The easy desk booking solution for implementing flexible and hybrid work, and maximising your office use significantly
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We make desk reservation and hybrid working easy for companies around the world
Making flexible work arrangements with Ronspot’s desk booking software
Ronspot’s Desk Booking System is a user-friendly mobile app (Android, iOS, web) that allows employees to make desk reservations easily throughout the day, whenever they need to come to the office.
Coupled with an interactive map that matches your office space, employees can:
- view in real time who is in the office
- view which desks are still available
- select directly on the map the desk they wish to reserve
For this reason, Ronspot’s Desk Booking Solution is ideal for managing a hybrid workforce and for companies that have more employees than desks available.
Desk reservation made easy
View which desks are available
Employees can in fact view at a glance the live availability of desks on a booking calendar for each day of the month, and up to 90 days in advance. Additionally, search filters can be applied to narrow down their search, i.e. desks with 2 screens, a printer, Ethernet cable, etc.
View who is in the office
Moreover, employees can view directly on the map which employees are coming to work and where they are seating. This is particularly useful for collaborative and team work.
Book a desk directly from the map
Once employees have selected an available day from the calendar, they are presented with an interactive map of their office. For this purpose, Ronspot incorporates its own map uploader and map builder tool. Then employees can simply select on the map the available desk they wish to book.
Get an instant booking confirmation
Another key point is that desks are assigned instantly without the need for employees to wait for a confirmation. As a matter of fact, the system updates instantly and ensures that no two people can book the same desk. This surely gives employees peace of mind before they come into the office.
Less workload for administrators, more efficiency for the company
Empower your employees
Another important point is that Ronspot’s desk booking system is directly operated by employees. As a result, they can make bookings themselves and decide when to go to the office. The administrator can also appoint team leaders to supervise other employees’ bookings.
Manage the demand for desks
Additionally, Ronspot incorporates a highly efficient system of free 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.
Create exceptions for specific employees
In case an employee needs to be automatically assigned to a desk, the administrator can add this employee to a rota schedule. 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, the administrator can restrict some desks to specific employees, so that they can be the only ones allowed to book them.
Get real-time occupancy reporting
Lastly, Ronspot incorporates 10+ insightful reports for administrators to easily monitor and view which desks are reserved and which employees are on-site.
How Ronspot’s Desk Booking System works
How to login to Ronspot Desk Booking System
1 – Ronspot app
To begin with, employees can access Ronspot, either from their phone (Android or iOS) or computer (web portal).
2 – Registration
Then they can create an employee account from the Registration tab (skip this step if using Single Sign-On).
3 – Login
Finally, employees will be able to log in from the Login tab, whether using the account they created, or an existing Single Sign-On account.
How to view desk availability
When clicking the icon in the navigation bar, employees are presented with a booking calendar showing availability for each day of the month, and up to 3 months in advance.
Day with at least one available desk
No desk available for the day
D1 Desk booked by the employee
It must be remembered that Ronspot’s desk booking system shows real-time availability. Therefore, if someone in the company cancels their booking, the employee can simply pull down to refresh the app and see the desk becomes available instantly.
How to switch to a different floor or location
What is a zone?
Administrators can create from the admin panel as many zones as they wish, and restrict the access of employees to specific zones.
For example, zones can correspond to different floors, buildings, locations, or even different sections of a same office, with each zone having its own booking calendar and map.
How to switch between zones?
As a result, employees can use the dropdown menu above the calendar to switch between zones. It is important to note that employees can only see the zones they have been granted access to. If there is no availability in a zone, then employees can simply switch to a different zone and access a different availability calendar.
Who has access to a zone?
As a matter of fact, the administrator can:
- edit each employee individually and grant them access to specific zones
- or add employees to a group, and set common properties for all group members
How to filter desks by attributes
Setting up tags
- Firstly, the administrator can create up to 20 different tags for desks. As a matter of fact, the tags are entirely customisable, i.e. 2 screens, printers, ethernet cable, HDMI cable, etc.
