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With so many options for hot desk booking software available, finding the right fit for you can be time-consuming. You know you want software to help your employees reserve an in-office workspace and improve your space optimization. However, which system is the best fit for your needs? In this article, I'll share my insights on the best hot desk booking platforms based on my experience as an HR administrator using these systems. I'll help you narrow down your choices so you can find the best option for your team.

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Best Hot Desk Booking Software: Pricing Comparison Chart

This comparison chart summarizes pricing details for my top hot desk booking software selections to help you find the best software for your budget and business needs.

Tools Price
Eden From $2.25-$4/user/month
OfficeSpace Pricing upon request
Clearooms From $30/month (1-5 desks)
Kadence From $4/user/month
Tactic From $2.50/desk/month
Deskfound From $1/user/month.
Ofisly From $1.40/user/month (billed annually)
Othership From $4/seat/month
Tribeloo From $3.33/user/month
SwipedOn From $19/month
Preview Image - <h2 class="c-block__title b-summary-table__title c-listicle__title h3" > Compare Software Specs Side by Side</h2>

Compare Software Specs Side by Side

Use our comparison chart to review and evaluate software specs side-by-side.

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How to Choose Hot Desk Booking Software

Hot desk booking software can help you manage your office space more effectively, providing a smoother and better experience for your hybrid employees. To help you figure out which hot desk booking software best fits your needs, you need to pinpoint your key users and document their specific challenges first.

As you work through your own unique software selection process, keep the following points in mind:

  • What problem are you trying to solve - Start by identifying the challenges you're trying to overcome. This will help you clarify the features and functionalities the hot desk booking software must provide.
  • Who will need to use it - To evaluate cost and requirements, consider who will use the software and how many licenses you'll need. For hot desk booking software, you'll probably want access for your entire workforce, with special access for your HR administrators and other support staff. Once that's clear, it's also useful to rank the needs of your different users to identify the key priorities for your power users, managers, and employees, to ensure they're all met.
  • What other tools it needs to work with - Clarify what tools you're replacing, what tools are staying, and the tools you'll need to integrate with, such as digital calendars, internal communication tools like Slack or Microsoft Teams, or your HR management system.
  • What outcomes are important - Review the capabilities you want to gain or improve, and how you will measure success. For example, you may want to entice your hybrid employees to return to the office more frequently, replace your current clunky desk booking system, or make better use of your floor space so you can reduce (or sublet) unused physical space. You could compare hot desk booking software systems until you’re blue in the face but if you aren’t thinking about the outcomes you want to achieve, you could waste a lot of time.
  • How it would work within your organization - Consider the software selection alongside your existing workflows and systems. Evaluate what's working well, and any problem areas that need to be addressed.

Remember every business is different — don’t assume that a hot desk booking system will work for your organization just because it's popular.

Best Hot Desk Booking Software Reviews

Below are my detailed descriptions of each hot desk booking software solution that landed a place in my top 10 shortlist. I’ve highlighted each system’s key features and explained why I included them in this list.

Any one of these systems could help you optimize the use of your office space and create a safe and productive work environment for your employees. Plus, there are 30 more desk booking systems below if you’d like additional choices to consider.

Best hot desk and room booking software with a full workplace software suite

  • Free demo available
  • From $2.25-$4/user/month
Visit Website
Rating: 4.7/5

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.

Best hot desking solution for advanced desk allocation usage data & analytics

  • Free demo available
  • Pricing upon request
Visit Website
Rating: 4.7/5

OfficeSpace’s software supports hot desking, desk hoteling, free addressing (sensor activated check-ins), activity-based working, and booking neighbourhoods to keep team members closer together.

Why I picked OfficeSpace: Their user-friendly system works from all manner of devices and supports bookings via mobile app, touchscreen kiosk, desktop computers, or even from within Slack or Microsoft Teams. To help limit surface sharing, a touchless check-in feature is also included in their mobile app too.

The platform’s data analytics also aim to help with future demand forecasting by giving administrators access to usage and adoption data in their Insights Hub. Within the data dashboard you can identify seating preferences, track trends, and see which workstations go unused. This valuable data is intended to improve the flexibility of your hybrid workspace arrangements by optimizing how your desks are configured and used.

OfficeSpace Features and Integrations:

OfficeSpace includes tools for scenario planning to experiment with different layout changes. To dive even deeper into your data, their portfolio reports combine your lease information with your usage data to form real estate reports that show you where your budget is going to waste, allowing you to address those issues head-on.

Integrations are available with 35+ commonly used applications including Active Directory, ADP, LDAP, OneLogin, Oracle, PeopleSoft,

Pricing details for OfficeSpace are not readily available, but a free demo can be requested via their website.

