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.
Data security, customer support and training
Ronspot desk booking system comes with ISO 27001 certification, GDPR compliance, 5-star customer service, fast onboarding assistance and bespoke training sessions.
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.
Receive 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.
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.
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.
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 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,
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.
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.
Simply tap on the green dot on the calendar for the day you wish to book. As a result, a pop-up window will open and give you 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 you for the selected day.
If you decide to Go to the map, you 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, you simply have to click on an available desk in green. As a result, this desk will instantly turn blue and be assigned to you.
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 there is no availability in a zone, you can simply switch to a different zone and access a different availability calendar.
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.
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.
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.
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.