The employee experience doesn't start at the desk—it starts in the parking lot. A stressful search for a spot can sour an employee's mood and impact their productivity before the day has even begun. Creating a positive and welcoming workplace means removing these daily points of friction. Instead of leaving your team to fend for themselves, you can provide certainty and ease. A parking space booking system for office buildings is a simple yet powerful way to show you value your team's time and well-being. It eliminates the morning scramble and ensures a smooth, predictable arrival. Here, we’ll explore how this one change can improve morale and contribute to a workplace culture people want to be a part of.
Key Takeaways
- Transform parking from a headache to a perk: A booking system eliminates the morning stress of finding a spot, creating a better employee experience while ensuring you make the most of your available parking spaces.
- Prioritize integration and data-driven insights: A system that connects with your current tools, like Slack or Teams, ensures high adoption, while analytics give you the power to optimize space and make smarter facility decisions.
- A successful system requires a thoughtful rollout: Introduce your new parking tool with a clear plan that includes communicating the benefits to your team, providing simple training, and defining how you'll measure success.
What Is a Parking Space Booking System?
Think of a parking space booking system as a smart digital tool that helps you manage your office parking. Its main job is to make the daily scramble for a spot easier and less stressful for everyone. In a hybrid work environment where people come and go on different days, assigned parking spots often sit empty, wasting valuable space. A booking system transforms your parking lot into a flexible resource that adapts to your team’s changing schedules.
Instead of leaving parking to chance, this software provides a clear, organized way for employees to reserve a spot when they need one. It eliminates the uncertainty of the morning commute and ensures that the people who drive to the office can actually find a place to park. This is especially important for companies looking to create a positive and efficient office experience. A well-managed lot is the first step. With the right office parking management tool, you can create a fair system that maximizes your available space and removes a major source of frustration for your team. It’s all about bringing order to the chaos and making the office a place people want to come to.
What It Does
At its core, a parking booking system lets your team reserve a parking spot before they even leave home. Employees can simply open an app on their phone or computer and see which spots are available in real-time. Many systems use interactive maps of your company’s parking lot, so people can see exactly where they’ll be parking for the day. This simple function completely changes the morning routine. Instead of circling the lot hoping to get lucky, your team members can arrive knowing a spot is waiting for them. It’s a small change that makes a big difference in starting the day on a positive, stress-free note.
How It Connects to Your Tools
A great parking system doesn’t add another app to your team’s long list of logins. The most effective solutions connect directly with the tools your company already uses every day, like Slack or Microsoft Teams. When your parking software is integrated, booking a spot can be as simple as sending a quick message or clicking a button within a platform your team already has open. This seamless experience is key to getting everyone on board. By making parking part of the natural workflow, you can explore integrations that make office logistics feel effortless, not like another chore on the to-do list.
Busting Common Parking Myths
One common myth is that these systems are just for policing employees or adding complicated rules. In reality, they’re designed to make life easier and fairer for everyone. The goal isn’t to track people but to eliminate the stress of a “first-come, first-served” system that often feels arbitrary. Another misconception is that the old way—like a spreadsheet or just hoping for the best—works just fine. This often ignores the frustration and lost time that comes with parking uncertainty. A dedicated system provides a single source of truth, so there’s no more guesswork or misinformation about who gets to park where.
The Real Problems with Office Parking
If your office parking lot operates on a "first-come, first-served" basis, you're likely familiar with the daily chaos. In a hybrid work model, this outdated approach creates more problems than it solves, leading to frustrated employees, wasted resources, and a logistical headache for office managers. When you don't know who is coming into the office on any given day, you can't plan for parking, and that uncertainty trickles down to everyone. Let's break down the specific issues that arise from not having a smart system in place and how dedicated office parking management can solve them.
Wasted Spaces and Unhappy Commuters
On days when fewer people are in the office, prime spots sit empty. On busy days, there aren't enough spots to go around. This inconsistency is a direct result of manual management, which can be a huge headache and often leads to wasted space or arguments over spots. When your parking lot doesn't adapt to your team's flexible schedules, you're not just wasting valuable real estate—you're creating a frustrating experience for employees who make the commute. This uncertainty can make coming into the office feel like a gamble, which isn't the welcoming atmosphere you want to create.
