paxton Net2 and Salto, the systems many UK buildings run
- Parking: vehicle profiles, pool cars and parking rules
- Review base: 4.7 from 232 Capterra reviews
Robin is stronger on
- Analyst recognition: a Leader in the inaugural 2026 Gartner Magic Quadrant for Workplace Experience Applications
- Space planning at scale: scenario planning, move management and a map editor for big estates
- Sensor-fed analytics: VergeSense integration and an AI analytics assistant (with the Advanced Analytics add-on)
- Workplace experience extras: surveys, announcements and hybrid policy tools
- Hardware ecosystem: Crestron, Logitech, Neat and Embrava partnerships for room and desk displays
Worth knowing: Robin's G2 reviewers mention check-in reliability and interface niggles, and its UK prices are only published through a reseller, so get a written quote. Some Clearooms reviewers would like more integrations beyond calendars, Slack, Zapier and door access, and we don't hold ISO 27001 or SOC 2 certification ourselves.
Frequently asked questions
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Is Clearooms cheaper than Robin?
For hybrid organisations, usually, because Clearooms prices per resource. Robin licenses every user: on its last published UK reseller rates (G-Cloud 14, 2024), 500 employees means £33,500 a year in user licences, before percentage add-ons for advanced authentication (+10%), advanced analytics (+15%) and priority support (+10%). Clearooms licenses desks: 500 employees sharing 200 desks pay the published 200–299 desk band, £5,160 a year billed annually, with unlimited users and SSO, SCIM and Teams included.
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Can Clearooms support organisations with 500 or more employees?
Yes. Clearooms places no limit on users, manages multiple offices from one account with per-location admins and booking rules, and includes SSO and SCIM on every plan for directory-managed onboarding. Its per-desk price bands are published up to 499 desks, with larger estates quoted directly.
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Do Clearooms and Robin include SSO and SCIM?
Clearooms includes SSO and SCIM on every plan. Robin supports SAML SSO and SCIM, but its UK price list carries an 'Advanced Authentication & Security' add-on at 10% of user licence value, so confirm in writing what your quote includes. Robin's EU data server also doesn't support SSO or SCIM with Azure AD or OneLogin.
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What certifications do Clearooms and Robin hold?
Robin holds ISO 27001, SOC 2 and CSA STAR Level 1. Clearooms holds Cyber Essentials Plus, the UK NCSC standard; Robin's former G-Cloud listing recorded No for both Cyber Essentials and Cyber Essentials Plus. Which matters more depends on what your tender requires.
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Can I try Clearooms or Robin before buying?
Clearooms offers a self-serve 30-day free trial with every feature included and no card needed. Robin is demo-led, with no self-serve trial on its website, and its former G-Cloud listing stated that no free trial was available.
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Can organisations outside the UK use Clearooms?
Yes. Clearooms is used by organisations worldwide. Prices are published on our website in six currencies (GBP, USD, EUR, CAD, AUD and NZD), the app is available in multiple languages including English, French, German, Spanish, Italian, Dutch and Welsh.
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When is Robin the better choice?
When your workplace programme is led by portfolio analytics. Robin is a Leader in the 2026 Gartner Magic Quadrant for Workplace Experience Applications, and its scenario planning, move management, VergeSense sensor integration and AI analytics assistant are used for planning estate strategy. If your priority is resource booking at a published per-desk price, Clearooms gives you the same day-to-day capability.
Compare Clearooms with Robin in a free demo
Clearooms is built for organisations of any size, from a single office to multi-site estates of 500+ desks. Book a free demo and we'll walk you through desk, meeting room and parking booking, and show you what you'd pay on our published pricing. There's no obligation to subscribe afterwards.
Rather explore on your own? Start a 30-day free trial with every feature included and no card needed.