30 Best Hot Desk Booking Software For Hybrid Teams In 2023

deskbird offers a highly intuitive and flexible solution for booking desks and other resources that can be easily accessed by your team members from anywhere. With just two clicks, you can easily reserve a space, whether it's a desk, meeting room, parking spot, or any other facility.

Why I picked deskbird: I included their system because I found their integrations helpful and easy to use. You can book using Microsoft Teams, Slack, their web platform, or their mobile app. In addition, their software integrates with Outlook and Google calendars, so you can avoid scheduling conflicts and get real-time analytics. Another great feature is the HRIS integration, which offers users a seamless experience while enhancing data accuracy for optimized workforce and office analytics.

deskbird Features and Integrations:

In addition to their desk booking tool, deskbird also offers health policy reviews before checking in, check-ins via QR codes, and incognito bookings if you want your trip to the office to stay anonymous. The platform administrators can keep track of space utilization data, assign specific zones to teams, and limit access to essential areas whenever necessary. On top of that, deskbird provides a handy integration with HR systems. This integration streamlines absence tracking, offering users a seamless experience while enhancing data accuracy for optimized workforce and office analytics.

Integrations are available with numerous calendar programs, communication tools, and active directory systems. Additionally, they offer a mobile application for Android and iOS devices and HRIS platforms, such as Bamboo HR, WorkDay, Personio, Sage, Factorial, HiBob, Rippling, and Sap Success Factors.

Pricing for deskbird’s workspace booking tool starts at $1.80/user/month. They also offer a 14-day free trial with no credit card or other strings attached.

Tactic’s workplace experience software makes the office a more valuable piece of your company's hybrid work plan. This flexible platform provides a variety of tools that help bring your team together on their own terms.

Why I picked Tactic: With on-demand desk booking and meeting room reservations, team members can plan their preferred hybrid work schedule at the beginning of each week. Using the interactive office map, employees can see which days their team members will be in the office, allowing them to easily coordinate meetings and events, and facilitate in-person collaboration.

Tactic Features and Integrations:

Tactic's features are designed to ensure a safe working environment for all. Their system includes optional health check-ins for office visitors, capacity management tools, and detailed analytics to support contract tracing as needed. On top of all that, the system can also track the vaccination status of your workers—a modern requirement for certain industries.

And the safety features don't stop there. With Tactic's visitor management tools, you can provide guests with a delightful digital check-in process, allowing you to easily collect their information, photo, and necessary signatures. Tactic puts a heavy emphasis on their user experience to eliminate common technology frustrations.

Integrations are available with many popular scheduling and communication apps, such as Slack, Google Calendar, Microsoft Outlook, and Zoom. All features are also available through their Android and iOS apps.

Pricing for Tactic starts at $2.50/desk/month. All plans include a 14-day free trial, no credit card required.

Eden’s HR and workplace experience software is modular by design, so you only have to pay for the products you need—making it an affordable option for businesses who want to maintain a flexible, hybrid workforce. Their system includes separate modules for desk booking, room scheduling, visitor management, COVID-19 team safety, deliveries, and internal ticketing, which can be used for IT support, HR requests, and more.

Why I picked Eden: Within their desk booking module, system administrators can limit which desks are available for booking, to ensure social distancing between workers. Their system also supports office neighborhoods, allowing employees from the same department to book spots close to each other for improved collaboration. The system also tracks office space and desk usage metrics, making it easier for operations teams to analyze their usage and reduce wasted space.

Eden Features and Integrations:

In addition to their desk and room booking modules, Eden also has an embedded ticketing system, which can be used for any type of employee service request, such as HR and People Operations requests, IT support, facilities needs, or document formatting requests. Designed to act as a central hub for service requests, this module also includes analytics so teams can understand what type of support their employees need the most.

Integrations are available with Google Calendar, Slack, Microsoft Teams, common HRIS platforms like Gusto, Hibob, and BambooHR, and many other access control and single sign-on directory service applications.

Pricing for Eden is very transparent and modular, depending on the type of booking services you need. For their hot desk booking service, pricing starts at $2.25/desk/month, sold in sets of 25 desks. Their room scheduling software can also be added for free for up to 10 rooms, and their COVID-19 safety features can also be added for free for 1 location up to 50 employees.

Kadence is a full suite of easy-to-use hybrid working software designed to improve the coordination of people, space and time to help your teams work smarter. Their next-generation operating system for hybrid working was designed to unleash the potential of people, powering a more positive way of working.