- Secondly, the administrator can edit each desk individually and add multiple tags to each one of them.
Filtering by tags
- Employees can simply click on the filter icon in the top right corner to show the list of available filters
- Then they can select the attributes they are interested in and click ‘Apply’ to refresh and update availability for the matching desks.
How to book a desk
1 – Select a day from the calendar
Booking a desk is very easy and can be done within 5 seconds. First of all, employees simply have to tap on the green dot on the calendar for the day they wish to book.
As a result, a pop-up window will open and give the employee the choice between booking a random desk and selecting a desk from the map. At this point, if the button Get random space is clicked, a random desk will be instantly assigned to the employee for the selected day.
2 – Select a desk from the map
If the employees decide to Go to the map, they will be presented with an interactive map of their office, with colour-coded desks.
At this time, desks booked by colleagues will be highlighted in red on the map, with the employee name displayed of the desk.
In order to complete a booking, the employee simply has to click on an available desk in green. This desk will instantly turn blue and be assigned to the employee.
How to release a desk
Manual cancellation
If an employee decides not to go to the office, then they can release their reserved desk at any time and with a tap of a button:
- As a result, the booking will be instantly cancelled and the desk will become available to other employees
- Additionally, the credit spent on the reservation will be returned to the employee’s account and could be used to book a different day
Reminders & auto cancellation (optional)
Moreover, Ronspot incorporates a reminder system that automatically sends an email and/or push notification to employees with a booking on the previous night.
Similarly, if the auto release option is on, the same email and/or notification will ask the employees to confirm their booking within three hours. If they fail to do so, then their booking will be automatically cancelled, and their space will be made available again for other employees to book.
How to manage my credit balance
What are credits?
Credits are virtual tokens that employees receive automatically every month. Their purpose is to:
- prevent employees from overbooking at the expense of their colleagues
- give every employee the same opportunity to book a desk and come to the office
- encourage employees from cancelling their booking if not coming to the office
- ensure an optimal occupancy rate of the office up to 100% daily
Managing the demand for desks
On one hand, the credit system sets a limit on the number of desks each employee can book in advance every month by:
- assigning every desk a virtual cost in credits (e.g. 1 booking = 1 credit)
- allocating every employee a limited number of virtual credits on a monthly basis
- resetting automatically the employee’s credit balance at the beginning of every month (credits cannot be carried forward)
On the other hand, last minute bookings — that is to say for the current day or the next — don’t require any credits in order to ensure full occupancy of the office.
How to sync my bookings with my calendar
Employees can enable the option to sync their Ronspot bookings with their own calendar. As a result, all the desks they will book in Ronspot will appear in their calendar.
This functionality is compatible with Outlook, Microsoft Teams, Google and Windows calendars.
It is important to note that desk bookings are ‘transparent’ day events, therefore they will appear at the top of the calendar view and won’t block any time on the employee’s calendar
How to check-in for a desk
QR code check-in (optional)
If the QR code check-in is enabled, then employees can tap the icon in the app navigation bar to open their phone camera and scan the QR code placed on their desk. As a result, their arrival and departure time will be recorded in the software.
Regarding QR codes, they are automatically auto-generated in Ronspot and can be printed in a couple of clicks. Additionally, you can choose to generate an individual QR code for each desk, or a QR code common to all desks.
Manual check-in (optional)
On the other hand, if the manual check-in is enabled, employees will be able to clock in and clock out at the press of a button.
In other words, they just need to click on the booking and press the Check-In button to log their arrival time.
- Login
-
How to login to Ronspot Desk Booking System
1 – Ronspot app
To begin with, employees can access Ronspot, either from their phone (Android or iOS) or computer (web portal).
2 – Registration
Then they can create an employee account from the Registration tab (skip this step if using Single Sign-On).
3 – Login
Finally, employees will be able to log in from the Login tab, whether using the account they created, or an existing Single Sign-On account.
- Desk availability
-
How to view desk availability
When clicking the icon in the navigation bar, employees are presented with a booking calendar showing availability for each day of the month, and up to 3 months in advance.
