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Module of Merusoft SmartOffice IWMS Platform

Tenant Portal
for Office Buildings

Digitize the relationship between landlords and tenants: from meeting room and parking bookings to service requests and transparent analytics on how leased space is actually used. Everything in one web portal and a mobile app.

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№11600 Russian Software Registry
100K+ Active users on the platform
200+ No-code configuration options
Tenant Portal · TechnoLogic LLC TL WALLET · BALANCE 142,580 ₽ ↑ 12,400 ₽ this week ACTIVE BOOKINGS 23 7 rooms · 16 desks SERVICE REQUESTS 4 in progress SLA 98% · ~2.3 h Meeting room utilization by day Current week · % usage 0 25 50 100 Mon Tue Wed Thu Fri Sat Sun Team online 12 in office · 4 remote AP A. Petrov ● in office · D-12 IK I. Kozlova ● in office · D-08 DM D. Morozov ○ remote MS M. Sokolov ● Diamond room All employees →
Sound Familiar?

A lease without a digital portal is operational noise

An office building doesn't just sell square meters — it sells service. Without a digital interface, that service fragments into dozens of chats, calls, and paper requests. Tenants lose time. Property managers lose control and revenue.

01

Service requests vanish into email and messengers

Visitor passes, cleaning, light bulb replacement, furniture removal — everything ends up in WhatsApp and gets lost. SLA isn't transparent, escalations don't exist, complaints do.

02

Meeting rooms sit idle while everyone says they're full

Without booking and a transparent schedule, conference rooms alternate between empty and blocked. Tenants can't see what they're paying for.

03

Finance lives in Excel, disputes live in email

Add-on services (parking, overtime room use, catering) are reconciled by hand. Every month — sign-offs, invoices, and the question "where did this number come from?"

04

Zero data on actual space usage

When a tenant comes to renegotiate the lease, the conversation has no numbers. Property managers can't propose optimization, tenants can't justify their case.

Web Portal

All tenant activity on a single dashboard

The home screen of the Tenant Portal brings together finance, bookings, service requests, and team management into one workspace. The tenant's contact person manages their team and building services as easily as their email.

  • Tenant Wallet. Transparent balance, transaction history, top-ups via card or invoice from the property manager.
  • Meeting room and parking booking. Calendar with 15-minute increments, instant deduction from the wallet.
  • Service requests. Creation, statuses, history, measurable SLA — every request lives in the system, not in chat.
  • Team management. Adding and removing employees, visitor passes, delegated booking rights.
SmartOffice IWMS · TENANT ● Home ▢ Bookings ◆ Service requests ₽ Wallet ⚡ Building services ≡ Team ▤ Analytics ◷ Reports ⚙ Settings AI AI Assistant Ask anything Home TechnoLogic LLC · Meridian Tower, Floor 7 · 412 m² + New request DG ▼ WALLET 142,580 ₽ ↑ 12,400 this week ACTIVE BOOKINGS 23 7 rooms · 16 desks Open calendar → SERVICE REQUESTS 4 in progress SLA 98% All requests → TEAM 28 /30 12 in office now Upcoming bookings All → Diamond meeting room Today · 14:00–15:30 · M. Sokolov ● Confirmed · TrueConf VC ready 8 ppl Quartz meeting room Tomorrow · 10:00–11:00 · I. Kozlova ● Awaiting payment · 1,800 ₽ from wallet Parking spot P-204 Apr 28 – May 4 · A. Petrov · A123AA777 ● Active Service requests #2891 · Light fixture 2 h #2887 · Visitor pass 3 h #2882 · Cleaning ✓ closed Wallet spending April · 2026 38,420 ₽ ● Rooms ● Parking ● Services Recent transactions Apr 25, 14:32 Diamond room booking, 1.5 h M. Sokolov −2,700 ₽ Apr 25, 09:12 Top-up, card payment D. Golovin +50,000 ₽
Space utilization analytics 412 m² · 30 desks · 4 meeting rooms · 6 parking spots Apr 2026 ▼ Export PDF DESK UTILIZATION 68% ↑ 7 pp vs March MEETING ROOMS 82% ⚠ need 1 more IDLE TIME / MONTH 128 h 72 h during peak SAVINGS POTENTIAL 42 m² AI recommendation Hourly load Desks Meeting rooms 100% 75% 50% 0% 8 10 12 14 16 18 20 Peak · 11:00 · 96% Heatmap by day and hour 9 11 13 15 17 19 Mon Tue Wed Thu Fri AI AI analyst insight On Wed 14:00-18:00 meeting rooms are overloaded. Converting a coworking zone into a meeting room solves it. Projected impact +18% utilization Generate plan →
Space Utilization Analytics

