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15 Best Hot Desking Software for Hybrid Workplaces

Hybrid work is great, but companies must invest in the right solutions to actually make it work. Here we explore the 15 best software to enable hot desking in hybrid offices.

Hybrid workplaces are becoming more popular as companies adapt to new work models that mix on-site, hybrid, and remote. Desk booking software helps manage these flexible work arrangements efficiently. This software allows employees to book desks, meeting rooms, and other office resources as needed. Before we dive in, let’s look at different hybrid models:

Core Use Case: Hybrid Workplaces

Hot desk or desk booking booking software is key to managing hybrid workplaces as it helps:

  1. Avoid overcrowding by limiting the number of people in the office.
  2. Ensure everyone has a place to work.
  3. Keep track of who is in the office for safety and security.
  4. Optimize the use of office space.

There are Different Hybrid Models out There

Free Choice

  1. Employees decide when to work from the office or home without restrictions.
  2. Desk booking software allows them to reserve a spot whenever they plan to come in.

Minimum Office Days

  1. Employees need to be in the office a certain number of days each week or month but can choose which days.
  2. The software helps manage and track these days to ensure compliance.

Fixed Office and WFH Days

  1. Employees have set days for working in the office and working from home.
  2. The software ensures that desks are available on office days and not overbooked.

Team-Based Scheduling

  1. Entire teams come into the office on the same days to work together.
  2. Desk booking software coordinates team schedules and allocates desks accordingly.

On-Demand Office Use

  1. Employees mainly work from home but come into the office for specific tasks or meetings.
  2. The software allows for easy booking of desks and meeting rooms as needed.

By understanding and implementing the right hybrid model for their needs, companies can make the most of their hot desking setups and enhance productivity and employee satisfaction.

Criteria for Choosing Desk Booking Software

When selecting desk booking software, consider the following criteria to ensure it meets your company’s needs:

Ease of Use

  1. The software should be intuitive and easy for all employees to use.
  2. Look for a clean interface and straightforward booking process.

Integration Capabilities

  1. Check if the software integrates with your existing tools, like calendar apps and communication platforms.
  2. Seamless integration can save time and reduce administrative work.

Features and Functionality

  1. Essential features include desk booking, meeting room reservations, and real-time availability.
  2. Additional features like visitor management, analytics, and mobile access can enhance usability.

Pricing

  1. Ensure the software fits within your budget.
  2. Consider if the pricing model is scalable as your company grows.

Customer Support

  1. Reliable customer support is crucial for troubleshooting and onboarding.
  2. Look for options like live chat, phone support, and comprehensive help documentation.

User Reviews and Ratings

  1. Check user feedback to gauge overall satisfaction and identify potential issues.
  2. High ratings and positive reviews are good indicators of reliability.

With these criteria in mind, here are the top 15 desk booking software solutions.

1. Archie

We picked Archie as the best overall desk booking solution because of their clean user interface, depth of features and high customer ratings.

Key Features

  1. User-friendly interface for easy desk and room bookings.
  2. Real-time availability and booking updates.
  3. Integration with calendar apps, Slack, Microsoft Teams and more.
  4. Mobile access for booking on the go.
  5. Analytics and reporting tools to optimize space usage.

Pros and Cons

  1. Pros: Intuitive design, excellent integration, strong customer support.
  2. Cons: Limited advanced features in the basic plan.

Pricing

  1. Offers a range of pricing plans to suit different business sizes and needs.
  2. Free trial available for new users.

Suitable For

  1. Ideal for businesses in the 100 to 1,000 employee range, looking for an easy-to-use and scalable solution.

2. Robin

Key Features

  1. Desk and room booking
  2. Interactive office maps
  3. Analytics for space utilization
  4. Integrations with Slack, Google Workspace, and Microsoft Office
  5. Mobile app for on-the-go booking

Pros and Cons

  1. Pros: Comprehensive feature set, excellent integrations, robust analytics.
  2. Cons: Higher cost for advanced features, cheapest plans starting at $15k/year.

