4flow is a leading provider of logistics consulting, logistics software, and 4PL services. With an end-to-end approach, the company holistically optimizes the supply chains of its clients and offers forward-thinking, measurable solutions. Worldwide, 4flow employs around 1,500 people across more than 20 locations, from Berlin to Atlanta to Shanghai.

When 4flow introduced a hybrid working model, a smart solution was needed, one that enables flexibility, creates transparency, and makes everyday office life easier for everyone.

When 4flow moved into hybrid working, it set the course for a modern office concept: away from fixed workplaces and toward a shared-desk model. The goal was clear: to use existing spaces more efficiently and in line with actual needs, while establishing the office more strongly as a place for collaboration and exchange.

Throughout this process, the needs of employees remained central. For many people, having their own dedicated desk represents stability and routine. Losing it can initially trigger uncertainty. To make the transition work, 4flow needed a solution that doesn’t just manage space, but above all puts people first.

At the same time, transparency was needed: What capacity is actually available? How are spaces being used? And how can teams coordinate their presence to be in the office together? Only then could the full potential of the hybrid model be realized.

The decision in favor of deskbird came down to a clear combination of factors: an intuitive user interface, seamless integration into existing systems, and a consistent focus on data privacy. deskbird convinced 4flow as a solution that meets both technical requirements and human needs in equal measure.

Today, deskbird is the central platform for desk and room bookings at 4flow across 14 active locations, including Berlin, Hamburg, Munich, Stuttgart, Dusseldorf, Dresden, Budapest, and Atlanta. Employees can book desks and meeting rooms in seconds, see at a glance where colleagues are sitting, and plan their in-office days as a team.

In larger offices in particular, the visual floor plan makes it easy to instantly identify available meeting rooms and areas. The room booking feature, added around 1.5 years ago, has been very well received since its launch. The offering is complemented by Workplace Analytics, which allows 4flow to evaluate actual space utilization based on real data.

The Launch: Pilot Phase with Change Ambassadors

The rollout was deliberately gradual: 4flow began with a pilot phase to gather initial experience, collect feedback, and make any necessary adjustments early on. Engaged employees, so-called Change Ambassadors, tested the solution, tried out new features, and shared their experiences with colleagues.

This approach proved decisive for adoption: it wasn’t a one-off announcement that made the difference, but ongoing support and authentic recommendations from within the organization. Trust built up step by step and the change took lasting hold.

Since introducing deskbird, the way employees experience and plan their workday at 4flow has changed noticeably. Booking a desk takes just a few seconds. Anyone arriving at the office in the morning no longer has to search for a workspace. This reduces the cognitive load in the morning and creates more space for what matters: the work itself.

Knowing who is in the office, when, and in which area enables an entirely new quality of collaboration. Teams can better coordinate their in-office days and deliberately work together in the same office zone, rather than just randomly crossing paths.

At the company level, deskbird provides reliable data on actual space utilization. This enables 4flow to make well-informed decisions about workspace management and sustainably improve the efficiency of its office footprint.