Day with at least one available desk
No desk available for the day
D1 Desk booked by the employee
It must be remembered that Ronspot’s desk booking system shows real-time availability. Therefore, if someone in the company cancels their booking, the employee can simply pull down to refresh the app and see the desk becomes available instantly.
- Zone selection
-
How to switch to a different floor or location
What is a zone?
Administrators can create from the admin panel as many zones as they wish, and restrict the access of employees to specific zones.
For example, zones can correspond to different floors, buildings, locations, or even different sections of a same office, with each zone having its own booking calendar and map.
How to switch between zones?
As a result, employees can use the dropdown menu above the calendar to switch between zones. It is important to note that employees can only see the zones they have been granted access to. If there is no availability in a zone, then employees can simply switch to a different zone and access a different availability calendar.
Who has access to a zone?
As a matter of fact, the administrator can:
- edit each employee individually and grant them access to specific zones
- or add employees to a group, and set common properties for all group members
- Filter desks
-
How to filter desks by attributes
Setting up tags
- Firstly, the administrator can create up to 20 different tags for desks. As a matter of fact, the tags are entirely customisable, i.e. 2 screens, printers, ethernet cable, HDMI cable, etc.
- Secondly, the administrator can edit each desk individually and add multiple tags to each one of them.
Filtering by tags
- Employees can simply click on the filter icon in the top right corner to show the list of available filters
- Then they can select the attributes they are interested in and click ‘Apply’ to refresh and update availability for the matching desks.
- Book a desk
-
How to book a desk
1 – Select a day from the calendar
Booking a desk is very easy and can be done within 5 seconds. First of all, employees simply have to tap on the green dot on the calendar for the day they wish to book.
As a result, a pop-up window will open and give the employee the choice between booking a random desk and selecting a desk from the map. At this point, if the button Get random space is clicked, a random desk will be instantly assigned to the employee for the selected day.
2 – Select a desk from the map
If the employees decide to Go to the map, they will be presented with an interactive map of their office, with colour-coded desks.
At this time, desks booked by colleagues will be highlighted in red on the map, with the employee name displayed of the desk.
In order to complete a booking, the employee simply has to click on an available desk in green. This desk will instantly turn blue and be assigned to the employee.
- Cancellations
-
How to release a desk
Manual cancellation
If an employee decides not to go to the office, then they can release their reserved desk at any time and with a tap of a button:
- As a result, the booking will be instantly cancelled and the desk will become available to other employees
- Additionally, the credit spent on the reservation will be returned to the employee’s account and could be used to book a different day
Reminders & auto cancellation (optional)
Moreover, Ronspot incorporates a reminder system that automatically sends an email and/or push notification to employees with a booking on the previous night.
Similarly, if the auto release option is on, the same email and/or notification will ask the employees to confirm their booking within three hours. If they fail to do so, then their booking will be automatically cancelled, and their space will be made available again for other employees to book.
- Demand management
-
How to manage my credit balance
What are credits?
Credits are virtual tokens that employees receive automatically every month. Their purpose is to:
- prevent employees from overbooking at the expense of their colleagues
- give every employee the same opportunity to book a desk and come to the office
- encourage employees from cancelling their booking if not coming to the office
- ensure an optimal occupancy rate of the office up to 100% daily
Managing the demand for desks
On one hand, the credit system sets a limit on the number of desks each employee can book in advance every month by:
- assigning every desk a virtual cost in credits (e.g. 1 booking = 1 credit)
- allocating every employee a limited number of virtual credits on a monthly basis
- resetting automatically the employee’s credit balance at the beginning of every month (credits cannot be carried forward)
On the other hand, last minute bookings — that is to say for the current day or the next — don’t require any credits in order to ensure full occupancy of the office.
- Sync bookings
-
How to sync my bookings with my calendar
Employees can enable the option to sync their Ronspot bookings with their own calendar. As a result, all the desks they will book in Ronspot will appear in their calendar.
