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Looking for a solution to manage your physical workspace, allowing hybrid employees to book spaces as needed? If you've landed on Kadence as a potential hot desk booking solution, you're probably looking for more information about the full scope of this platform's offer.

I've spent years evaluating and reviewing various HR software solutions. With that knowledge, I've written this detailed review of Kadence's features, integrations, pricing structure, and more. I cover the pros and cons of going with this tool, its best use case, and top alternative options.

Kadence review, a screenshot of its booking interface
I like how straightforward and intuitive Kadence's interface is for booking desks and managing office space utilization.

Kadence Product Overview

Kadence is a hot desk booking software designed to streamline office space management, primarily targeting businesses that embrace flexible seating arrangements. It offers benefits like enhanced office space utilization and improved employee flexibility. This software addresses pain points such as inefficient space usage and lack of seating availability, providing solutions like real-time desk availability and easy booking options. Its best features include a user-friendly interface, robust analytics for space usage, and seamless integration with other workplace tools.


  • User Interface: Easy navigation ensures a smooth user experience.
  • Analytics: Detailed insights help optimize office space utilization.
  • Integration: Compatibility with various tools enhances overall workflow.


  • Customization Limit: Limited options for personalizing the software to specific business needs.
  • Learning Curve: New users may need time to fully understand and utilize all features.
  • Support Response: Delays in customer service responses can impact troubleshooting efficiency.

Expert Opinion

In my experience, Kadence stands out in the hot desk booking software market due to its intuitive user interface and comprehensive analytics. These features significantly improve office space management and employee scheduling. However, its limited customization options and a somewhat steep learning curve can be drawbacks for businesses seeking a highly tailored solution or those with less tech-savvy staff. In terms of support, while generally reliable, the response times can lag behind competitors, which might be a concern for businesses needing quick resolutions.

Kadence excels in environments where straightforward, efficient desk booking and space management are priorities. It is particularly well-suited for medium to large businesses with flexible seating policies. When compared with other software in its category, Kadence offers a robust, user-friendly experience, but may fall short for those who require extensive customization or immediate support. Overall, choosing Kadence depends on the specific needs and tech proficiency of a business.

Kadence: A Deep Dive

Standout Functionality

Kadence differentiates itself in the hot desk booking software market with several unique features:

  1. Advanced Space Analytics: Kadence offers in-depth analytics for space usage, providing businesses with actionable insights on how their office space is utilized.
  2. Real-time Availability Updates: The software ensures that desk availability is updated in real-time, reducing conflicts and improving booking efficiency.
  3. Interactive Office Maps: Kadence includes interactive, detailed maps of office layouts, enhancing user experience in locating and booking desks.

Product Specifications

Real-time desk bookingYes
User profile managementYes
Integration with calendar appsYes
Mobile app availabilityYes
Customizable booking rulesYes
Advanced analytics and reportingYes
Interactive office mapsYes
Desk availability notificationsYes
Integration with access control systemsYes
Multi-location supportYes
Guest booking featuresYes
Automated desk assignmentYes
Room booking capabilitiesYes
Health and safety compliance featuresYes
Feedback collectionYes
API AccessYes
Customizable user interfaceNo
Language localizationYes
Resource booking (like projectors, etc.)Yes
Integration with HR systemsYes
Energy consumption trackingNo
Facial recognition for check-inNo
Automated cleaning schedulesNo
Parking space bookingYes
Catering managementNo

Kadence Key Features

  1. Real-time Desk Booking: Allows users to book desks instantly, ensuring efficient space management.
  2. Advanced Analytics: Provides detailed insights into space usage, helping optimize office layout and utilization.
  3. Interactive Office Maps: Enhances user experience in finding and reserving workspaces.
  4. Mobile App: Offers the convenience of booking and managing spaces on the go.
  5. Guest Booking Features: Simplifies the process of reserving spaces for visitors.
  6. Multi-Location Support: Enables management of multiple office spaces from a single platform.
  7. Room Booking Capabilities: Extends functionality beyond desks to include meeting rooms.
  8. Customizable Booking Rules: Allows organizations to set specific rules for space usage.
  9. Integration with Calendar Apps: Ensures seamless scheduling and reduces booking conflicts.
  10. Feedback Collection: Enables the gathering of user feedback to continually improve the workspace experience.

Ease Of Use

Kadence's user interface is straightforward, making navigation and booking simple. The onboarding process is clear, helping new users quickly adapt to the system. However, fully utilizing all features, especially advanced analytics, might require a learning curve. The complexity lies more in the breadth of features than in the interface itself.

Customer Support

Kadence offers solid customer support, with channels like live chat and documentation. However, response times can vary, sometimes leading to delays in resolving issues. While the resources provided are generally helpful, some users might find the slower response times frustrating, especially when dealing with more complex issues.