The Daily Scramble for a Spot
The morning commute is stressful enough without adding "find a parking spot" to the to-do list. When employees don't know if they'll have a place to park, it adds unnecessary anxiety to their day and can even make them late. This daily scramble can negatively impact morale and productivity before the workday even begins. Giving employees the ability to book a spot ahead of time means no more aimless searching and a lot less stress. A smooth arrival is a small but powerful part of a successful hybrid work software strategy that shows you value your team's time and well-being.
The Trouble with Spreadsheets and Sign-up Sheets
Using spreadsheets or paper sign-up sheets to manage parking is a recipe for confusion. These manual methods are difficult to update in real-time, prone to errors, and create extra work for your administrative team. Who has time to cross-reference a spreadsheet every morning? A digital system that integrates with tools your team already uses, like Slack or Teams, makes the process seamless. Having a real-time view of available spots makes it much easier for people to find and book a space without needing to learn a new, clunky program.
The Hidden Costs of Poor Parking Management
Inefficient parking isn't just an inconvenience; it has real costs. Every empty spot in a leased or owned parking lot is a wasted asset. On the flip side, if employees can't find parking, they might be late, less productive, or even decide to work from home, which can disrupt collaborative in-office days. Without data, you can't make informed decisions. A smart system collects information on how parking spots are used, which helps you make better plans and use your parking more efficiently, ensuring fewer spots are left empty and your resources are maximized.
What to Look For in a Parking Management System
When you start comparing parking management systems, you'll find they aren't all built the same. The best tool for your office is one that solves your specific parking headaches without creating new ones. It should feel like a natural part of your team's workflow, not another app they have to remember to check. Look for a system that simplifies the process for everyone, from the employee booking a spot to the admin managing the entire lot. Here are the key features that make a real difference.
Easy Booking from Anywhere
The morning commute is stressful enough without having to worry about finding a parking spot. A great system allows your team to book their space from anywhere, whether they’re on their couch planning their week or in the car on the way to the office. This simple convenience removes a major point of friction and gives employees certainty about their commute. Look for a mobile-friendly platform that lets users reserve a spot for a single day or an entire week in just a few taps. This flexibility is essential for supporting a hybrid work schedule and making office visits feel effortless.
Syncs with Your Work Calendar
The most effective tools are the ones that fit into the systems your team already uses every day. A parking system that connects with work calendars like Google Calendar or Microsoft Teams is a game-changer. When an employee accepts an in-office meeting invitation, they can be prompted to book a desk and a parking spot at the same time. This level of integration streamlines the entire office planning process. It means less app-switching for your team and higher adoption rates for your new system, since booking becomes a simple, automated part of their existing routine.
See Available Spots in Real-Time
Nothing is more frustrating than arriving at the office only to find the parking lot is a free-for-all. A smart parking system provides a real-time view of the lot, often with a visual map showing exactly which spots are open. This transparency eliminates the guesswork and the stressful morning scramble. Employees can see availability before they even leave home, choose their preferred spot, and head to the office with confidence. This feature not only saves time but also contributes to a calmer, more organized arrival experience for everyone.
Secure and Controlled Access
Your office parking lot has its own set of rules, and your management system should help you enforce them. The right software allows you to manage every type of space, from standard spots to those reserved for EV charging, carpooling, or employees with disabilities. You can create specific rules, assign spots to certain teams or individuals, and ensure that only authorized people can book. This level of control ensures the lot is used fairly and efficiently, respecting the different needs of your team while keeping the space secure.
Data to Make Smarter Decisions
How do you know if your parking strategy is working? The best systems give you the data to find out. By tracking metrics like occupancy rates, peak usage times, and no-shows, you can get a clear picture of how your parking resources are being used. This information is invaluable for making informed decisions. You might discover you have too many spots and can lease some out, or that you need to add more EV chargers to meet growing demand. This data helps you optimize your office parking management and plan for future needs with confidence.
Simple Payment Options (If You Need Them)
If your company charges for parking, a system with integrated payment processing is a must. It simplifies the experience for employees, allowing them to pay for their spot directly within the booking app instead of dealing with a separate payment machine or process. For administrators, it automates revenue collection and makes tracking straightforward. Even if you don't currently charge for parking, choosing a system with this capability gives you the flexibility to introduce paid or premium parking options in the future without having to switch platforms.
