There’s less admin in the office regarding spaces and the staff are more empowered to work efficiently and work hybrid or at home.
Desk Booking Software to Optimise your Office Space
Make hybrid working more efficient with desk booking software that’s simple to set up and easy to use. Gain actionable insights on occupancy and how your space is used to create a more efficient and productive workplace.
Trusted by world's leading companies
Facilitate Hybrid Work with Ronspot’s Desk Booking Software
With Ronspot, your employees can easily find the space they need to be productive.
Empower Your Staff to Work Hybrid
Give your employees the flexibility and autonomy to decide when to come to the office. Ronspot allows them to view who is in the office on any given day and reserve desks in advance for the full day or a few hours.
Manage Booking Priorities
Administrators can give employees priority to book before others, restrict or permanently assign desks to specific employees, allow staff to join a waiting list, and auto-cancel a pre-assigned desk if not confirmed before a specific time.
An Equitable and Inclusive Workplace
To give every employee the same chance to come to the office and book a desk, Ronspot incorporates a clever credit system that prevents employees from overbooking.
Boost Desk Occupancy
Ronspot also incorporates 10+ advanced reports that provide administrators with insightful data on desk usage and booking patterns to improve desk occupancy.
Desk Booking Made Easy with Ronspot
View desk availability
From the mobile app or web portal, employees can view the real-time availability of desks for each day of the month and up to 90 days in advance. Ronspot supports multi-zones, allowing employees to view availability on different floors and locations.
View who is in the office
Employees can easily view which colleagues and team members are in the office at any time and where they are sitting on the map. For managers, knowing who is in and when means you can plan ahead.
Book a desk directly from the map
After selecting a floor and a day from the calendar, employees are presented with an interactive map of their office floor plan. Ronspot incorporates an easy-to-use map uploader and builder tool with a drag-and-drop feature; employees can then select their favourite desk from the map and book it for a few hours or the full day.
Prevent double bookings
Desks are reserved instantly without employees needing to wait for confirmation, helping prevent double bookings of the same desk. Employees can automatically sync their bookings with their calendars for a seamless experience.
Helen Dalton
Office Manager
Sharon McCarthy
Clerical Officer
My experience with Ronspot has been effortless, easy to use which is important when booking desks weekly and changing work days in the office etc.
Conor MacCabe
Managing Director
The employees seem to have taken to it very well, probably better than many directors expected … Very simple and effective, simplicity is the greatest plus point
Ely Siegel
IT Change Manager
The rollout was effortless and employee pickup was almost instantaneous. Easy to implement, easy to train employees on and easy to use. I would recommend the solution.
Vladimiro Ferreira
Head of Automation
Fast to rollout, amazingly easy to maintain and use, intuitive interface, especially the mobile app. The little support we needed from the Ronspot team was a great experience.
Talk to our team
Book a demo today and see how Ronspot can simplify your workplace management
Reduce Admin and Increase Workspace Utilization
Easy to Implement and Maintain
The Ronspot desk booking system includes full onboarding assistance and training sessions, and there are no setup fees. The software also incorporates a map uploader, employee bulk upload, and Single Sign-On integrations for a quick and seamless implementation. Managers and assistants can manage other employees’ bookings and reduce admin supervision.
Manage Demand for Desks
Ronspot uses virtual tokens – known as ‘credits’ – for companies that have more employees than desk availability. This system gives every employee the same opportunity to book desks and prevents them from overbooking. The smart cancellation system encourages employees who are not coming to the office to cancel their bookings and gain their credit back. Credits are a great way to manage team and department attendance across all five office days, managing capacity and improving space efficiency
Set Your Booking Rules and Priorities
If an employee needs a more permanent desk, administrators can add the employee to the booking scheduler. The selected desk will automatically be allocated to this employee on a recurring basis without the need to make a booking. Administrators can also restrict a desk and make it available to selected employees only for a limited number of days, giving these employees priority to book the desk during the specified period.
Access Advanced Reporting
Ronspot incorporates 10+ advanced reports to help administrators improve desk management, identify booking patterns, and optimise occupancy. New occupancy insights dashboard launching in 2025
Hot Desking is a workplace strategy in which desks are available for booking by different people at different times. This approach maximises workspace utilisation and gives employees more agency to book where they want to sit. Offering hot desking can improve occupancy, reduce operational costs and cut down on wasted space.
Desk booking software makes it easy for employees and hybrid workers to book a desk for the days they plan to be in the office. They simply select a date, time, and location and then book the desired space. Using software to handle the process means your team can easily book desks through the mobile app or on the web, reducing admin and improving the workplace experience.
For hybrid companies that face half-empty offices on certain days, a desk booking solution gives insights into how flexible working employees use your space. It allows you to make data-driven decisions about right-sizing the office, improving office layouts and reducing unused space. For companies who have already reduced their office footprint, a desk booking system enables them to manage the movement of employees coming to the office without facing capacity issues.
The best solution will have a user-friendly interface, an analytics dashboard to help you understand space usage, and the ability to integrate with existing systems. Other key features include interactive maps, a desk booking app that works across devices, and the ability to customise your booking rules.
To roll out a desk booking system like Ronspot in your workplace, you should have clear guidelines for desk reservations, booking rules, and expectations for employees’ use of the system. Once you have determined the guidelines, you must communicate them regularly to your teams to get feedback on the process to ensure continued success and employee satisfaction.
Using your data around space utilisation and booking habits allows you to understand how your office is being used and informs you what the best set-up is for a more collaborative and efficient office. The booking rules also allow you to implement a hybrid work policy that enables teams to come together for in-office days while still managing the capacity of the floors, especially when you have fewer desks than people.
Our desk booking software provides an advanced dashboard showing which employees book desks, which desks they book, and how often they are occupied. These insights can help you make informed decisions about optimising your workspace and boosting employee productivity.
Employees can easily change bookings with just a few clicks or taps and, thanks to our credit system, are actively encouraged to cancel reservations they no longer need.
The Ronspot desk booking system syncs with Google Calendar, Microsoft Outlook, Microsoft Teams, and Slack so employees can share when and where they’ll be in the office. Our software also integrates with our Parking Management and Meeting Room booking software, so employees who need to drive can book a parking space, and anyone who needs to use meeting rooms while in the office can book these in advance.