Best for its pricing per desk and user friendly remote booking system

  • Free trial available
  • From $30/month (1-5 desks)
Visit Website
Rating: 4.7/5

Clearooms is a desk booking platform designed to cater to the needs of businesses seeking flexible and efficient management of workspace resources. It stands out for its scalability, providing solutions that can adapt to both small and large organizations, which positions it as a suitable choice for companies aiming to implement scalable hybrid desk booking systems.

Why I Picked Clearooms: I selected Clearooms for this list after evaluating its advanced features and user-friendly interface, which are crucial for managing large-scale desk bookings effectively. What distinguishes Clearooms is its ability to integrate with existing office management systems and provide real-time updates on desk availability, along with customizable booking options that cater to various user preferences. Clearooms provides a room and desk booking system that enables users to reserve office spaces with a visual layout for easy selection. The platform offers a 'Schedule in a Snap' feature for quick booking, is scalable to suit various business sizes, and facilitates easy onboarding.

Clearooms Standout Features and Integrations

Clearooms stands out with its interactive floor plans feature, allowing users to visually navigate and select their desired workspace within an office layout. This visually intuitive approach not only simplifies the booking process but also helps in managing physical distancing requirements by providing a clear view of desk locations and their availability in real-time, enhancing user experience and safety.

Another unique feature is the use of QR codes for desk check-in and check-out. This enables a contactless, efficient process for users to access their reserved workspaces. By simply scanning a QR code, users can quickly check into their desk.

Integrations include Google Calendar and Microsoft Outlook.

Best hot desk booking platform for coordinating your people, projects, and spaces

  • Free trial available
  • From $4/user/month
Visit Website
Rating: 4.6/5

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.

Best hot desk and meeting room booking software for coordinating in-office schedules

  • 14-day free trial
  • From $2.50/desk/month

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.

Best for hot desk management via Google Workspace or a Slack integration

  • Free trial for the first 10 users
  • From $1/user/month.

Deskfound is a Slack-based space management software tailored for a hybrid workforce. It allows employees to find the appropriate workspace, view floor plans, and book desk reservations from an easy-to-use, centralized platform or their existing Slack program.

Why I picked Deskfound: The cloud-based software enables supervisors to strategically assign desks to different employees, evaluate seating arrangements, and manage available workspace for a designated number of days or even weeks. It allows employees to manage work desks across multiple locations, view workspace status & availability, and schedule reservations for dedicated and temporary desks in offices.

Deskfound Features and Integrations:

Features include the ability to view desks by area, book permanent or hybrid seats, and update reservations by simply using the built-in drag-and-drop user interface. In addition, the software enables users to easily track each team’s location, configure user access rights, set up the software’s contact tracing functionality, and manage other critical tasks within a unified system. Users can use QR codes to scan desk labels and ensure the visibility of seating arrangements and locations.

Integrations are available with Slack and other third-party applications, including Google Calendar, Google Maps, and Google SSO.

Pricing starts from $1.00/user/month. A free trial is available for the first 10 users.

Best flexible booking platform for easy customer onboarding for office managers

  • 14-day free trial
  • From $1.40/user/month (billed annually)
Visit Website
Rating: 4.9/5

Ofisly is a hot desk booking and office management tool that offers a range of features to assist office managers in streamlining workspace operations and enhancing managerial efficiency. It provides a system for employees to book desks, parking spaces, and shared cars, as well as to organize carpools.

Why I picked Ofisly: Ofisly allows for flexible booking options, enabling users to select desks based on specific attributes and manage their reservations through a user-friendly interface. It incorporates the use of QR codes to facilitate easy tracking of desk usage and provides an overview of office occupancy, which can help in reducing operational costs. The tool also supports hybrid work models by offering a scheduler for attendance and providing data on office utilization.

One detail that sets Ofisly apart from competitors is the ease of its customer onboarding process. Ofisly eliminates the need for time-consuming sales calls, allowing companies to independently onboard and start using the platform promptly.

Ofisly Features and Integrations:

In addition to desk booking, Ofisly can also help users book parking spaces, which helps manage limited parking resources and ensures fair access for all employees, as well as company cars, which includes a logbook for tracking car usage. Ofisly also facilitates carpooling arrangements among employees, which can reduce commuting costs and environmental impact.

Ofisly also features a package register for logging deliveries and parcels, incident reports, office notices, which can be used to communicate important information to all employees quickly and efficiently, a hybrid scheduler, which allows employees to schedule their in-office and remote work, and a guestbook where guests can easily check-in and provide necessary information on a tablet, while the system automatically notifies their hosts.

Integrations include Google Calendar, Microsoft Outlook, Google, Slack, and Microsoft.

