Desk Booking System

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.