This functionality is compatible with Outlook, Microsoft Teams, Google and Windows calendars.
It is important to note that desk bookings are ‘transparent’ day events, therefore they will appear at the top of the calendar view and won’t block any time on the employee’s calendar
- Check-in
-
How to check-in for a desk
QR code check-in (optional)
If the QR code check-in is enabled, then employees can tap the icon in the app navigation bar to open their phone camera and scan the QR code placed on their desk. As a result, their arrival and departure time will be recorded in the software.
Regarding QR codes, they are automatically auto-generated in Ronspot and can be printed in a couple of clicks. Additionally, you can choose to generate an individual QR code for each desk, or a QR code common to all desks.
Manual check-in (optional)
On the other hand, if the manual check-in is enabled, employees will be able to clock in and clock out at the press of a button.
In other words, they just need to click on the booking and press the Check-In button to log their arrival time.
Why Ronspot is the Desk Booking System for you
Learn about Ronspot’s hoteling software and how it can help you implement hybrid working
Give your employees the ability to view who is in the office and decide when to come to the office by booking a desk directly from the map.
Setting up your Ronspot account can generally be done within 48 hours. In addition, you can send us your office maps so that we can set them up for you, and set a date for us to organise a training session with your employees.
Whether you wish to restrict some desks to specific employees, assign desks to others automatically on a recurring basis, or limit the number of desks an employee can book, all can be configured in a few clicks.
Ronspot’s ISO 27001 certification is an evidence of compliance with GDPR. As a matter of fact, all data is encrypted and stored within the EU (in Ireland, on AWS server).
Our support team is happy to help administrators and employees with any questions they might have, and will answer all queries within 24 hours, Monday to Friday.
Pricing
Compare our pricing plans and find the right one for your company. All plans are based on the number of desks and include unlimited users.
Community
€0per desk per month
- Booking up to 3 days in advance
- Ronspot® mobile app
- View colleagues’ bookings
- Guest booking
- and more...
Premium
€2per desk per month
- Booking up to 14 days in advance
- Book from map (interactive map)
- Single Sign-On (SSO)
- Demand management system
- Recurring bookings
- Restricted desks
- and more....
Enterprise
Contact us
- Booking up to 90 days in advance
- Sync bookings with calendar
- White label - Add your branding
- Group settings & team leaders
- Check-in system
- Analytics reports
- Priority support + onboarding assistance + training
- and more...
Start your 30-day trial
Full access to all features for 30 days
No commitment, no credit card required
Frequently Asked Questions about Desk Booking
We have listed below all commonly asked questions and answers about Ronspot’s Hot Desk Booking system.
If you can’t find the answer to your question, then feel free to contact us.
Employees
You can download the Ronspot mobile app for free on Google Play (Android) and the App Store (iOS).
With Single Sign-On (SSO)
If your company is using Single Sign-On, then you simply need to tap on the Microsoft, Google, Duo, Okta or OneLogin icon on the app login page.
Without Single Sign-On
If you are not using Single Sign-On, then you need to register using your work email address. As a result, Ronspot will automatically detect the email domain and assign it to your company’s account. For security reasons, the account will have to be activated manually by the administrator before you can access.
Yes, you can also log in to Ronspot via our web app if you don’t have a phone, forgot it or simply don’t have any battery left,
Depending on the plan selected by your company, you can make booking up to 90 days in advance with Enterprise, 14 days with Premium and 3 with Community.
Additionally, if your company is using credits, the number of bookings you can make in advance is limited by the number of credits allocated to you.
Certainly you can see directly on the map other employees’ bookings. Additionally, you can use the Search bookings option in the app menu to look for a colleague name and see which days they have booked.
When selecting a date from the calendar, you will then have the choice between getting a random desk, or selecting the desk of your choice on the map.
The credit system is particularly useful when it comes to limiting the number of desks an employee can book in advance every month.
How it works:
- First of all, a virtual cost is set for each booking — e.g. 1 booking = 1 credit.