Pricing starts from $1.40/user/month (billed annually). A 14-day free trial is also available.

Best hot desk booking platform for optimizing office use and collaboration time

  • Free version available
  • From $4/seat/month
Visit Website
Rating: 4.8/5

Othership provides a set of solutions for hybrid working policies that facilitate collaboration and connection. It offers desk booking, visitor management, and meeting room bookings with features for remote working and out-of-office statuses. Admins and HR can use this data to plan for future work needs.

Why I picked Othership: Othership is a product-led business built from the input of thousands of hybrid organizations of all sizes. Its Workplace Scheduler has an intuitive design that makes it easy to use. Additionally, the platform offers social media-style notifications to help manage office workspaces.

Othership promotes more desirable workplace interactions by using events such as new joiners and combining them with people's skills and places of work to help facilitate more use of shared space. The platform also offers rich data and analytics based on remote, hybrid, and in-office utilization patterns.

Othership Standout Features & Integrations

Standout features include the ability to set your own schedule and status in the office or anywhere else. Its social media-style notifications and prompts help promote more employee engagement. Furthermore, the platform allows for event promotion, group creation, and setting your status to open for collaboration. You can even buy additional spaces or sell an empty space on Othership’s adjacent platform, Othership On Demand.

Integrations include all major office and HR applications, scheduling, and video conference software like Microsoft Office, Outlook, Teams, Entra, Gmail, Google Calendar, Slack, Zoom, and Bamboo.

Pricing:

Pricing for Othership begins at $4/seat/month with a free plan available.

Best for creating customized spaces and managing multiple locations

  • Free demo available
  • From $3.33/user/month
Visit Website
Rating: 4.8/5

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.

Best for ease of use desk booking and full hybrid workplace management

  • 14-day free trial
  • From $19/month
Visit Website
Rating: 4.9/5

SwipedOn is a hybrid workplace management software that provides visitor management, employee sign-in, and resource and hot desk booking functionalities. 

Why I chose SwipedOn: The thing that stood out to me about this software was its automated and simplified sign-in capabilities. Visitors and employees alike can sign in when they arrive at your office using their own device or an iPad at your reception. Employees can book desks, parking spaces, equipment, and other resources through the platform. It's real-time interactive maps show which spaces are available, letting employees book spaces and tools easily.

SwipedOn Standout Features & Integrations

Features include interactive maps that show real-time desk availability, and the ability to segment desks for specific groups, such as teams or departments. You can also set up QR codes for easy ad-hoc booking. Resource bookings can also be facilitated with the software, for things like equipment, parking spaces, and vehicles.

Integrations include Microsoft Active Directory, Azure Active Directory, Slack, and Microsoft Teams.

Pricing for SwipedOn starts from $19 per month, and a 14-day free trial is available.

Other Hot Desk Booking Software

Here are a few more worthwhile options that didn’t make it into my top 10 shortlist for the best hot desk booking software, but they're still worth checking out:

If you still haven't found what you're looking for here, check out these other related tools that we've tested and evaluated:

Selection Criteria for Hot Desk Booking Software

Selecting the right hot desk booking software involves a thorough understanding of how each functionality supports common organizational needs. My approach to choosing the best hot desk booking software is grounded in thorough research and my years of experience using meeting room booking software (the ancestor of hot desk booking software) to pinpoint the features that add a lot of value for administrators and employees alike. Here are the details I evaluated to decide on my final picks:

Core Hot Desk Booking Software Functionalities (25% of total score): To be considered for inclusion in my list of the best hot desk booking software, each solution had to offer the following basic functionalities first:

  • Digital tools to manage desk reservations, plus other bookings for meeting rooms and other workspaces
  • Tools to customize your booking policies for your business needs
  • Mobile app functionality to enable bookings via mobile devices
  • Detailed usage analytics for space optimization purposes
  • Real-time updates and notifications to gauge desk availability
  • Software integrations with digital calendars and communication tools

Additional Standout Features (25% of total score): To help me narrow in on the best hot desk booking software out of the numerous options available, I also took note of any unique features, including:

  • AI-driven suggestions for optimizing space utilization
  • Advanced health and safety monitoring and compliance tools
  • Tools to set up team zones, neighbourhoods, or other space booking restrictions to strengthen team cohesion when physically in the office
  • Interactive maps with wayfinding features for complex workspaces
  • The ability to manage multiple office spaces within one platform
  • E-commerce features that allow you to offer workspaces for rent
  • Advanced physical hardware like digital signage and scannable QR codes that help users check in at physical spaces

Usability (10% of total score): To evaluate the usability of each hot desk booking system, I considered the following:

  • An intuitive design that simplifies the booking process, including on mobile devices (both Android and iOS mobile devices)
  • A clean, user-friendly interface with features to make bookings using interactive office maps or through drag-and-drop functionality
  • Role-based access control that's straightforward to configure

Onboarding (10% of total score): To get a sense of each software provider's customer onboarding process, I considered the following factors:

  • Quick setup processes and clear configuration guidelines
  • The availability of training materials such as videos or interactive tutorials
  • Support for migrating employee data into the new platform

Customer Support (10% of total score): To evaluate the level of customer support each vendor offered, I considered the following:

  • The availability of multiple support channels, including email, phone, and chat
  • The existence of a self-service knowledge base or other self-help resources to speed up troubleshooting
  • The overall quality, responsiveness, and helpfulness of the support team during customer onboarding and post-purchase, as inferred from customer reviews

Value for Price (10% of total score): To gauge the value of each software, I considered the following factors:

  • The availability of free trials or demos to test the software before purchasing
  • Transparent pricing models that clearly explain which features are included at each level
  • Tiered pricing plans that cater to different business sizes, from small to medium-sized businesses (SMBs) up to enterprise-level organizations
  • Competitive pricing models that offer volume-based discounts for large-scale workspaces

Customer Reviews (10% of total score): Evaluating customer reviews is the final element of my selection process, which helps me understand how well a product performs in the hands of real users. Here are the factors I considered:

  • Whether a product has consistently high ratings across multiple review platforms, indicating a broad level of user satisfaction
  • Specific praises, criticisms, or trends in customer feedback that indicate the software's strengths or areas for improvement
  • Whether customer feedback specifically mentions issues with ease of use, customer support responsiveness, or lacking features

Using this assessment framework helped me identify the hot desk booking software that goes beyond basic requirements to offer additional value through unique features, intuitive usability, smooth onboarding, effective support, and overall value for price.

Hot desk booking software saw a sharp rise in popularity during the pandemic, to match the needs of growing hybrid workforces. Even today, these products continue to evolve to meet the changing needs of hybrid office environments and to leverage new technological advancements, such as artificial intelligence (AI). Here's a summary of the current trends impacting the hot desk booking software space:

  • Advanced Real Estate and Workplace Utilization Analytics: To help businesses manage their physical resources more strategically, developers are embedding complex analytics for desk allocation and real estate optimization. This innovation supports data-driven decisions, helping businesses maximize space efficiency and either reduce operational costs or monetize unused spaces.
  • Package Delivery Management and Visitor Management Systems: The introduction of package tracking and sophisticated visitor management features represents a move towards comprehensive workplace solutions. This evolution is driven by the need for seamless operation within the modern office, ensuring security, efficiency, and convenience in handling visitors and deliveries.

    (To learn more about how these features work, take a look at our in-depth review of Envoy, which explains it in more detail.)
  • QR Code Check-ins and Digital Signage: To streamline office navigation and improve visitor management, QR code check-ins and digital signage are being introduced. This approach simplifies access control and enhances the visitor experience, responding to the need for efficient and secure workplace management.
  • Smart Desk Sensors and Occupancy Analytics: Leveraging technology for real-time space management, smart sensors and analytics are utilized to monitor desk usage. This trend is motivated by the desire to optimize workspace utilization, ensuring resources are effectively allocated and reducing wastage.

As the demand for flexible working arrangements remains strong, these technologies will continue to play a crucial role in supporting the dynamic needs of hybrid office environments. By leveraging hot desk booking software that offers advanced analytics, covers other office management features, and links up with sophisticated physical hardware, you'll be sure to improve the overall efficiency of your physical workplace.

What is Hot Desk Booking Software?

Hot desk booking software is a digital tool that enables employees to book and manage shared workspaces in an office, enhancing space efficiency and flexibility. Features include real-time desk availability, a reservation system, workspace management, and reporting capabilities for usage analytics.

The purpose of hot desk booking software is to streamline the reservation and management of shared office spaces, which is becoming more common in modern hybrid work environments.

Features of Hot Desk Booking Software

These are the key features I assessed when creating this list of the best hot desk booking software:

  • Self-Service Bookings: The ability for employees to make bookings themselves, rather than bottlenecking requests through administrators or managers.
  • Flexible Booking Options: The best platforms offer flexible workspace types (e.g., for desks, conference rooms, kiosks, parking stalls, and equipment) as well as flexible room scheduling and booking arrangements (e.g., hourly, all-day, multiple days, etc.) to accommodate a range of business needs.
  • Detail-rich Floor Plans: Users should be able to visually locate the workspace they want to book from an accurate, and often interactive map. Some platforms even include wayfinding features that help users orient themselves within the workspace.
  • Mobile Device Compatability: This is an essential feature, as it allows users to book from anywhere, anytime, while also enabling touchless check-ins via mobile devices. When considering this feature, ensure mobile device compatibility exists for both Android and iOS mobile devices.
  • Team Zones or Neighbourhoods: This feature creates designated areas for specific teams or departments, ensuring better team collaboration while in the office. This feature is also useful for creating designated quiet zones.
  • Search Tools to Find Colleagues: To further enhance productivity and collaboration, hot desk booking systems allow users to search for other employees to find out when they’re going to be in the office, and where they’ll be sitting.
  • Health & Safety Features: This covers built-in health screening questionnaires, occupancy limits, social distancing parameters, data to assist with contact tracing, and automations that flag desks for sanitization in between users.
  • Usage Metrics: The best systems keep track of usage data to support higher-level workspace analysis processes. This helps you quantify the cost of unused space so you can make informed decisions to further optimize your floor plan or reduce floor space altogether.
  • User Permissions: Many tools let you set custom access permissions for different team members. This helps keep specialized or authorized areas bookable only for those with designated access.
  • Software Integrations: Integrations with commonly used office programs like Outlook, Gmail, Slack, Microsoft Teams, digital calendars, and other cloud-based simplify the booking process and help your hybrid workers avoid scheduling conflicts.

Implementing hot desk booking software with these features can significantly enhance the management and reservation of desk spaces in a hybrid office environment.

Benefits of Hot Desk Booking Software

Hot desk booking software offers a sophisticated approach to modernizing your hybrid work practices and creating a smoother employee experience for staff who want the flexibility of varying their work location according to their preferences.

By implementing hot desk booking software, you can expect to gain the following benefits:

  • Increased Flexibility and Autonomy: Ultimately, by giving employees the ability to choose when and where they'll be in the office, hot desk booking software empowers team members to be more autonomous and in control of their work experience. This, in turn, can lead to improved job satisfaction and productivity.
  • Enhanced Space Utilization: By analyzing usage patterns, businesses can adjust their real estate needs accordingly, ensuring that no space goes to waste and potentially lowering expenses related to unused areas.
  • Improved Collaboration: By allowing users to book desks and meeting spaces based on team location, hot desk booking software can enhance collaboration, fostering a more cohesive and dynamic work environment.
  • Better Data-Driven Insights: Organizations can leverage workspace usage data to make informed decisions about office layout, required resources, and future workplace strategies, aligning them more closely with actual needs.
  • Health and Safety Compliance: Providing a safe environment is always a top priority for employers and hot desk booking software can simplify this process by helping teams manage social distancing, track cleaning schedules, and ensure that health protocols are followed. These features both assist with health and safety compliance tracking and provide peace of mind for both employees and management.

These benefits demonstrate the significant impact hot desk booking software can have on an organization's operational efficiency, employee satisfaction, and strategic planning. By prioritizing flexibility, insight, and safety, businesses can create a more adaptive and resilient office environment.

Costs & Pricing for Hot Desk Booking Software

Pricing for hot desk booking software varies depending on the depth of features provided. While some systems offer a monthly price per user, others base their pricing on the number of bookable desk spaces you wish to manage, including some that offer packages or sets of bookable spaces for a flat fee.

To help you understand the pricing landscape, I've compiled the average price ranges for each plan level into a comparison table.

Plan Comparison Table for Hot Desk Booking Software

Plan TypeAverage Price per UserAverage Price per DeskCommon Features Included
Free$0$0Basic desk booking, mobile access, and real-time availability
Basic$10 - $20$5 - $10Enhanced booking capabilities, integration with calendar applications, automated reminders, and basic analytics
Professional$20 - $40$10 - $20Advanced analytics, customizable booking rules, integration with additional office management tools, and support for multiple office locations
EnterpriseCustom PricingCustom PricingPersonalized setup and support, advanced security features, comprehensive analytics and reporting, API access, and a dedicated account manager
A breakdown of plan types, costs, and features for hot desk booking software.

When considering which plan to choose, I recommend weighing your specific needs and the features you want to gain against the expected costs for each tier. It's important to select a plan that fits your current requirements while retaining the flexibility to scale as your business grows.

If you have a small number of users and simple space management needs, you can likely get started with a free or basic plan initially. However, there are many reasons why you may want to opt for a more advanced plan, including:

  • Growth in Workforce: As your team expands, you may reach the user limit for what a free or basic plan allows. Advanced plans can accommodate larger numbers of employees while also offering more advanced features.
  • Increased Office Locations: If your business is poised to open a new office, you'll likely need to upgrade your plan to gain the ability to manage hot desk bookings in a second location.
  • Enhanced Reporting Needs: Basic plans often lack in-depth reporting and analytics capabilities. By upgrading to a higher-priced plan, you'll gain advanced analytics to help you optimize your space utilization and uncover user trends.
  • Integration with Other Tools: To ensure smooth operations, integrating with HR, project management, and calendar systems is essential. Higher-tier plans typically support a broader range of integrations than any free or basic plans.
  • Customization and Flexibility: Basic plans usually don't support any customizations. However, advanced plans allow you to tailor the software to fit your unique workflows, booking rules, operational policies, and corporate branding.