Numbers that change lease negotiations

The analytics module turns booking, access, and service data into management decisions. Tenants come to lease renewals with facts. Property managers come with justified rate adjustments.

  • Real-time and historical utilization for desks, meeting rooms, and parking.
  • Heatmaps by hour and day — where the workload is real, and where it's just on paper.
  • Demand forecasting and AI insights — recommendations on space reallocation.
  • Report exports in PDF and XLSX across 20+ templates — for lease addenda and board presentations.
Tenant Mobile App

The tenant's team does everything from a phone

Booking a meeting room, requesting a guest pass, paying for parking, checking in via QR — actions that used to take 15 minutes of chat now take 15 seconds.

Booking in 3 taps

Floor map, time slot, confirm. Charge from the tenant wallet.

Service requests

Create, attach photos, track status. SLA is enforced by the system.

QR & PIN access

Authentication on kiosks, lockers, meeting room tablets. No keycards required.

Push notifications

Booking reminders, meeting confirmations, request updates, balance alerts.

9:41 ●●●● 5G ▮ Hi, Dmitry Meridian Tower · Floor 7 DG TENANT WALLET 142,580 ₽ + Top up Quick actions Meeting P Parking Request QR access Next meeting Diamond meeting room Today · 14:00 – 15:30 8 attendees · TrueConf VC ● Confirmed + Book a meeting room 9:41 ●●●● 5G ▮ AI ASSISTANT What's the task? AI Book a meeting room for tomorrow 14:00, 6 people, screen and video conf Found 3 options. Best match — Diamond, Floor 7. Diamond meeting room Tomorrow · 14:00 – 15:00 · 8 ppl 65" screen · TrueConf · flipchart ● Available 1,800 ₽ Confirm booking? Modify ✓ Confirm Ask anything else... ↑
Business Value

A win-win for property managers and tenants

The Tenant Portal isn't just an interface — it's a new model of relationship inside an office building, where every action leaves a digital trace and every ruble of expense is justified.

For Property Managers

Cut operational costs and lift the price per square meter

  • Reduce inbound calls and emails to the property management office by 60–80%
  • Monetize building services as ancillary revenue (rooms, parking, catering)
  • Increase tenant satisfaction and extend lease terms
  • Build a data-backed case for rate increases at renewal
  • See a unified picture of occupancy and requests across all tenants in real time
  • Reduce idle meeting rooms and parking spots
For Tenants

Turn lease costs from an expense into a managed resource

  • Resolve 90% of employee requests independently through the app
  • See how your leased space is actually used — data for optimization
  • Walk into lease renegotiations with numbers, not gut feeling
  • Manage employees, guests, and access centrally
  • Control add-on service spending through a transparent wallet
  • Give your team the modern service experience of a top-tier hybrid office
AI-FIRST STRATEGY

The AI Assistant is the primary interface, not an add-on feature

Merusoft builds SmartOffice on the AI-First principle: natural language is the main way to interact. A tenant's employee writes "book a meeting room for 6 people tomorrow with lunch," and the system handles the rest. Underneath: RAG over corporate policies and a Graph Knowledge layer over the structure of leased spaces.

