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 a desk booking system that is simple to setup and easy-to-use. Gain actionable insights on workplace occupancy and how your space is being used.
Trusted by world's leading companies
Facilitate hybrid work with Ronspot’s desk booking software
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 days and book a specific desk in advance for the full day or for a few hours.
Manage booking priorities
Additionally, administrators can give employees priority to book before others, restrict a desk to specific employees, allow staff to join a waiting list, auto-cancel a pre-assigned desk if not confirmed before a specific time, etc.
Make hybrid work equitable and inclusive
In order to give every employee the same chance to come to the office, 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 in order to improve desk occupancy.
Desk Booking made easy with Ronspot
View which desks are available
From the mobile app or web portal, employees can view at a glance the real-time availability of desks for each day of the month, and up to 90 days in advance. Ronspot also supports multi-zones, allowing employees to view availability on different floors and locations. Additionally, search filters can be applied to narrow down their search, e.g., desks with 2 screens, a printer, Ethernet cable, etc.
View who is in the office
Employees can also easily view which colleagues are in the office at any time, and see where they are seating on the map.
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. For this purpose, Ronspot incorporates an easy-to-use map uploader and builder tool with drag-and-drop feature. Employees can then select their favourite desk from the map and book it for a few hours, or for the full day.
Get an instant confirmation
Another key point is that desks are reserved instantly without the need for employees to wait for a confirmation, ensuring that no two people book the same desk. Additionally, employees can automatically sync their bookings with their calendar 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 efficiency
Easy to implement, easy to maintain
Ronspot desk booking system comes with full onboarding assistance, training sessions and no setup fees. The software also incorporates a map uploader, employee bulk upload, Single Sign-On integrations, for a quick and seamless implementation. In addition, team leaders can be appointed within Ronspot to give managers and assistants the ability to manage other employees’ bookings, and thus reduce admin supervision.
Manage demand for desks
Additionally, Ronspot incorporates a highly efficient system of virtual tokens —known as ‘credits’— for companies that have more employees than desks available. Not only it gives every employee the same opportunity to make a booking, but also prevent them from overbooking. Moreover, a clever cancellation system encourages employees who are not coming to the office to cancel their booking, and gain their credit back.
Set your booking rules and priorities
In case an employee needs to be automatically assigned a desk, administrators can add the employee to the booking scheduler. As a result, the selected desk will be automatically allocated to this employee on a recurring basis without the need to make a booking. Similarly, administrators can restrict a desk and make it available to selected employees only for a limited number of days, or permanently. As a result, the selected employees will have priority and be the only ones able to book the desk during the specified period.
Get access to advanced reporting
Lastly, Ronspot incorporates 10+ advanced reports to help administrators monitor desk usage, identify booking patterns, and optimise occupancy.
Hot Desking is a workplace strategy where desks are available to be booked by different people, at different times. This approach maximises space efficiency and gives employees more agency to book where they want to sit.
Hot desking allows you to manage the dynamics of hybrid work, allowing lots of people to use the same desk across the week, improving occupancy, reducing wasted space and operational costs. A disadvantage could include a lack of personal space for individuals.
For hybrid companies who now face half empty offices on certain days, a desk booking system gives you insights into how your space is being used by flexible working employees and the data you need make decisions about right sizing the office 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 usage, and the ability to integrate with existing systems. Other key features include interactive maps and the ability to customise your booking rules.
In order to roll out a desk booking system like Ronspot in your workplace you should have clear guidelines around how to book a desk, what your booking rules will be and expectations around how employees are expected to use 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.
Desk booking software analytics provide powerful occupancy intelligence to your business. Using your data around space utilisation and booking habits allows you to understand how your office is being used and informs 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 in-office while still managing the capacity of the floors, especially when you have fewer desks than people.