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Workplace Management

The modern all-in-one solution for workplace management.

Seamless meetings, resource optimisation, catering and visitor management in one Finnish SaaS that grows with you.

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EVERYTHING YOU NEED

One platform. Every workplace need.

From booking a meeting room to welcoming a visitor — VarianX connects every touchpoint of your workplace into one seamless whole.
Space Management

Say goodbye to double bookings

Book meeting rooms, workstations and auditoriums in real time, exactly when you need them. Integrates seamlessly with Microsoft 365 and Google Calendar — information updates everywhere instantly.
VarianX Visitor

Make every visit a first-class experience

The automated visitor journey handles all the logistics for you, from invitation to arrival notification. Digital NDA agreements are signed in seconds.
Catering Webshop

Refreshments with one click

Order meeting catering directly alongside your room booking — no separate email chains. The restaurant manages orders from its own view, and invoicing is handled fully automatically.
Dynamic Displays

Guide and inform in style

Elegant door and lobby displays pull data directly from VarianX — always up to date without manual updates.
Distributed Management

Flexibility across multiple locations

Give teams and local administrators their own management rights. Each unit maintains its spaces independently — bottlenecks disappear even with offices across the country.
Integration Power

All systems speaking the same language

SSO makes access secure and effortless. Connections to financial systems automate invoicing. Data flows seamlessly to door and lobby displays.
Personalised Support

Domestic help whenever you need it

Finnish specialists understand local needs. We respond within 24 hours so everyday operations never stop.
How It Works

See it In Action

Watch how VarianX works.
See how leading organisations use VarianX to streamline space booking, greet visitors and manage catering — all from one screen.
Product walkthrough · 3 min
Why Vilane Oy?

Built on decades of real experience

The team behind VarianX has been solving workplace challenges since 2000.
2000

Here from the start

Developing and delivering booking and catering services since 2000. Deep experience with the exact challenges Finnish organisations face every day.
250K+

Bookings handled annually

Over 250,000 bookings and 260,000 events pass through our system every year. Tested, trusted, and running at full speed — every single day.

Your data stays home

All data is stored and run in a secure Finnish Private Cloud. Behind domestic borders and strict security measures — not on foreign servers.
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One platform, every solution

Rooms & Resources

Space Booking & Resource Management

Book rooms, workstations and auditoriums from one interface. No double bookings. Always know what is free right now.
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Visitors

Visitor Management

A seamless digital visitor journey from invitation to arrival. Automated NDA, instant host notifications and a professional first impression.
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Catering

Catering Orders & Catering

Order food and drinks directly with your room booking. Automatic kitchen notifications, no email chains, no missed orders.
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Platform

Technology & Security

Enterprise-grade performance and Finnish Private Cloud data security — built for the most demanding organisations.
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FAQ

Frequently Asked Questions

Everything you need to know about VarianX — answered.
General
What exactly is VarianX? +
VarianX is a domestic Finnish SaaS solution for managing workplaces, resources and visitors. It brings all the everyday pieces together – bookings, guests and catering – into one seamless whole.
Where is data stored and is it secure? +
All data is held in a secure Finnish Private Cloud environment. The service meets the strictest security requirements and is fully GDPR compliant.
Is VarianX suitable for multi-company environments? +
Yes. The system has been designed specifically for complex settings where multiple companies, locations and service providers operate under the same roof.
Space Booking & Calendars
Which calendars are supported? +
VarianX offers full two-way synchronisation with Microsoft 365 (Outlook) calendars, built in close collaboration with your organisation. Google Workspace support ensures booking information is always up to date.
How do I make a booking when on the move? +
Easily, using the new VarianX Mobile app. You can book a space or workstation over your morning coffee or on the way to your next meeting.
How do door displays work in practice? +
The elegant, dynamic door displays show booking status in real time. You can confirm your arrival at a room or book a free space directly at the door with just a few taps.
Visitor Management & Security
What information is stored about visitors? +
You can add the visitor's name, organisation, email and job title. Visitor data can be anonymised automatically after an agreed period.
How does reception receive special instructions? +
You can leave free-form notes for reception staff via the Additional Participant info link – ensuring any special requirements are taken into account in good time.
How does the host find out when a guest arrives? +
As soon as the guest checks in at the lobby, the host receives an automatic notification by text message or email.
Can NDA agreements be signed digitally? +
Yes. The self-check-in terminal supports digital NDA agreements, signed electronically and automatically archived securely in the system.
Does the guest receive arrival instructions? +
Yes. The smart invitation system automatically sends the guest an email with the agenda, maps and detailed arrival instructions.
Catering & Invoicing
How does ordering catering work? +
Everything is handled directly through the integrated webshop as part of the room booking. No separate emails to the restaurant – information flows through the system immediately.
How are invoicing and cost centres managed? +
The system automatically allocates orders to the correct cost centres. Data integrates directly with financial management systems such as Netvisor, automating the invoicing process.
Technical Support & Onboarding
Where do I get help if something goes wrong? +
Our Finnish expert support team is available on business days with a 24-hour response time. Send a message to: support@vilane360.com
Where can I find user guides and videos? +
The system's Home view has a Tutorial Videos section, and guides can be found directly behind the question mark icons in the interface.
Does the system support SSO single sign-on? +
Yes. Staff log in using the organisation's Microsoft credentials. SSO configuration is carried out with your IT department, making use both easy and secure.
V
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VarianX – A smarter way to manage your workday

Join thousands of satisfied users and let the VarianX ecosystem handle the routines for you. When spaces, visitors and catering run on autopilot, your organisation has more time for what really matters.
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✓ No commitment required · ✓ Finnish support · ✓ Up and running in days
A product by Vilane Oy

Solutions

Company

Contact & Support

Email
sales@vilane360.com
Phone
+358 40 161 7636
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Made in Finland