Phase 1: text chat assistant · Phase 2: voice and image input · Phase 3: agentic flows like "handle Thursday's guest visit"

How much did we spend on meeting rooms this quarter, and what would you suggest?
Q1 spend was 184,600 ₽. 62% went to Diamond on Wednesdays 14:00–18:00. Suggestion: shift some meetings to Quartz (utilization 31%) — savings ~28,400 ₽ per quarter.▋
Sovereign technology stack

Integrates with what you already run

The Tenant Portal is part of the Merusoft SmartOffice IWMS platform. It connects to Russian and international corporate software, access control, and building systems.

1C
Accounting · Billing
CommuniGate Pro
Mail · Calendar
Vinteo · TrueConf
Video conferencing
Active Directory
SSO · Authentication
Parsec · Sigur
Access control
SAP · MS Exchange
Enterprise systems
Loxone · iRidi
BMS · Building automation
REST API
Open platform
Trust & Compliance

Russian-made software for critical infrastructure

Merusoft SmartOffice is proprietary software developed by Merusoft LLC. It is included in the Unified Russian Software Registry — eligible for state-owned and systemically important organizations.

Russian Software Registry
№11600
Order of the Ministry of Digital Development of Russia №990, dated September 23, 2021. Listed September 24, 2021.
Legal Entity
Merusoft LLC
INN 9724002760 · OGRN 1207700027743. Moscow, Dorozhnaya St., 60B, Annino Business Center.
VAT 0%
VAT-exempt
Software licensing — Article 149.2.26 of the Russian Tax Code. Optimized for public-sector and corporate procurement.
Frequently Asked Questions

What property management directors usually ask

Is the Tenant Portal a standalone product or a SmartOffice module?
It's a functional module of the Merusoft SmartOffice IWMS platform. Delivered either as part of the full system or as a standalone deployment with a base core. Architecturally, it's multi-tenant: a single instance serves all tenants in the building, with each tenant operating in an isolated workspace — its own wallet, employees, and service requests.
Where is the system deployed — cloud or on-premises?
Both models are supported. Cloud deployment runs on Russian infrastructure (Selectel). On-premises deployment runs on the customer's hardware. The stack is fully Russian and open-source: Java, PostgreSQL, Keycloak, Astra Linux SE — no dependency on foreign licenses.
How does the tenant wallet handle service monetization?
The wallet is a balance account for the tenant inside the IWMS. The tenant tops it up via card or via invoice from the property manager (through 1C). When booking paid meeting rooms, parking, or catering, the balance is debited instantly. The IWMS doesn't physically hold money: real payments flow through 1C or a payment gateway. The IWMS only tracks accruals and feeds data into accounting.
How long does implementation take?
A typical Tenant Portal launch in a single building takes 6–10 weeks: discovery, configuration of reference data, import of floor plans and tenant lists, integration with 1C and access control, training of property management admins, pilot with 2–3 tenants, then full rollout. For larger sites (more than 30 tenants) — up to 14 weeks with phased onboarding.
Can the system be customized to our processes?
Yes. SmartOffice was designed as an open platform: 200+ no-code configuration options, REST API for integrations, and customizations are delivered by our in-house engineering team. IP rights for the base product remain with Merusoft; rights for customizations are negotiated in the contract.
Is the mobile app a PWA or native?
Native apps for iOS and Android. Authentication is supported via login/password, SSO, phone number, QR code, and PIN. Push notifications, offline booking views, and access control via QR/NFC are all built in. White-label branding to match the building's color scheme is available with a custom delivery.
What's included in the price and how is it calculated?
Pricing is composed of a one-time implementation fee (discovery, configuration, integrations, training) and a recurring per-user license. Office buildings have dedicated tariffs based on tenant count and total managed area. The exact figure is calculated after a short audit, typically within 3–5 business days. Request a quote and we'll send a proposal sized to your building.
Next step

See the system on
your own data

15 minutes of demo on a video call. We'll walk through the Tenant Portal with your building as the example, estimate the impact, and send you a proposal within 3 business days.

+7 495 545-32-84
Calls during Moscow business hours
info@merusoft.ru
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