Ultimately, it's important to secure a plan that offers the features you require to satisfy your current needs and solve your challenges without exceeding your budget.

New & Noteworthy Product Updates

Below, I've summarized the most recent release notes and product updates for my top hot desk booking software recommendations. Discover what’s now possible through new feature releases, improvements, and updates for web, desktop, and mobile apps. Learn what’s new, if it’s hot—or not, and how it will improve desk management in your workplace.

May 2024: Hot Desk Booking Software Updates

Eden Workplace Update Notes

Eden now supports automatic desk check-ins for employees who use the mobile app and are within 100 meters of their work location.

In May 2024, Eden Workplace introduced a new update featuring location-based check-in and automatic sign-in for employees. This update leverages geolocation technology to ensure employees are on-site before they can check in, enhancing security and attendance accuracy.

The update enables employees to automatically check in when they are within 100 meters of the workplace, provided they have granted the Eden app location access. Admins can configure this feature via the Visitor Management & Team Safety settings, ensuring seamless integration and management.

This new feature improves the check-in process, reduces administrative tasks, and enhances workplace security. By enabling automatic sign-in, businesses can ensure accurate attendance records and reduce the risk of forgotten check-ins, fostering a more efficient workplace environment.

Verdict: Hot! This new feature improves the usability for both employees and administrators, creating a smoother user experience.

April 2024: Hot Desk Booking Software Updates

OfficeSpace Update Notes

OfficeSpace now has an integrated AI chatbot to help users quickly get answers to their questions.

On April 15, 2024, OfficeSpace Software introduced an AI assistant named "Ossie" to its workplace management platform. Ossie is designed to enhance the user experience by providing instant support, facilitating desk and room bookings, and generating insights on utilization, employee experience, and portfolio trends.

Built on an advanced large language model, Ossie incorporates natural language understanding to process user requests intuitively. This AI assistant is part of OfficeSpace's commitment to ethical AI practices, ensuring transparency, equity, and data privacy, with options for users to opt-out of AI features.

The addition of Ossie aims to streamline workplace management by accelerating routine tasks, providing fast and accurate insights, and improving employee experiences.

Verdict: Hot! This new feature helps users quickly book desks or get answers to their questions fast, providing an enhanced user experience.

Kadence Update Notes

Kadence users can now share internal announcements and other details to specific teams or other user groups easily.

In April 2024, Kadence introduced a new Workplace Announcements feature that allows users to create, schedule, and instantly send notifications to internal teams or other user groups. This update helps teams communicate important company information or promote company events through multiple platforms such as Slack, Microsoft Teams, email, and mobile.

The Workplace Announcements feature enables users to segment their audience by team, building preference, or booking, ensuring messages reach the right people. Users can plan notifications for future events, such as building closures or fire drills, enhancing communication and preparedness.

This update improves the efficiency and flexibility of internal communications, enabling timely and targeted announcements. By integrating with multiple platforms, Kadence ensures that important messages are conveyed effectively, helping teams stay informed and engaged.

Verdict: Hot! This new feature, while simple, boosts communication between teams, improving employee engagement and internal information-sharing.

March 2024: Hot Desk Booking Software Updates

deskbird Update Notes

deskbird users can now submit ideas for new product features, and upvote other user-generated suggestions they also want to see implemented.

In March 2024, deskbird released a new Product Roadmap to showcase its features in development and collect feedback directly from users. The roadmap is organized into three main sections: "Exploring," "Coming Soon," and "Released," ensuring users are informed about current enhancements and future plans. Users can also vote on features and submit new ideas, fostering a collaborative environment where user feedback directly influences product development.

The update is designed to enhance user engagement and transparency. By allowing users to upvote and submit ideas, deskbird ensures that the most valuable features are prioritized, reflecting the needs and preferences of its community. The clear categorization into different stages of development helps users stay updated and involved.

This is a very savvy update from deskbird's, since it offers users a sense of community and involvement in the product's evolution. By openly sharing their development plans and inviting user contributions, deskbird reinforces its commitment to customer-centric development and continuous improvement, ultimately leading to a more user-friendly and innovative product.

Verdict: Hot! This update promotes engagement and transparency and highlights deskbird's commitment to user-driven development to make their software more user-friendly. I wish more software companies would take this approach!

