15 Best Hot Desk Booking Software for Booking Office Spaces in 2023

Hybrid and remote working has picked up pace post 2020 and with it comes a new window of opportunities to try and explore relevant technology and leverage their efficiencies to make the most out of this. With everything under the sun turning “Smart”, so has working in the office.  Now that there are some of the best hot desk booking software which may include paid and free desk booking software models out there, reserving your favourite desk space is a breeze rather than jostling and hustling your way in an office bay to get one. 

Let’s walk you through what is desk booking software and 15 of these tools that feature on our list of best hot desk booking software. 

“To explore various kinds of remote team management software that can serve as catalysts to boost organizational efficiency at the workplace, read our informative article that covers it all here.”

1 The Best Hot Desk Booking Software List

  1. Eden Workplace – Secure, safe and scalable with its modular desk booking software and an internal ticketing system
  1. Sedda – Easy customization and setting up of automation rules 
  1. iOffice- Collaboration tools and flexible desk booking tool 
  1. Condeco- Multiple options in hot desk booking along with health and safety features
  1. SpaceIQ- Interactive maps and wayfinding features along with intuitive suggestions to make the booking experience easier
  1. Robin- Enhanced employee productivity and comprehensive workspace management booking tools 
  1. Tactic- Covid- centric health and safety features with an easy-to-navigate reservation system
  1. Officespace- Analytical insights and experimental features for layout that help in space optimization
  1. Cloudbooking- Sophisticated booking system with intuitive sensors and touchless check-in
  1. Smartway2 – Efficient desk booking software with space optimization through desk hoteling and space utilisation analytics
  1. WorkInsyn – Improved productivity through network integration and Covid-safety features including Mask Detector for a more safe working space
  1. AgilQuest –  Rich visual maps and floorplans along with booking capabilities across multiple locations from a single platform
  1. Office RnD- Various working models to book shared spaces and neighbourhoods within office zones
  1. Nexudus – Hot desk booking software for larger organisations and detailed searchability for improved collaboration
  1. Cobot – Self-service booking calendar and flexible booking system

2 Comparison Criteria:

Our top five elements that make a “best hot desk booking software” are:

  • User Interface

Being able to easily navigate a booking user interface is a numero uno parameter since it reduces the need to have middlemen or bottlenecks when reserving an actual desk. It also reduces the need for additional training.

  • Usability

If the hot desk booking system is not able to optimise and manage available space, we think it’s a moot cause. An efficient system needs to have a comprehensive reporting module  in place to analyse space utilisation and make necessary revisions as needed as an organisation scales up.

  • Integration Capacity

A truly smart desk booking system should not just focus on booking desk space in our opinion. Additional integrations can leverage the power of security, scheduling and communication tools to create more scope for improved productivity and collaboration.

  • Value for money

The ROI in your choice of software should depend on the actual price you paid and how much it actually yields to understand if it’s profitable or a value-for-money deal in the long run. Rather than using a one-size-fits-all price model, consider the size of your company and future scalability when choosing the best hot desk booking software.

3 Key Features of Hot Desk Booking Software

Key Features of Hot Desk Booking Software

3.1 Self-service bookings

A smooth interface with engaging visuals is sure to make it more convenient and enjoyable for a user to navigate. Rather than waiting for a middleman to do the needful, self-service is faster, more time-efficient and convenient especially if you’re on the go.

3.2 Mobile Accessibility

Being able to reserve a hot desk at your fingertips is definitely a plus significantly more so if you are travelling or on the go. Most of the best hot desk booking software have desk booking apps for mobiles that make it easier for users.

3.3 Extensive Detail on Floor Plan

An interactive floor plan that’s visually colour-coded, marked and demarcated with details makes it much easier for new users to orient themselves. 

3.4 Search tool to find employees 

This one’s a must-have to boost communication and collaboration at the workplace. Having an extensive range of search filters such as wayfinding can give the user freedom to choose desk spaces near team members or coworkers.

3.5 Healthy and Safety Features 

A Covid-centric system should ideally be the norm post-pandemic for desk booking software. Tools to monitor temperature, track vaccination status, ensure social distancing between desk spaces and a touchless check-in experience will help in creating a safe and healthy environment. 

3.6 Usage Metrics

Without real-time data on space utilisation and other relevant parameters, you cannot evaluate the efficacy of even the best desk booking software despite other advanced features. Reporting and analytic tools should factor into a robust system to help one make timely decisions for real estate and cost savings. 

4 A Brief Overview of the 15 Best Hot Desk Booking Features

4.1 Eden Workplace

Eden Software

This is the best desk booking software has a modular design that makes it an economical choice for businesses who want to operate a flexible, hybrid work model.

The interface has a simplified and well-organised set-up so you don’t end up lost. There are individual modules for desk booking, room scheduling, visitor management, COVID-19 team safety, and internal ticketing for HR requests, IT, Admin and more. If you need to collaborate with a coworker or simply miss working together, you can use the system to find a convenient spot and seat yourselves next to each other. Eden’s embedded ticketing system is your go-to for any queries you have or resolutions you may be seeking over  document formatting, IT support, HR requests, facilities requirements and more. With detailed data-driven metrics, you can take relevant decisions on space optimization and cost effectiveness.