Pricing

  1. Multiple pricing tiers based on the number of users and features.
  2. Free trial available.

Suitable For

  1. Best for medium to large businesses that need detailed analytics and integrations.

3. DeskFlex

Key Features

  1. Desk and room scheduling
  2. Visitor management
  3. Equipment reservations
  4. Integration with Microsoft Outlook

Pros and Cons

  1. Pros: Wide range of features, compliance tools.
  2. Cons: User interface can be complex for beginners.

Pricing

  1. Custom pricing based on company size and requirements.
  2. Demo available upon request.

Suitable For

  1. Suitable for companies needing comprehensive booking and compliance features.

4. Skedda

Key Features

  1. Online booking for desks and rooms
  2. Customizable booking rules
  3. Automated reminders and notifications
  4. Detailed analytics
  5. Integration with calendar apps

Pros and Cons

  1. Pros: Flexible and customizable, easy to use.
  2. Cons: Limited integrations compared to competitors.

Pricing

  1. Free tier available for basic use.
  2. Premium plans with advanced features.

Suitable For

  1. Ideal for small businesses and coworking spaces.

5. OfficeSpace Software

Key Features

  1. Desk booking and management
  2. Floor plan visualization
  3. Space planning tools
  4. Employee directory
  5. Integration with HR and IT systems

Pros and Cons

  1. Pros: Powerful visualization tools, extensive integration options.
  2. Cons: Can be expensive for small businesses.

Pricing

  1. Based on the number of users and features required.
  2. Free trial available.

Suitable For

  1. Best for large organizations with complex space management needs.

6. SpaceIQ

Key Features

  1. Desk and room booking
  2. Space management and planning
  3. Real-time occupancy data
  4. Integration with HR and facility management systems
  5. Mobile access

Pros and Cons

  1. Pros: Comprehensive space management, robust data analytics.
  2. Cons: Steeper learning curve.

Pricing

  1. Custom pricing based on company needs.
  2. Demo available upon request.

Suitable For

  1. Ideal for enterprises looking for advanced space management capabilities.

7. Teem by iOFFICE

Key Features

  1. Desk and room reservations
  2. Visitor management
  3. Digital signage
  4. Integration with office systems (e.g., Outlook, Google Workspace)
  5. Analytics and reporting

Pros and Cons

  1. Pros: Versatile features, strong visitor management tools.
  2. Cons: Higher price point.

Pricing

  1. Various pricing plans based on features and user count.
  2. Free trial available.

Suitable For

  1. Suitable for medium to large businesses with diverse office management needs.

8. Condeco

Key Features

  1. Desk and meeting room booking
  2. Visitor management
  3. Workspace utilization analytics
  4. Integration with Microsoft Outlook and Google Calendar
  5. Mobile app

Pros and Cons

  1. Pros: Strong integration capabilities, detailed analytics.
  2. Cons: Can be expensive, especially for smaller companies.

Pricing

  1. Tiered pricing plans.
  2. Free trial available.

Suitable For

  1. Best for large enterprises needing comprehensive workspace management.

9. YAROOMS

Key Features

  1. Desk and room booking
  2. Workplace safety features (e.g., social distancing compliance)
  3. Analytics and reporting
  4. Integration with calendar systems
  5. Mobile and web access

Pros and Cons

  1. Pros: Safety compliance features, user-friendly interface.
  2. Cons: Limited advanced features in lower-tier plans.

Pricing

  1. Subscription-based pricing.
  2. Free trial available.

Suitable For

  1. Suitable for businesses prioritizing workplace safety and simplicity.

10. WorkInSync

Key Features

  1. Desk booking
  2. Employee scheduling
  3. Office commute management
  4. Meeting room booking
  5. Analytics and insights

Pros and Cons

  1. Pros: Comprehensive suite of features, including commute management.
  2. Cons: Newer to the market, so fewer integrations.

Pricing

  1. Flexible pricing plans.
  2. Free trial available.

Suitable For

  1. Ideal for companies looking for an all-in-one solution, including commute management.

11. Smartway2

Key Features

  1. Desk and meeting room booking
  2. Automated scheduling
  3. Visitor management
  4. Space utilization analytics
  5. Mobile app access

Pros and Cons

  1. Pros: Automation features, robust analytics.
  2. Cons: Can be complex to set up initially.

Pricing

  1. Custom pricing plans based on features and users.
  2. Free trial available.

Suitable For

  1. Best for organizations seeking automated scheduling and detailed analytics.

12. AgilQuest

Key Features

  1. Desk and room booking
  2. Space management
  3. Visitor management
  4. Integration with corporate systems
  5. Real-time utilization data