How a Smart Parking System Improves Your Office
Switching to a smart parking system isn't just about modernizing your office—it's about solving real, everyday problems for your team and your business. By moving away from the "first come, first served" chaos, you create a more efficient, fair, and pleasant workplace. It transforms parking from a daily source of frustration into a seamless part of the employee experience. This simple change can have a ripple effect, improving everything from team morale to your bottom line. Let's look at the specific ways an office parking management system can make a difference.
Make the Most of Every Parking Spot
An empty parking spot is a wasted asset, especially if you're paying a premium for it. A smart parking system gives you a clear view of how your space is actually being used. By tracking key metrics like occupancy and turnover rates, you can make smarter decisions about your parking needs. Maybe you have more than enough space and could lease some spots out, or perhaps you need to reconfigure the layout to accommodate more cars on busy days. This data-driven approach helps you optimize your resources, reduce costs, and ensure that every spot is working for you, not sitting empty.
A Smoother, Stress-Free Commute for Your Team
Nothing starts the day off on the wrong foot like a stressful commute. Circling the lot looking for a spot adds unnecessary anxiety and can make employees late. A parking booking system eliminates this daily scramble. When your team can book a spot ahead of time, they can drive to the office with confidence, knowing exactly where they'll park. This small change makes a huge difference in their overall experience, reducing commute-related stress and helping them start their workday feeling calm and ready to focus. It’s a simple but powerful way to show you value their time and well-being.
Save Time and Reduce Costs
Think about the time your office manager or administrative staff spends dealing with parking issues—managing spreadsheets, mediating disputes, or answering questions about availability. A smart system automates all of that. It frees up your team to focus on more important tasks instead of playing parking attendant. This efficiency also translates to cost savings. By understanding your true parking needs through data, you can avoid overpaying for unnecessary spaces or wasting resources on an underutilized lot. It’s a practical way to streamline operations and make your budget work harder.
Support Your Sustainability Goals
Believe it or not, a better parking system can also be a greener one. When employees drive around searching for an open spot, they're burning fuel and creating unnecessary emissions. A digital tool that allows them to reserve a parking spot in advance eliminates that wasteful circling. This simple change reduces your office's collective carbon footprint and supports your company's sustainability initiatives. It’s an easy win for the environment and a great way to show your team and community that you’re committed to making a positive impact.
Use Data to Guide Your Parking Strategy
Guesswork shouldn't drive your facility decisions. A smart parking system acts as your source of truth, collecting valuable information about how your parking spots are used. You can see which days are busiest, how long spots are typically occupied, and which employees use the lot most frequently. This data helps you make informed choices to improve your parking facilities over time. You might decide to implement a carpooling incentive program, adjust the number of reserved spots, or even justify expanding your lot based on real demand. It puts you in control, allowing you to build a parking strategy that truly serves your team.
How a Parking Booking System Works
A parking booking system takes the guesswork out of the daily commute by creating a clear, fair, and automated process for everyone. Instead of relying on spreadsheets or first-come, first-served chaos, this software provides a central hub for managing your office parking. For employees, it offers a simple way to reserve a spot before they even leave home. For administrators, it provides the tools to manage access, set rules, and get a clear picture of parking usage. The best part is that it all happens within the platforms your team already uses, making the entire experience feel effortless and integrated into the workday.
For Employees: Booking a Spot
For your team, the process is straightforward. Employees can see which parking spots are available in real-time and book one for the day or time they need it, right from their phone or computer. There’s no more circling the lot hoping to find an open space. Whether they need to book a spot for a single day they’re coming into the office or reserve one for several weeks, they can do it in just a few clicks. This simple self-service approach gives employees control over their commute, reducing stress and starting their day on a positive note.
For Admins: Managing Employee Access
As an administrator, you get complete control over your company’s parking resources. You can easily manage who has access to which spots and when. For example, you can designate specific areas for executives, allocate spots for EV charging, or reserve accessible parking for those who need it. An office parking management system allows you to create different rules for different groups, ensuring that your parking policies are enforced fairly and automatically. This means you can manage everything from regular employee parking to visitor spots without manual oversight, freeing up your time for more important tasks.
