Find the best Desk Booking Software

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Robin

Best for mid-market and enterprise companies, Robin Powered is a cloud-based scheduling solution that caters to businesses across various industries such as real estate, consumer electronics, marketing, advertising, finance, infor...Read more about Robin

YAROOMS

The YAROOMS Workplace Experience Platform is your one-stop shop for an amazing workplace experience. We offer easy-to-use solutions that help companies efficiently manage people and spaces in a flexible work environment, including...Read more about YAROOMS

Tactic

Tactic is a scheduling management platform for HR & Office Managers looking to easily implement and manage a hybrid workplace. This platform includes features such as health questionnaires, interactive office maps, office usage da...Read more about Tactic

Kadence

Your complete toolkit to make hybrid work for your people and spaces. A full suite of easy-to-use hybrid working software designed to improve the coordination of people, space. By building the operating system for the future of wo...Read more about Kadence

Clearooms

Clearooms is a hot desk and meeting room management software. It is a user-friendly solution specifically made for SME companies looking to move to a hybrid workspace model but that do not want an over complicated system to suppor...Read more about Clearooms

Wisp

Wisp by Gensler, is a full-service space management solution to combine software, implementation and ongoing drawing maintenance. Interactive floor plans are combined with occupant data for real time space reporting. Key features ...Read more about Wisp

Skedda

Skedda is a leading global desk management and hybrid work platform, serving over 12,000 customers and nearly two million users, including IBM, Siemens, Mercedes-Benz, and Harvard University. We are defining the future of the work...Read more about Skedda

Tribeloo

More than just desk booking: ​ Tribeloo provides the tools to manage your hybrid workplace and bring your employees back together. Book through the tools you already use​ - Book any space directly from Outlook or Google, so your ...Read more about Tribeloo

WiggleDesk

WiggleDesk is a robust and modern platform that preserves the advantages of flexible working while making it incredibly simple to organize a hybrid workforce. It was developed during Covid to ensure teams could return to the offic...Read more about WiggleDesk

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Seating Allocation Solution

Our tailor-made, cloud-based office space management software solution provides facility managers, HR managers, office administrators, and CFOs a real-time view of their workspace and the ability to customize office arrangements o...Read more about Seating Allocation Solution

Deskfound

Designed for the hybrid workforce, Deskfound is a Slack-based space management solution that helps employees find workspace, handle desk reservations, view floor plans, and more from a centralized platform. It lets employees manag...Read more about Deskfound

Gaia Workspace

Gaia Workspace is a flexible workspace management solution, featuring visitor management, room & desk booking, external booking, office car parking, approval, and analytics. Gaia streamlines your workplace scheduling and keeps you...Read more about Gaia Workspace

Whatspot

Elevate your workspace management to new heights with Whatspot. Perfect for businesses, coworking spaces, universities and public institutions, we offer a dynamic solution for all your booking needs – from desks to (meeting) rooms...Read more about Whatspot

Quantum AI WorkSpace Manager

Step into the future of workspace management with our cutting-edge Space Management Solution. Meticulously crafted to elevate workplace efficiency and productivity, our platform is designed to meet the diverse needs of businesses ...Read more about Quantum AI WorkSpace Manager

5.0 (1 reviews)

FMS:Employee

FMS:Employee offers intuitive software and hardware solutions for your employees with powerful, integrated scheduling solutions that deliver new levels of efficiency and productivity for mobile, virtual, and traditional employees....Read more about FMS:Employee

5.0 (2 reviews)

POC System

POC System is a cloud-based facility management solution designed for midsize and large companies such as realty companies, commercial centers, banks, insurance companies and municipal organizations. Key features include space man...Read more about POC System

Othership

Othership is a remote work platform that helps businesses choose from a distributed network of free and paid spaces to work. Managers can configure access to office and meeting rooms. Othership includes HQs, offices and a network...Read more about Othership

UnSpot

UnSpot is a platform for organizing hybrid work of employees and increasing the productivity of teams. Service includes solutions for desks and meeting rooms booking, office analytics, and work scheduling. Using UnSpot, employer...Read more about UnSpot

inspace

inspace is a highly adaptable workplace platform that has been designed with your unique requirements in mind! In today's fast-paced work environment, we understand the importance of having a seamless and efficient system to manag...Read more about inspace

KALENA

Kalena is an office spaces booking solution, which is designed to facilitate hybrid work, allowing employees to book workstations, meeting rooms, parking spaces and more directly from plan or calendar views. Users can register, c...Read more about KALENA

Buyers Guide

Last Updated: March 16, 2023

Whether you are a company with limited space for your employees or an agency that rents offices temporarily to clients, the task of scheduling and reserving office space and equipment can be cumbersome if you don’t have the proper tools to keep track of inventory and bookings.