Pros and Cons

  1. Pros: Strong focus on space management, good integration options.
  2. Cons: Higher cost for advanced features.

Pricing

  1. Custom pricing based on requirements.
  2. Free trial available.

Suitable For

  1. Ideal for large organizations with complex space needs.

13. FM

Key Features

  1. Desk and room booking
  2. Space and occupancy management
  3. Real-time data and analytics
  4. Integration with HR and facility systems
  5. Mobile and web access

Pros and Cons

  1. Pros: Comprehensive space management, robust data tools.
  2. Cons: Can be expensive, steep learning curve.

Pricing

  1. Tailored pricing plans.
  2. Demo available upon request.

Suitable For

  1. Best for enterprises needing detailed space and occupancy management.

14. OfficeRnD

Key Features

  1. Desk and room booking
  2. Membership management for coworking spaces
  3. Billing and invoicing
  4. Integration with access control systems
  5. Analytics and reporting

Pros and Cons

  1. Pros: Excellent for coworking spaces, comprehensive membership management.
  2. Cons: Less suited for traditional offices.

Pricing

  1. Subscription-based pricing.
  2. Free trial available.

Suitable For

  1. Ideal for coworking spaces and flexible offices.

15. Deskbird

Key Features

  1. Desk and room booking
  2. Real-time availability
  3. Integration with calendar apps
  4. Mobile access
  5. Analytics and insights

Pros and Cons

  1. Pros: Easy to use, good integrations.
  2. Cons: Fewer advanced features compared to competitors.

Pricing

  1. Flexible pricing plans.
  2. Free trial available.

Suitable For

  1. Best for small to medium-sized businesses looking for a simple, effective solution.

Integration of Meeting Room Booking and Desk Booking

Many modern workplaces require efficient management of both desks and meeting rooms, or any other office resource like phone booths and community spaces. In fact desk booking can also be combined with visitor management systems, and other space management solutions. Integrating these two functions into a single solution simplifies operations, improves space utilization, and enhances the user experience. Here’s why integrated desk and meeting room booking solutions are common and beneficial:

Unified User Experience

  1. Employees can manage their workspace needs from one platform, reducing the complexity of using multiple systems.
  2. A single interface for booking both desks and meeting rooms makes it easier for employees to find and reserve the spaces they need.

Improved Space Utilization

  1. Integrated solutions provide a comprehensive view of space usage, helping organizations optimize both desk and meeting room occupancy.
  2. Real-time data on both desks and meeting rooms can reveal patterns and trends that inform better space management decisions.

Simplified Administration

  1. Facility managers can manage all bookings from one system, simplifying oversight and maintenance.
  2. Integrating desk and meeting room booking reduces the administrative burden and potential for errors that come with maintaining separate systems.

Enhanced Reporting and Analytics

  1. Combined data from desk and meeting room bookings offers richer insights into space utilization.
  2. Analytics can highlight underused spaces and peak usage times, helping organizations make informed decisions about their workspace.

Seamless Integration with Other Tools

  1. Integrated solutions often offer better compatibility with existing office tools like calendar apps, email systems, and visitor management platforms.
  2. This ensures a smooth workflow, as employees can book desks and rooms directly from their preferred calendar or communication tools.

Examples of Integrated Solutions

Many of the top desk booking software solutions also include meeting room booking features. Here are a few examples:

Archie

  1. Offers both desk and meeting room booking with real-time updates and calendar integration.

Robin

  1. Provides a unified platform for booking desks and meeting rooms, along with interactive office maps and analytics.

DeskFlex

  1. Includes comprehensive scheduling for both desks and meeting rooms, plus additional features like visitor management and equipment reservations.

OfficeSpace Software

  1. Combines desk booking with detailed floor plan visualization and space planning tools, covering all aspects of workspace management.

SpaceIQ

  1. Integrates desk and room booking with advanced space management features, providing real-time occupancy data and robust analytics.

Conclusion

Integrating meeting room booking and desk booking into a single solution is a common and practical approach for modern workplaces. It streamlines operations, enhances the user experience, and provides valuable insights for optimizing space usage. When choosing a desk booking software, consider solutions that offer integrated features to maximize efficiency and convenience.

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