For Admins: Setting Up Your Parking Rules
A great parking system lets you customize the rules to fit your office’s unique needs. You can set priorities to ensure certain team members always have a spot, or you can make parking available on a rotating basis to promote fairness. The system prevents double-bookings and helps you manage visitor parking seamlessly. You can even automate spot assignments based on roles or pre-approved permits. This level of customization is similar to a hot desk booking system, where you define the logic, and the software handles the day-to-day reservations, ensuring your parking lot runs efficiently.
Connecting with Your Existing Tools
The real magic happens when your parking system works with the tools your team already relies on. Instead of introducing yet another app and password, a system that connects with Slack or Microsoft Teams makes booking a spot as easy as sending a message. These integrations allow employees to reserve parking, get reminders, and receive notifications within their existing workflow. This seamless connection makes the system incredibly easy to adopt and use, ensuring that your investment improves the employee experience without adding complexity to their day.
How to Roll Out Your New Parking System
Introducing a new system, even one that makes life easier, requires a thoughtful approach. A smooth rollout isn't just about flipping a switch; it's about bringing your team along so they feel confident and ready. By planning your launch, communicating clearly, and showing everyone the ropes, you can make the transition to a smarter parking solution a huge win for the entire office.
Start with a Clear Plan
Before you do anything else, map out your goals. What specific parking problems are you trying to solve? Are you aiming for fairer space allocation, reducing wasted spots, or simply making the morning commute less of a headache for your team? Talk to your employees to understand their needs and frustrations with the current setup. Once you have your objectives, create a realistic timeline for the rollout. A clear plan ensures everyone is on the same page and helps you choose the right office parking management system to meet your goals.
Get Your Tech in Sync
The last thing your team needs is another app to download or another password to remember. Your new parking system should feel like a natural part of their workflow. Look for a solution that can integrate with the tools your team already uses every day, like Slack or Microsoft Teams. This makes booking a spot as simple as sending a message. When your tech works together, you eliminate friction and make it incredibly easy for everyone to adopt the new system without disrupting their routine.
Tell Your Team What's Changing
No one likes surprises, especially when it involves their daily commute. Communicate the upcoming changes early and often. Explain why you're making the switch and focus on the benefits for them: no more circling the lot, a guaranteed spot on office days, and a fairer system for everyone. Use multiple channels to get the word out—send an email, post in your company's main Slack channel, and mention it in an all-hands meeting. Being transparent helps build support and gets people excited for a better parking experience.
Show Everyone How It Works
The best way to get your team on board is to show them just how easy the new system is to use. Host a brief demo during a team meeting or record a quick tutorial video that people can watch on their own time. Create simple, visual guides that walk through the booking process step-by-step. When employees see for themselves that booking a parking spot takes just a few seconds, any hesitation will disappear. Hands-on demonstrations remove uncertainty and empower your team to start using the new tool with confidence from day one.
Define What Success Looks Like
How will you know if the new system is working? Before you launch, decide on the key metrics you'll use to measure its impact. This could include tracking parking occupancy rates to see if you're making better use of your space, or sending out a simple survey to gauge employee satisfaction. Having clear success metrics allows you to see the value of your new system in black and white. It also gives you the data you need to make small adjustments and continue optimizing your office parking over time.
Keeping Your Parking System Secure
When you think about office parking, "security" might bring to mind gates and security cameras. While those are important, a modern parking system adds critical layers of digital security that protect your people, their data, and your property. A great system isn't just about assigning spots; it's about creating a trusted environment where employees feel safe and their information is kept private.
From ensuring only authorized employees can access the lot to protecting personal data, a secure parking management system gives you control and your team peace of mind. It automates access, maintains privacy, and provides the data you need to keep things running smoothly and safely. This is about building a system that’s not only efficient but also fundamentally secure, so everyone can focus on their workday without worrying about their car or their data.
Protecting Employee Data
A parking booking system will naturally handle employee information—names, license plate numbers, and when they plan to be in the office. That’s why it’s so important to choose a platform that takes data protection seriously. Your team needs to trust that their personal information is stored securely and used responsibly. The goal is to use data to improve the parking experience, not to create a sense of being watched. By tracking anonymized data and key performance indicators, you can measure how well your parking setup is working and make smart adjustments without compromising individual privacy.
