10 Best Hot Desk Booking Software for Hybrid Teams in 2023

deskbird is a flexible and easy-to-use desk booking solution that your employees can access from anywhere. In just two clicks, you can easily reserve a desk, meeting room, parking spot, or any other resource.

Why I picked deskbird: I included their system because I found their integrations helpful and easy-to-use. For example, you can make bookings through multiple methods, including their web platform, their mobile app, or directly through Microsoft Teams, or Slack. Their software also includes Outlook and Google calendar integrations, you can avoid scheduling conflicts and get real-time analytics.

deskbird Features and Integrations:

Key features in their desk booking tool include health policy reviews prior to checking in, check-ins via QR codes, and incognito bookings if you want your trip to the office to stay anonymous. Platform administrators also have the ability to monitor space utilization metrics, dedicate zones to particular teams, and restrict access to key areas as needed.

Integrations are available with numerous calendar programs, communication tools, and active directory systems. They also have a mobile app for Android and iOS mobile devices.

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.

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.

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.

With Smartway2, users can book everything from hot desks, conference rooms, parking spots, or other equipment to enhance their productivity while venturing back to the office.

Why I picked Smartway2: Their mobile “book here and now” feature supports bookings on the fly, or users can book in advance using their calendar feature on mobile or on desktop. As well, their Outlook integration allows you to book a room through your Outlook Calendar, while simultaneously checking whether your colleagues will be in the office and what their availability is for an in-person meeting.

Smartway2 Features and Integrations:

Modern hybrid work challenges are well-integrated into Smartway2’s workplace scheduling tool. Their powerful rules engine behind their hot desk booking solution can be easily configured to allow for social distancing between booked spaces, manage how many occupants can book spaces at the same time, and incorporates time for sanitation services in-between hot desk bookings if required. It also allows for localization of hybrid working policies, which is particularly useful for large muti-nationals with offices in multiple countries hosting thousands of employees.

Another useful feature is their Smart Desk Recovery tool, which scours the systems for any no-shows and releases unused bookings, increasing desk availability for employees and facilitating a better use of space in the office. Room panels can also be installed in meeting rooms or other common spaces so people can quickly make a booking, or check-in for an existing meeting using swipe cards, mobile device activation, or facial recognition.

Integrations are available with Microsoft Exchange and Microsoft Outlook, as well as Office 365.

Pricing details for Smartway2's hot desk booking solution are only available upon request. A free demo can also be requested via their website.

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.

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.

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.

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 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.

FLYDESK is a hot desk booking software designed for hybrid teams. It helps businesses manage their flexible workspaces and allows employees to book desks, rooms, and even parking spaces.

Why I picked FLYDESK: This software allows you to fully manage your hybrid workspace. In addition to booking desks, team members can book rooms and parking spaces. This helps make their time at the office productive and eliminate the need to manage logistics upon arrival. You can also manage a weekly schedule through the system, creating visibility around who's working from where, when.

FLYDESK Standout Features and Integrations

The platform shows users real-time availability, so you can see which desks and rooms are available at any given time. The mobile app also makes it easy to book your room or desk from your phone during your commute or between meetings. Employees can input their time off in the software and manage their calendars day-to-day, giving teammates a heads up of when they'll be in or out of office. The platform also offers detailed analytics and reporting, so you can track how your office space is being used and make data-driven decisions about your workspace needs.

Integrations include Slack, Microsoft Suite, Google Workspace, BambooHR, and Payfit.

Pricing starts from $4/user/month, and a 14-day free trial is available.

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.