Why I picked Kadence: Their intuitive user interface and interactive floor maps (web and mobile versions) help your employees find and book available desks in seconds. Their platform also includes analytics on desk bookings, occupancy, or wasted bookings, to help you get a better understanding of your office space utilization.

Kadence Features and Integrations:

Features include an auto-release capability that eliminates no-shows and improves availability. Another unique team collaboration function is their “Personal Kadence” profile feature that helps office managers and teams get a clear view of employee’s personal preferences, and generates a list of who’s booked to come into the office on any given day to help with efficient meeting coordination.

Kadence integrates fully with Microsoft Teams, Outlook and Google calendars so your teams can easily find, and book available spaces all within the tools they already use.

Pricing for Kadence starts at $4/user/month. They also offer a free demo.

NSpace is a hot desk booking software that allows users to book available desks or workspaces on a daily basis. Using their mobile app, employees can book desks remotely, ensuring a smooth transition between home and office work environments.

Why I picked NSpace: I included their NSpace in this list because of their advanced permissions. NSpace allows team administrators to grant specific users restricted or unlimited access to hot desk bookings, depending on their workplace roles. For instance, if an employee requires a temporary workspace, an administrator can grant them access to a hot desk. At the same time, administrators can limit permanent office space access to senior staff only, ensuring that the workspace is appropriately utilized.

You can also use NSpace to customize your desk settings, which is essential for hybrid teams, as your workspace's layout may change over time. You can update the desk type, number, and location as needed, ensuring that employees can find an available workspace quickly and easily.

NSpace Features and Integrations:

For NSpace, its biggest standout feature is its space utilization dashboard which provides information on how often specific work areas are being used, and by whom. These details are tracked in real-time, giving you detailed and up-to-date analytics on your workspace usage.

Other features include detailed floor plans of your office space, with extra tools to help staff members see who else will be in the office on the same day, so they can choose where they want to sit. Their sleek and modern interface is also easy to navigate, making the booking process quick and hassle-free. Once a booking is made, your staff will receive an automatic notification in their preferred communication channel.

Integrations are available with major calendar apps, including Google Calendar, Microsoft Outlook, Microsoft Teams, and Slack.

Pricing plans start at $3/desk or $15/meeting room. You can also request a free demo through their website.

Tribeloo is a hot desk booking software that offers an array of features to help you manage your workplace and support in-person and hybrid collaboration on your team.

Why I picked Tribeloo: This is an effective desk and workspace booking software that allows you to define 'neighborhoods' and other unique workspace divisions. You can also manage multiple locations and set specific booking rules for these different locations. For example, you can add maximum capacities for shared spaces or add access permissions to certain employees or teams.

The software provides a visual floorplan for employees to book desks and rooms through. It allows you to set up policies and safety screenings for employees to read and agree to when they book spaces. Employees can also add team members to their group to see who's in and out of the office, and add conferencing to meetings they're booking with hybrid attendees.

Tribeloo Features and Integrations:

Features include visual floorplan, desk and room booking, assigned desks, multiple site management, custom areas and wings, special requests, pre-screening forms, and analytics and reporting tools.

Integrations include Google Calendar and Outlook Calendar, so your team can book desks and rooms directly from the platforms they use already.

Skedda’s customized booking system allows you to control the allocation of all your corporate spaces including desks, meeting rooms, studios, labs, or anything else you want to make reservable.

Why I picked Skedda: Their system is designed to remove the hassle of manually managing spaces by automating the process and enabling self-service bookings. This means you only have to set up your bookable items and automated user rules and permissions once. After that, your staff will be able to help themselves.

To ensure easy access, Skedda also has full-featured native apps for Android and iOS devices that work for users, as well as owners and administrators.

Skedda Features and Integrations:

Their floorplan maps are interactive, making it easy to view and make bookings directly from the map interface. Included in the floor plan is a time-of-day range-slider, so users can determine exactly when their favourite spot will be available again.

Users can also make reservations through their booking calendar, which allows platform admins to review bookings using day, month, grid (all listings) or list (per space or user) views. For pay-per-use venues, the platform also makes it easy to collect payments from users during their initial booking, which is saved for convenient reuse.

Integrations are available with commonly used calendar programs such as iCloud, Google Calendar, Microsoft Outlook (and Google Workspace and Microsoft 365 to generate meeting invites and video-conferencing links), and with communication tools like Microsoft Teams, Slack, Trello, Basecamp, Mailchimp, and many others. 

Pricing for Skedda starts at $7 per month. A 30-day free trial of their premium version is available, as well as a free demo. They also have a freemium version with limited features for up to 5 bookable spaces.