Respecting Team Privacy
Beyond just protecting data, a secure system operates with transparency. Nothing erodes trust faster than a system that feels confusing or secretive. Employees should have clear, accurate information about how parking is allocated, what the rules are, and why. Studies show that misinformation and misperception in parking can lead to major frustration, so clarity is key. A trustworthy system gives everyone visibility into available spots and the rules of the game. This way, your team feels respected and informed, which is just as important as keeping their data locked down.
Ensuring Only the Right People Get In
One of the most practical security benefits of a parking management system is controlling who has access to your lot. Without a system, it’s a free-for-all, leaving spots vulnerable to unauthorized parkers and creating frustration for your team. A shared parking booking system solves this by design. It ensures that only employees with a valid booking can access the lot, preventing tailgating and unauthorized entry. This simple function keeps your parking area reserved for your people, making the office feel safer and ensuring a reserved spot is always waiting for the person who booked it.
Keeping the System Running Smoothly
A secure system is also a reliable one. Technical glitches, downtime, or a confusing interface can create security gaps and headaches for everyone. The system should just work, day in and day out. This reliability comes from a well-built platform that’s actively maintained. Using parking analytics helps you monitor the system’s health, track usage patterns, and spot potential issues before they become problems. When the system runs smoothly, it reinforces the sense of order and security, ensuring that employees can count on it without a second thought.
How to Know If Your Parking System Is Working
So, you’ve rolled out a new parking system. That’s a huge step! But the work doesn’t stop there. The real win comes from knowing if it’s actually solving the problems you set out to fix. Without a way to measure success, you’re just guessing. A great parking system shouldn’t just feel better; it should provide clear, measurable data that proves its value.
The goal is to move from anecdotal feedback like, "I think parking is easier now," to concrete evidence. Are people finding spots faster? Are you using your space efficiently? Is the administrative burden truly gone? By focusing on the right numbers, you can see exactly how your investment is paying off for your team and your bottom line. This data-driven approach allows you to make informed decisions, tweak your strategy as needed, and confidently show leadership that the new system is a success. It’s about turning a daily frustration into a seamless part of the workday.
Key Metrics to Watch
Think of key performance indicators (KPIs) as your parking lot’s report card. These are the specific, measurable data points that show you how well your system is performing against your goals. Instead of relying on guesswork, you can look at hard numbers to understand what’s really happening. Key metrics to monitor include the overall occupancy rate, the number of successful bookings versus cancellations, and the employee no-show rate. Watching these numbers helps you spot trends, identify potential issues, and make smart adjustments to your office parking management strategy. It’s the most effective way to ensure your system is meeting your objectives.
Tracking How Spots Are Used
Understanding how your parking spots are actually being used is crucial. A good system gives you a clear view of utilization patterns. For example, you can see which days have the highest demand or if certain spots are consistently left empty. This insight is incredibly valuable. If you find that your lot is only at 60% capacity on Fridays, you might be able to lease out the extra spaces or reconsider your long-term real estate needs. By tracking metrics like occupancy and turnover rates, you can make smarter decisions that reduce costs, optimize your resources, and ensure your parking facilities are perfectly aligned with your team’s needs.
Optimizing Any Parking Revenue
If your company charges for parking, a booking system is your best friend for maximizing that revenue. You can easily track income per space, identify your most valuable spots, and even experiment with different pricing models. For instance, you could implement dynamic pricing for high-demand days or offer premium spots at a higher rate. But even if you don’t charge for parking, you can think of this in terms of value. Your parking lot is a significant asset. A smart system ensures you’re getting the most value out of it by making sure every spot supports a productive, stress-free day for your employees.
Measuring Time and Cost Savings
Some of the biggest benefits of a smart parking system are the "soft" savings in time and frustration. Think about the minutes each employee saves by not circling the lot every morning. That time adds up, leading to a more productive and punctual team. On the administrative side, consider the hours your office manager or HR team saves by not having to manage a clunky spreadsheet or mediate parking disputes. These efficiencies are a direct cost saving. A great hybrid work software solution with integrated parking demonstrates its value by giving that time back to your team, improving morale and reducing operational friction.
Choosing a System That Grows with You
Picking a parking management system isn't just about solving today's headaches. It's about investing in a tool that can adapt as your company evolves. Your team might grow, your hybrid work policies could change, or you might adopt new workplace technologies. The right system should be flexible enough to handle all of it without needing a complete overhaul. A future-proof solution supports your long-term goals, from scaling operations to meeting sustainability targets. It becomes a strategic asset that helps you stay agile, rather than a piece of software that holds you back. Think of it as choosing a partner for the long haul, one that’s ready to grow alongside you and help you prepare for whatever comes next.