- Additionally, every employee automatically receives a limited number of virtual credits every month. The administrator decides on how many credits each employee receive, this is why the amount can vary from one employee to another.
- As a result, the employee’s credit balance is visible in the top right hand corner of the app. Credits are reset automatically at the beginning of every month and are on a ‘use it to lose it’ basis to prevent overbooking.
Certainly, you can still make a booking for the same day or the next day, since short-notice bookings don’t require any credits.
The administrator will decide which zones you have access to. Therefore, click on the dropdown menu above the calendar to see which zones you have access to — the dropdown won’t appear if you have access to one zone only.
If you have a booking for the next day, then the system will send you an automatic reminder, either to your phone or by email.
As the result of cancelling an unused booking, your desk will instantly become available for other employees to book. Additionally, the credit used for the booking will automatically be refunded back to your account so that you can use it to book another date.
Yes, as a matter of fact all the data are stored within the EU (AWS server in Ireland) and comply with strong ISO 27001 policies, and by extent GDPR policies. For this reason, your company administrator will be able to delete your data permanently from Ronspot once you leave the company.
In the event that you are experiencing issues with our desk booking system, simply go to ‘Contact support’ in the app menu. Our customer support team will get back to you as soon as possible within 24 hours, Monday to Friday.
Administrators
As a matter of fact, Ronspot allows employees to book their spot on any day in advance of entering the office. Therefore, hybrid workers can book their desk through the mobile app when they wish to work onsite. Additionally, team leaders can make bookings for their team members to keep the group together. In conclusion, employees who choose to hybrid work are still able to go to the office when they wish.
Ronspot’s desk booking system allows you to manage several locations across multiple time zones in different countries from the same Ronspot admin account. To this end, you simply need to create different zones in your account, one for each location and restrict users to zones.
By definition, zones are used to delimit the areas your employees can access. In other words, it can be for example different offices, floors, rooms, sections of a room, etc.
Once you created your zones, you can give each employee access to different zones. As a result, employees will only be able to view and book desks in the zones they have been given access to.
On one hand, Ronspot allows you to upload an existing floor plan for each one of your zones, and use a drag & drop selector to easily make every desk interactive.
On the other hand, if you don’t have a map, you can simply use Ronspot map builder and drag & drop desks, walls, doors, furniture, etc into a blank canvas.
Ronspot incorporates a social distancing selector to help you can mark on the map the desks located within social distance of one another. Once a desk is booked, this desk and all the related desks will instantly become unavailable for other employees to book.
Certainly, you can edit a desk in the admin panel, select the “Restricted” option and select the name of the employee(s). As a result, this desk will only appear available in the app to the corresponding employee(s).
In case you need some employees to be on-site more frequently than others, you can allocate a different amount of credits from one employee to another.
In reality, Ronspot’s hoteling software operates itself and requires very little oversight. Additionally, you can appoint team leaders to supervise other employees’ bookings and make bookings on their behalf.
As a matter of fact, you can edit any bookings and move employees to different desks if needed. Also, you can make a new booking on behalf on an employee or for a guest.
Yes, Ronspot is undeniably ideal for hot desking. As a matter of fact, the system is essentially used to manage desk spaces. For example, these spaces can be hot desks, fixed desks, offices spaces, or collaboration rooms. How you operate your desking is basically up to you.
All the data is encrypted and stored safely within the EU — on Amazon AWS cloud server in Ireland — using the highest standards for privacy and data security. Moreover, Ronspot is ISO 27001 certified — a proof of our engagement in terms of data protection.
It generally takes less than 48 hours to set up your account. Once the account is ready, companies generally allow a 2 to 3 week onboarding period to inform their employees about Ronspot.
We offer 3 different plans (Community, Premium and Enterprise) for our desk booking system, starting from €0/month. You can compare our different plans here in order to find the best one for your company. Additionally, you can use our quote generator to receive an instant quote by email.
Yes, we have integrated Ronspot previously with different access systems for different clients. Feel free to contact us for any inquiries.
