Desk Booking System

The easy desk booking solution for implementing flexible and hybrid work, and maximising your office use significantly

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Desk Booking System by Ronspot

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.

Ronspot desk booking system - Book from map

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.

Ronspot admin panel for desk booking system

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).

How to download the Ronspot app

2 – Registration

Then they can create an employee account from the Registration tab (skip this step if using Single Sign-On).

How to register to Ronspot

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 login to Ronspot

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.

Ronspot booking calendar

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

  1. 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.
  2. Secondly, the administrator can edit each desk individually and add multiple tags to each one of them.

Filtering by tags

  1. Employees can simply click on the filter icon in the top right corner to show the list of available filters
  2. Then they can select the attributes they are interested in and click ‘Apply’ to refresh and update availability for the matching desks.
Ronspot filtering 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.

Ronspot book desk from map

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.

Ronspot cancel a desk booking

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.

Ronspot - Managing the credit balance

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

Ronspot bookings in Outlook

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.

Ronspot QR code check-in
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).

How to download the Ronspot app

2 – Registration

Then they can create an employee account from the Registration tab (skip this step if using Single Sign-On).

How to register to Ronspot

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 login to Ronspot
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.

Ronspot booking calendar
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

  1. 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.
  2. Secondly, the administrator can edit each desk individually and add multiple tags to each one of them.

Filtering by tags

  1. Employees can simply click on the filter icon in the top right corner to show the list of available filters
  2. Then they can select the attributes they are interested in and click ‘Apply’ to refresh and update availability for the matching desks.
Ronspot filtering 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.

Ronspot book desk from map
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.

Ronspot cancel a desk booking
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.

Ronspot - Managing the credit balance
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

Ronspot bookings in Outlook
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.

Ronspot QR code check-in

Why Ronspot is the Desk Booking System for you

Learn about Ronspot’s hoteling software and how it can help you implement hybrid working

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.

Quick implementation

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.

Flexible rules

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.

Data protection

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).

Support

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.

3-in-1 solution

Ronspot’s desk, parking and meeting room booking systems are part of a same software, which means that companies can manage all their assets from a unique system.

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....

Start your 30-day trial

Full access to all features for 30 days

No commitment, no credit card required

Request a demo

Daire O'Brien Ronspot

Daire O’Brien

45 minutes

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

Administrators

Desk booking system brochure - 35 pages

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Join our mailing list and receive the 35-page brochure about Ronspot desk booking software. Discover how to implement Ronspot, enable employees to make their own decisions, optimise the use of desks, the estimated timeline, pricing, and much more.
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