Can It Handle More Cars and People?
As your company expands, so will the demand for parking. A scalable system is essential for managing this growth smoothly. Look for a solution that doesn't just track who is parking where but also gives you the data to understand usage patterns. By tracking key metrics like occupancy rates and peak demand times, you can make smarter decisions about your space. This data allows you to optimize your existing lot instead of immediately looking for more expensive options. A good office parking management system can help you adjust policies on the fly, ensuring that as more people come to the office, your parking situation remains organized and stress-free for everyone involved.
Will It Work with Future Tools?
Your parking system shouldn't operate in a silo. It needs to connect seamlessly with the tools your team already relies on every day, like Slack or Microsoft Teams. This ensures high adoption and makes booking a spot a natural part of your employees' workflow. Beyond current software, consider a system's ability to integrate with future tools. A flexible platform makes it easier to centralize and simplify different administrative tasks as your tech stack evolves. Prioritizing strong integrations means your parking solution will remain a valuable, connected part of your office management ecosystem for years to come, rather than becoming an outdated, isolated tool.
Supporting a Greener Future
An efficient parking system does more than just organize cars; it can also support your company’s sustainability initiatives. When employees can reserve a spot in advance, they eliminate the need to circle the block searching for parking. Using a smart parking system helps reduce the time cars spend idling, which is beneficial for the environment by cutting down on unnecessary fuel consumption and vehicle emissions. This simple operational change is a practical way to contribute to a greener commute for your team and demonstrate your company's commitment to environmental responsibility. It’s a small shift that, when multiplied across your entire team, can make a meaningful difference.
Staying Ahead of Parking Trends
The way we work is constantly changing, and your office parking strategy should be able to keep up. A modern parking system provides the data you need to move from being reactive to proactive. Parking analytics has reshaped how facility management operates by turning raw data into actionable insights. With clear reports on usage, you can spot trends, anticipate future demand, and make informed decisions about your parking resources. This allows you to adapt your policies based on real behavior, ensuring your parking strategy supports your team effectively, no matter how their commuting habits change over time.
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Frequently Asked Questions
My team is already busy. Will they actually adopt another new tool? That’s a completely fair question. The best parking systems aren't really "another tool" but rather a feature that lives inside the software your team already uses, like Slack or Microsoft Teams. Because it integrates directly into their daily workflow, booking a spot becomes as simple as clicking a button in a channel they already have open. The goal is to remove a daily point of friction—the stressful search for parking—so the benefit is immediate and obvious, which makes adoption feel natural rather than like a chore.
What if we have more employees who want to park than available spots? How does the system handle that? This is exactly the kind of problem a smart system is built to solve. Instead of leaving it to a daily free-for-all, you can set clear and fair rules that work for your office. You could create a system where employees can book spots a week in advance, ensuring everyone gets a fair chance over time. You can also set priorities for specific teams or individuals if needed. It transforms the process from a competition into an organized, transparent system where everyone understands the rules.
We're currently using a shared spreadsheet for parking. Why is a dedicated system better? Spreadsheets are a common starting point, but they often create more administrative work than they solve. They aren't updated in real-time, are prone to accidental edits or double-bookings, and offer no real data on how your parking is being used. A dedicated system automates the entire process, giving everyone a live view of availability. It frees your office manager from playing "parking police" and provides you with clear data to make smarter decisions about your space.
How much work is it to get a parking booking system up and running? Getting started is more straightforward than you might think. Modern systems are designed to be user-friendly for administrators. The setup typically involves creating a digital map of your parking lot and defining your specific rules—like who can book, when they can book, and which spots are available. A good provider will guide you through this process, and because the tool integrates with your existing software, there's very little technical heavy lifting required on your end.
Our office is small. Is a parking management system still worth it? Absolutely. The frustration of not knowing if you'll get a spot is universal, regardless of whether you have 20 spaces or 200. For a smaller office, a parking system helps formalize the process and ensures fairness, which can have a big impact on team morale. It also helps you make the most of every single spot you have. It’s less about the size of your lot and more about creating a better, more organized experience for the people who use it.
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