With desk booking software, companies can allow their employees and clients to reserve workspaces and resources, which streamlines the desk booking process.

This guide will provide you with information to help you choose the right desking booking software for your company or office rental facilities.

Here’s what we'll cover:

What is desk booking software?

Desk booking software allows companies to streamline their employees’ or clients’ booking processes. These booking platforms enable workers to check the availability of workspaces and reserve them using their remote device.

Desk booking software also enables companies to manage the inventory of audiovisual equipment and other types of hardware, providing insights on desk utilization (such as how often inventory is used and by whom).

Common features of desk booking software

Desk availability schedule

Display the availability of rentable workspaces using calendars and office maps.

Desk reservation

Allow employees or clients to reserve available desks, offices, and equipment.

Booking management

Add additional desk spaces, update equipment inventory, and manage upcoming bookings, itineraries, and reservations.

Floor plans and maps

Display detailed views of office floor plans to both clients and managers as visual representations of available or unavailable space.

Occupancy management

Provide information regarding current and future occupancy rates.

Utilization reporting

Track the frequency of usage of individual assets or office equipment.

Access controls and permissions

Create usernames and passwords, and grant access to different levels of managerial functions.

What type of buyer are you?

  • Coworking spaces: Independent workers that do not regularly require permanent office space rely on coworking companies to provide temporary desk space, meeting rooms, and audiovisual equipment. By employing desk booking software, coworking agencies can provide an interface to their clients that allows them to view available inventory and reserve spaces that satisfy their business needs.

  • Companies with limited office resources: Larger companies are able to save on overhead costs by limiting the amount of physical office space that they provide their employees by assigning space to workers only as needed. Desk booking software allows employees to reserve office space for occasional meetings or collaborative efforts, while leaving the majority of work to be done in remote environments.

  • Outside sales teams: Outside sales representatives ideally meet with clients in the field. However, desk booking software allows sales personnel to occasionally reserve showroom space, demonstration equipment, or temporary offices for closing deals and signing physical contracts.

Benefits of desk booking software

  • Optimize utilization of rentable space and equipment: For companies that rent spaces to clients, desk booking software can provide a clear view of what factors clients are most drawn to, whether it be size of the space, location within the overall coworking facility, or even ambient factors, such as external noise or availability of natural light. Facility managers can also keep track of which types of technical equipment their customers are using the most to ensure they can maintain inventory levels that keep up with client demand.

  • Lower overhead cost: Commercial real estate can be one of the most costly line items in running a successful business. By using desk booking software internally, companies can cut their office rental or ownership costs by reducing the amount of space available, sharing the same working space among multiple employees, and then providing employees with a booking system that allows them to reserve valuable office space on an as-needed basis.

Key considerations for purchasing desk booking software

With so many desk booking software packages available on the market today, it can be overwhelming to choose the right one. Consider the following when selecting the best fit for your enterprise:

  • User base: Depending on the software package, there can be a longer learning curve due to a broader range of booking options, especially for products that are designed for enterprise use. On the other hand, desk booking offerings meant for coworking and employee spaces are generally easier to use, due to the unpredictable level of technical know-how of your intended clientele. Consider the ease of application support for the intended user base when choosing a desk booking solution.

  • Inventory management: Note that many software offerings in the desk booking space allow companies to track more than just desks and office space. Many packages also allow management to provide and keep track of office or audiovisual equipment to clients and employees. Consider whether your organization needs this added functionality (and the additional associated expense).

Market trends to understand

When researching the desk booking management software market, there are some market trends to consider to help make the right decision for your business.

IoT integration: As Internet of Things (IoT) technology continues to infiltrate applications of all types, real-time occupancy sensors are becoming integrated with office spaces to provide information about how much time people occupy working spaces. Sensors in office equipment will also make it easier to know the physical location of company assets. The integration of this technology into desk booking management systems will provide invaluable information, maximizing inventory capabilities.

Global move toward work-from-home environments: Even before the COVID-19 pandemic, mobile technology was making it easier for company employees to work from home and for independent entrepreneurs to be more productive. This trend continues at a breakneck pace, meaning that management of temporary physical office space will be even more of a necessity in the coming future.

Note: The application selected in this article is an example to show a feature in context and is not intended as an endorsement or recommendation. It has been obtained from sources believed to be reliable at the time of publication.