Hybrid work is now the standard, with some 28% of adults in the UK hybrid working. But without the right systems in place, managing who sits where — and when — quickly becomes stressful. Teams face double bookings, wasted space, and scheduling conflicts.
A hot desk booking system like Ronspot makes desk management easy. Designed for hybrid workplaces, Ronspot gives employees the flexibility to book desks in real time, while helping workplace admins maximise office space efficiency and reduce operational costs.
How Desk Booking Software Supports Flexible Working
Employees value flexibility. They want the ability to work from home, but many also want opportunities to be on-site.
This is what underpins flexible working. Employees want the freedom to choose where they work, but companies need structure to keep offices running smoothly. With desk booking software, managers can:
- Ensure fair desk allocation across teams
- Prevent double bookings and wasted desks
- Track occupancy for fire safety and compliance
- Align office usage with hybrid working policies
This balance of employee autonomy and workplace control is why desk booking has become a key part of flexible working strategies.
What is Ronspot?
Ronspot is a stress-free desk booking app designed for hybrid workplaces. The cloud-based platform enables admins to manage office maps, booking rules, and usage reports, while employees can reserve desks instantly through the mobile or web app.
Getting started is simple:
- Companies get in touch with Ronspot, decide upon maps and numbers
- Ronspot begins onboarding the company
- Ronspot trains staff and other employees on how to use the system
- Employees begin using Ronspot to manage their flexible working each day
For employees, they can simply:
- Download the Ronspot App
- Register and log in
- Begin booking their spots each day in the booking calendar
With Ronspot, managing hybrid work becomes seamless for both managers and employees.
Key Features of Ronspot’s Desk Booking App
| Category | Traditional management | With Ronspot |
|---|---|---|
| Desk allocation | Managed with spreadsheets or manual sign-ups | Real-time desk availability prevents double bookings and wasted space |
| Employee flexibility | Limited choice, unclear desk availability | Mobile-first booking lets employees choose desks anytime, anywhere |
| Scheduling & collaboration | No integration with calendars | Syncs with Microsoft Outlook, Google Calendar, and MS Teams for seamless planning |
| Fair desk access | Risk of block bookings and unfair use | Custom booking policies with credits and quotas ensure fair allocation |
| Admin workload | High — manual monitoring and approvals | Automated rules, live maps, plus QR and WiFi check-in reduce admin effort |
| Space efficiency | Desks often underused or double booked | Data and reporting help managers maximize office space efficiency and cut costs |
Ronspot makes flexible working easy for companies with a variety of smart features, including:
Real-time desk availability
Employees can instantly see which desks are free and make bookings in real time. This prevents double bookings, reduces wasted space, and ensures fair desk access.
Mobile-first booking
The Ronspot mobile app makes it easy for staff to book desks anytime, anywhere. This flexibility is essential for hybrid teams moving between home and the office.
Integrations with workplace tools
Ronspot integrates with Microsoft Outlook, Google Calendar, and MS Teams, so desk reservations appear directly in employees’ calendars, making collaboration and scheduling simple.
Custom booking policies
Admins can set up rules that suit business needs, including credit-based systems, quotas, or time restrictions. These controls prevent overbooking and promote fairness across teams.
WiFi check-in
On-site WiFi check-in ensures booked desks are actually used. This feature improves visibility of who is in the office each day and prevents “ghost bookings.” Desk bookings without a check-in are released for others to book.
Data and reporting
Ronspot provides workspace analytics, helping facility managers and HR teams make data-driven decisions on office space efficiency, employee schedules, and long-term real estate planning.
Talk to our team
Book a demo today and see how Ronspot can simplify your workplace management
FAQs on Desk Booking Systems
What is a hot desk booking system?
A hot desk booking system is software that allows employees to reserve desks in real time. It helps hybrid workplaces manage space efficiently, prevent double bookings, and give staff flexibility to choose where they work.
How does Ronspot make hybrid work easier?
Ronspot simplifies hybrid work by providing employees with a mobile-first desk booking app that offers real-time availability. Managers can set booking rules, prevent wasted space, and track office occupancy, making the process stress-free for both employees and admins.
Can Ronspot integrate with Microsoft Outlook and Google Calendar?
Yes. Ronspot integrates with Microsoft Outlook, Google Calendar, and MS Teams, so desk reservations appear directly in employees’ schedules, improving collaboration and reducing scheduling conflicts.
How does Ronspot prevent double bookings?
Ronspot uses a live availability calendar and QR check-in to ensure desks are only booked once and that employees use the desks they reserve. Custom policies, such as credits and quotas, also prevent block booking.
What are the benefits of using a desk booking system in hybrid workplaces?
Desk booking systems like Ronspot help organisations:
- Drive office space efficiency
- Reduce real estate and operational costs
- Improve employee satisfaction with flexible seating
- Ensure fair desk access across teams
- Support hybrid work across multiple locations