Kadence supports various out-of-the-box integrations with popular tools like calendar apps and HR systems, enhancing its functionality. These integrations simplify the management of bookings and align them with other business processes. Kadence also offers API access, allowing for custom integrations. This flexibility enables businesses to tailor the software to their specific needs. There are also add-ons available to extend Kadence's capabilities, making it adaptable to various requirements.

Kadence Pricing

Kadence's pricing structure is competitive compared to similar tools. It offers a range of pricing tiers to accommodate different business sizes and needs. Additional costs to consider include potential add-ons or premium features.

  • Basic Tier: $4/1user/month - Suitable for small teams, offering essential booking features.
  • Standard Tier: 6$/3users/month - Includes advanced features like analytics and guest booking.
  • Premium Tier: Custom pricing and global team with complex workplace needs

The specific pricing details for each tier might vary, and businesses should consider the value of the features offered in each tier relative to their unique needs.

Kadence Use Cases

Who Would Be A Good Fit For Kadence?

In my assessment, Kadence is particularly well-suited for:

  • Large Corporations and Medium-Sized Businesses: These organizations benefit from Kadence's real-time desk booking and advanced space analytics, essential for managing flexible workspaces in a larger setting.
  • Tech and Creative Industries: These sectors often adopt flexible seating arrangements. Kadence's user-friendly interface and integration capabilities align well with the dynamic nature of these industries.
  • Companies Embracing Hybrid Work Models: Kadence is ideal for businesses transitioning to or maintaining hybrid work environments, thanks to its flexibility in desk and room bookings and its ability to manage space efficiently.

Loyal and avid customers of Kadence are those who value its comprehensive yet user-friendly approach to workspace management, particularly in environments where flexibility and efficiency are key.

Who Would Be A Bad Fit For Kadence?

Conversely, Kadence might not be the ideal fit for:

  • Small Businesses and Startups: These companies might find the advanced features of Kadence more extensive than their needs and could opt for simpler, more cost-effective solutions.
  • Industries with Fixed Seating Arrangements: Businesses that do not require flexible desk bookings such as manufacturing or certain retail sectors, may find Kadence's functionality unnecessary.
  • Organizations Preferring Highly Customizable Software: Companies that need highly tailored booking software might find Kadence’s customization options limited.

Kadence may disappoint customers who prioritize minimalism in software features or those in industries where hot desk booking isn't a necessity.

Kadence FAQs

Here are some answers to frequently asked questions you may have about Kadence.

What is Kadence?

Kadence is a hot desk booking software designed to manage flexible seating arrangements in office spaces.

Can Kadence integrate with other workplace tools?

Yes, Kadence integrates with various workplace tools, enhancing workflow efficiency.

Is Kadence suitable for small businesses?

Kadence is more tailored for medium to large-sized businesses, though small businesses can use it if they require its advanced features.

Does Kadence offer a mobile app?

Yes, Kadence provides a mobile app for convenient space booking and management on the go.

Can Kadence track office space utilization?

Yes, Kadence offers advanced analytics for tracking and optimizing office space utilization.

Is there a free version of Kadence?

Specific information about a free version should be obtained directly from Kadence, as it varies.

Does Kadence support multi-location businesses?

Yes, Kadence supports multi-location management, making it suitable for businesses with multiple office spaces.

How user-friendly is Kadence?

Kadence is known for its intuitive interface, although leveraging all its features may have a learning curve.

Kadence Company Overview & History

Kadence is a company specializing in hot desk booking software, aimed at optimizing flexible seating arrangements in offices. It is used by a range of companies, particularly those in industries that favor dynamic workspace management. Details about the company's ownership, headquarters location, notable employees, board members, or advisors are best obtained directly from the company. The company's mission focuses on enhancing workplace flexibility and efficiency through innovative software solutions. Kadence's history includes milestones in software development and expansion into various markets, catering to the evolving needs of modern workspaces.

Kadence Summary: The Bottom Line

Kadence stands out for its user-friendly interface, advanced space analytics, and integration capabilities. It offers a unique blend of features that support dynamic and hybrid work environments effectively. Its strength lies in facilitating efficient use of office space and catering to the needs of medium to large-sized businesses. The interactive office maps and real-time booking updates are particularly noteworthy, setting Kadence apart from similar tools.

Alternatives to Kadence

  • Condeco: Best for businesses seeking extensive customization in their booking software.
  • Robin Powered: Ideal for companies requiring a more straightforward, easy-to-use interface.
  • Skedda: Suited for organizations looking for a simpler, cost-effective solution for managing smaller spaces.


In summary, Kadence is a robust hot desk booking software ideal for medium to large-sized businesses, particularly those in dynamic industries or adopting hybrid work models. While it offers comprehensive features, smaller businesses or those with fixed seating arrangements might find it excessive for their needs. If you're considering Kadence or have experience using it, I invite you to share your thoughts and experiences. Your insights could greatly benefit others in making an informed decision.

By David Rice

David Rice is a long time journalist and editor who specializes in covering human resources and leadership topics. His career has seen him focus on a variety of industries for both print and digital publications in the United States and UK.