WorkInSync is a hybrid workplace scheduling solution with all the standard features you’d expect for a hot desk booking application, and more.

Why I picked WorkInSync: The system helps managers stay on top of their hybrid employees by asking staff to fill out an Employee Preference Report once per week, indicating the days they would like to work from home or in the office. When staff are ready to make a booking, they can browse the interactive booking platform to find seats near other team members, and search for workstations with special features, including cubicles with ergonomic chairs, or dual monitors.

Within the same process, employees can also book parking spaces too. On the day of a booking request, the system automatically sends a health risk assessment questionnaire to ensure employees have no cold or flu symptoms before heading to the office.

WorkInSync Features and Integrations:

The platform boasts several unique features that I haven’t seen in other systems. To improve productivity, their software has integrations with Google Assistant, Alexa, and Siri so employees can reserve desk spaces during their drive to the office. Once they arrive, the platform’s Mask Detector feature asks employees to confirm they’re wearing a face mask by uploading a selfie of them wearing it.

After that, the next step is a temperature check using WorkInSync’s digital thermal hand scanner, which checks and records employee temperatures to ensure no fevers are developing. QR code scans also work in tandem with their Contactless Access Management module and Digi-Pass, ensuring contactless check-in for booked desks or meeting spaces.

Integrations are available with Microsoft Teams, Slack, Google Assistant, Microsoft Outlook, G-Suite Calendars, Microsoft ADFS, Okta, One Login, Honeywell EBI, and Siri.

Pricing for WorkInSync starts at $2.50/user/month. A free plan is also available for organizations with less than 50 employees. A free demo can also be requested via their website.

Envoy’s hot desk booking system makes it easy to manage the desk booking process from end-to-end.

Why I picked Envoy: Facility managers can control which spaces are bookable, permanently assigned, or unavailable to facilitate social distancing. Interactive workspace maps and neighborhood features are also included. Employees can reserve spaces through Envoy’s mobile app or web interface, or seat assignments can roll out automatically depending on each employee’s function or project team.

Envoy Features and Integrations:

Analytics are built right into the system to ensure space optimization. They also have a feature called ‘unused desk protection’ which allows employees to free up their desk space if they no longer need it so space is never wasted. For employees using the hot desking feature, the system will ask them to complete a health questionnaire before allowing them to make a booking. For longer-term arrangements, employees can reserve the same desk for multiple days or weeks in advance, or request a permanent desk assignment.

In addition to their desk booking features, Envoy also has separate modules for visitor management, managing office deliveries, booking meeting rooms, and protective safety measures for staff.

Integrations are available with 85+ common software applications including access control platforms like braXos, Genetec, Honeywell and Proxy, and communication platforms like Cisco Webex, CXApp, Google Chat, Microsoft Teams, Ring Central, Workplace by Facebook, Zoom and many others.

Pricing for Envoy Desks starts at $3/desk/month, sold in packs of 25 desks. A freemium version with limited features is also available for up to 25 active desks.

Officely is a hot desk booking software that helps businesses manage meeting rooms, desks, and other shared spaces. Their cloud-based solution allows users to see desk availability in real time, book meeting rooms and desks, and track space usage. One feature that really sets them apart is their full integration with Slack. This means users can receive updates on who's in the office, or when they'll be in next, all within their Slack workspace.

Why I picked Officely: Their software allows employees to reserve space for specific days or times and cancel reservations if they no longer need the space. Users can make individual or group bookings, and also reserve spaces and amenities like parking spots or rooms for private luncheons. Users will receive a confirmation email with all the details about their reservation, including a floor map for easy navigation.

To assist with workforce management, Officely allows employers to limit the time each employee can spend in the office, ensuring everyone can use the space. Moreover, Officely provides employers with data on how their employees use the office, allowing them to make informed decisions about office utilization. The system's overall flexibility helps make hybrid work arrangements more manageable for employers and employees.

Officely Features and Integrations:

Officely allows system administrators to customize their built-in health surveys, such as their automated COVID-19 or vaccine check-ins, which can be incorporated into the desk booking process. Once a health survey is completed, the results are automatically logged into a secure system. This feature helps businesses monitor employee interactions for contract tracing purposes, creating a record of anyone who may have been exposed to the virus. It also helps businesses stay compliant with any local or national guidelines on reporting cases of COVID-19.

Integrations are available natively with popular calendar programs like Google Calendar and Microsoft Outlook. In addition, Officely is fully integrated with Slack.

Pricing for Officely starts at $2.50/user/month. They also offer a freemium plan with limited features for up to 10 users too.