February 2024: Hot Desk Booking Software Updates

Skedda Update Notes

Skedda has enhanced its software's visitor management abilities with these two new user-friendly features.

On February 28, 2024, Skedda introduced two notable updates to enhance visitor management. The new features address walk-in visitors and visitor check-in/out, aiming to improve the flexibility and convenience of managing visitors.

The "walk-in visits" feature lets visitors schedule on-demand appointments by providing their name, email, and selecting the person they wish to meet on a tablet or mobile device. The "visitor check-in/out" feature allows visitors to check in/out using a physical tablet, in addition to the existing QR code method.

Both of these updates offer flexible and user-friendly options for visitor management. The walk-in visit feature accommodates unexpected visitors efficiently, while the multiple check-in/out methods enhance accessibility and convenience, ensuring that all visitors can use their preferred method with ease.

Verdict: Hot! These updates help teams create a better experience for visitors, including potential clients or other important meeting attendees.

Hot Desk Booking Software: FAQ

Do you have general questions about hot desk booking software and how it works? You’ve come to the right place! Here are some answers to commonly asked questions I’ve received on this topic:

What is hot desking?

Conceptually, hot desking is a modern-day workspace arrangement where employees no longer have a fixed desk. Unsurprisingly, it rose in popularity during the throws of the global pandemic, when workers stopped coming into the office in record numbers. This allowed some organizations to reduce their physical office spaces since the real estate was no longer being used.

The term “hot desks” refers to a first-come-first-served desk reservations system. In contrast, the term “desk hoteling” describes a system that requires reservations in advance. Thankfully, these flexible software systems can accommodate all types of workspace reservations.

What's the difference between hot desking and hoteling?

The distinction between hot desking and hoteling comes down to when the space is reserved. Generally, hot desking is booked on a first-come-first-served basis. Since the systems update in real-time, you can show up at your office unexpectedly, and quickly book yourself a workstation depending on what’s available at that time.

Desk hoteling follows the same concept, but the spaces are reserved in advance. A true hoteling system may also have a gatekeeper, such as a receptionist, ticketing, or a visitor management component. You may need to check-in or complete a health assessment prior to accessing your space.

The great thing is, as a user, it doesn’t matter if you want to book a hot desk or a hoteling space. These software systems will offer you both types of bookings, depending on your needs. So you don’t need to worry about this distinction too much.

However, if you’d like to get into the nitty gritty details, this article lays out the difference between hoteling and hot desking very clearly.

Just how common is hybrid working?

As the global pandemic continues its ebb and flow, hybrid working has risen as the go-to workplace model of the times. Wondering just how common it is? Here are some interesting hybrid work stats:

  • 80% of survey respondents expect to work from home a minimum of 3 times per week
  • 63% of high-growth businesses are already using hybrid work models
  • 66% of executives report considering reorganizing their office spaces to accommodate hybrid work

Accenture recently surveyed 9,000 workers and found that 83% of workers prefer a hybrid work model instead of working in the office 5 days per week.

With that many employees shifting between home and office work locations, it makes sense to invest in technology that organizes the process and captures useful data at the same time.

What are some tips for introducing hot desking?

If you’re new to the idea of hot desking, these tips will help you get started on the right foot:

  1. Create a hot desk policy: Whenever you’re introducing a new concept to your workforce, you’re bound to receive a flurry of follow-up questions from your employees. To mitigate the Q&A flood, I recommend creating a Hot Desk Policy that spells out the rules and answers all the most likely questions upfront.
  2. Make your sanitization policy clear: If you’re able to hire a cleaning service to clean in between each hot desk’s use, definitely go for it. However, if your team is smaller and has lighter needs, you could also consider supplying each workstation with their own set of disinfectant wipes and hand sanitizers, and ask your staff to sanitize at the beginning and end of each use, to ensure the space is germ-free.
  3. Set up department or team-based zones: This involves designating specific areas on your floor plan for individual departments to use. By keeping team members in the same zone or “neighborhood” when they’re working in the office, you’ll improve your team’s in-office productivity and strengthen the bond between department members, improving your company culture.
  4. Offer specialized equipment as needed: You may have some employees with different workstation needs than others. These may include special lighting, ergonomic chairs, an ergonomic keyboard or mouse, or workstations with multiple computer screens. Mark these specialty options in your hot desking solution, and ensure your employees know they are available.
  5. Offer lockers for storing personal items: Some employees may want to have personal items on their desk while they work. This could include things like personal photos, preferred stationary or office supplies, or even an ergonomic mouse. Rather than asking them to lug these items from home each time they want to work from the office, offer staff the ability to store these items in personal lockers instead.
  6. Find a hot desking solution that works with your existing tech stack: You’ll get the most out of your hot desking program if the booking process is easy for your staff to navigate. Try to find a solution that integrates with the communication tools your staff are already using, whether that’s Slack, Yammer, Microsoft Teams, an internal intranet, or otherwise.

We also have tips on how to use your office space the most effectively if you need some help with that too.

Can hot desk booking software support multiple office locations?

Absolutely, many hot desk booking software can indeed support multiple office locations. Most modern solutions are designed with flexibility in mind, allowing organizations to manage desk bookings across various sites from a single platform. This means employees can book desks not just in their primary office but in any office location within the company’s network.

Being able to manage multiple office locations not only helps to facilitate a smoother experience for employees who travel between sites or work remotely part of the time. It also streamlines operations and enhances workspace utilization across all your locations, making it easier to manage a dynamic and flexible working environment.

How does hot desk booking software ensure compliance with health and safety regulations?

Hot desk booking software can help ensure compliance with health and safety regulations by allowing organizations to monitor and control the occupancy levels of workspaces, and ensure that social distancing guidelines can be adhered to. This can support a smoother and safer return to work, and shows staff that you’re putting their wellbeing at the forefront.

Additionally, some of these systems can facilitate contact tracing efforts by keeping records of who has booked and used specific desks on particular dates. They can also be configured to block off certain desks to maintain safe distances between employees and to prompt users with health and safety checklists or guidelines when making a booking. This proactive approach helps in creating a safer workplace environment, aligning with health guidelines and regulations.

Are there any industry-specific solutions for hot desk booking?

Yes, there are industry-specific solutions for hot desk booking, designed to cater to the unique needs of various sectors, including:

These specialized solutions often include features tailored to the operational flow and compliance requirements of each industry, such as enhanced security for sensitive sectors or more collaborative spaces for creative fields. It’s all about finding a system that aligns with your industry’s specific workspace management and employee needs.

Tips for Selecting the Best Desk Booking Software for You

Feeling overwhelmed by all the options above? I'm happy to give you some tips. Finding the best hot desk booking system for you does take a little bit of research, but that's why I've created this list for you.

Here are 10 tips to help you hone in on the best desk booking software for you:

  1. Choose software with a user-friendly interface to ensure it's easy for all your users to make desk bookings.
  2. Look for a system that offers flexible booking options, such as daily, weekly, or monthly reservations, to give your organization more flexibility.
  3. Ensure the system you pick works on mobile devices, including Android, Windows, and iOS devices, for your employees' ease of use.
  4. Consider whether each system integrates seamlessly with other cloud-based applications your company is already using, such as Google Workspace or Microsoft 365. (If native integrations are not available, an API is also useful.)
  5. Review how quickly the system stores and updates data in real-time, to avoid booking frustrations by your staff.
  6. Dig into what type of usage analytics are included, if you have advanced space management or optimization needs.
  7. Find out if the system can be customized to your organization's unique needs, or if it's a one-size-fits-all software structure.
  8. Review the data security and privacy safeguards for your employee data to make sure they are compliant in your local jurisdiction.
  9. Find out whether the software is scalable if the needs of your organization grow. For example, how easy is it to add more coworking spaces to your desk booking system if you need to?
  10. Evaluate the cost of each desk booking system you're considering to make sure it aligns with your budget. Remember to factor in the number of users you may have in the future if your organization expands.

Other Workforce Management Software Reviews

While the hot desking trend certainly isn't going away, there are other types of software that can help you optimize your workforce management practices even more. To save you hours of digging around, take a look at these other specialty software lists instead:

If you’re looking for more details to support your workforce planning efforts, I recommend reading our article on best practices for workforce planning

Stay in Touch

I hope this article highlighted the value of using hot desk booking software to streamline space management in your workspace. 

Before you go, I’d love it if you'd subscribe to our People Managing People newsletter. By subscribing, you’ll gain access to the latest articles covering a whole range of workforce management-related topics. 

Related read: HR Software: What It Costs And How To Decide What’s Best For Your Company

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Kim Behnke
By Kim Behnke

Kim Behnke is an HR Tool Expert & Writer for People Managing People. She draws on her 9 years of human resources experience and her keen eye for systematic processes to support her analyses of the top HR tools on the market. She is passionate about maximizing efficiencies and streamlining workflows to ensure internal systems run smoothly. Kim's HR experience includes recruitment, onboarding, performance management, training and development, policy development and enforcement, and HR analytics. She also has degrees in psychology, writing, publishing, and technical communication, and recently completed a Certified Digital HR Specialist program through the Academy to Innovate HR. When away from her desk, she can usually be found outside tending to her ever-expanding garden.