4.2 Skedda

Skedda is one of the best hot desk booking software with its smart scheduling platform that’s easy to customise and set up automation rules. Its customizable booking system gives you the autonomy to review available work spaces such as studios, meeting rooms, desks and utilise them accordingly. With a simple user interface that’s fully automated, booking a space is so much easier on your own.Use their engaging and interactive floor plans to view vacant spots and make an instant booking. We personally loved the interface’s time-of-day range-slider that tells you when your favourite choice is available again for a more personalised experience.

Skedda’s desk booking app can be accessed on Android and iOS devices for convenient use. It has a calendar that makes it easy to review and facilitate payment for pay-per use views. The system has synced integrations with popular calendar programs and communication tools including  Microsoft Outlook, iCloud, Google Calendar, Google Workspace), Teams, Slack, Trello, Basecamp, Mailchimp, and more.

4.3 iOffice

This platform provides valuable insights on the number of spaces that are booked, length of booking sessions and booking patterns making it a credible addition to the list of best hot desking software open source. 

Find out which workspaces are being occupied consistently so you can plan space utilisation accordingly for unoccupied. With the iOFFICE Insights module, you get real-time reports on utilisation and other relevant metrics to make valid decisions on space optimisation. Hummingbird app that uses the platform helps you locate coworkers, and book available desk spaces. For a touchless experience, the system also has integrated QR codes.

4.4 Condeco

This hot desking software delivers end-to-end solutions for Windows and is more suitable for startups and hybrid workforces who need the flexibility. Condeco’s system caters to users who are looking for different types of desk booking. 

The model easily accommodates various working patterns and schedules under three categories including  fixed, flexible and bookable workspaces so  employees can choose them based on preferences. You can easily book a space by looking at a visual map through their website, mobile app or Outlook. As a bonus, the platform even lets you book a parking space. 

Build your own collaboration-intensive neighbourhoods where team members can book group spaces. Condeco’s integrated network has over 15 software programs such as Zoom Rooms, Outlook, Microsoft Teams, and others. 

4.5 SpaceIQ

SpaceIQ Software

With 10000 clients, in 85 countries, SpaceIQ is one of the best hot desking software open source that offers a range of support services such as vacancy management tools,  ratio seating, desk neighbourhoods, space stock and layouts, and hosting numerous office spaces. SpaceIQ’s versatile platform has three primary management modules; SiQ, Archibus and Serraview that gives you plenty of options to book a space based on various criteria.

SiQ is a workplace management and hoteling software that’s suitable for all kinds of organisations looking to start quickly and they make perfect choices for start-ups and vendors. Archibus is a workplace management system that manages customizable work spaces, and  facilities for small to medium scale companies while Serraview is an enterprise-level workplace management system that is more suited for large-scale companies that need desk hoteling, and in-depth analytics.

Know just where to begin and how to go about onboarding and relocation of resources with intuitive suggestions, alerts and actionable steps. The software’s Wayfinder Portal is another great guide for new users who can familiarise themselves though colour-coded visual maps, and photos of workspaces. For enhanced security and data privacy, the system’s open API  supports single sign-on, secure file transfer protocol (SFTP) data transfers, and various customizations. 

4.6 Robin

As one of the best hot desk booking software, Robin’s sophisticated desk booking system aims to empower employees, while giving management teams the tools they need to manage safety, security and space utilisation effectively. 

With real-time metrics, you get live updates on desk availability at any point as needed.  For more convenience and easy access, make bookings through strategically placed kiosks in offices or Robin’s desk booking app or desktop interface. Use the system’s search feature or wayfinding tool to locate a colleague or co-worker easily for a collaborative session.  Robin has integrated with Slack, Zoom, Microsoft Office 365, BlueJeans, Exchange, Google Calendar and more.

4.7 Tactic

Designed to ensure hybrid models run efficiently, Tactic’s workplace management software tool also promotes safety at the workplace along with employee engagement. The software tool has a flexible platform that lets you book spaces and invite team members to join in at the office in the same streamlined booking process. To make it simpler and fun, their booking process throws up a daily “Who’s going to be in the office today?” and displays that information visually. Keeping in line with the pandemic’s cautionary protocols and to make sure you stay safe, Tactic’s system stipulates compulsory health check-ins for visitors, capacity management tools, and in-depth metrics to aid in contract tracing if needed. They also provide vaccination status of workers.

You do not need to use a lot of search filters to locate a spot since the easy-to-use user interface has interactive maps that show real-time information on available spots for easy booking on the go.  Tactic’s system is available as an app for quick access on Android and iOS devices. Its integrated system network includes Zoom, Slack, Outlook and Google for enhanced efficiencies. 

4.8 Officespace

OfficeSpace’s software supports desk hoteling, hot desking, free sensor-motion check-ins, activity-based working, and booking neighbourhoods to enable team members to work closer together. With the user-friendly platform, bookings can be made on different types of devices such as desktops, mobiles, kiosks conveniently and even while on the go. You can keep tab and easily track analytical data to gain more clarity on utilisation, trends, and ongoing desk preferences to help optimise workspace arrangements.

Another interesting feature in Officespace’s lineup are the tools that you can use to experiment with different estate layout changes for scenario planning in a bid to optimise planning. Use the portfolio updates and lease information along with usage data to create real estate reports that help you make good business decisions. With an integrated network of over 35 popular applications such as  Oracle, PeopleSoft, Active Directory, and OneLogin, this platform has a lot of additional functionality that can be plugged in.

4.9 Cloudbooking

Cloudbooking Software

Cloudbooking is one of the best hot desk booking system software to leverage hot desking for enhanced space utilisation using 3D floor plans,digital signage, sensors for occupancy, and more. This software pairs desk booking features with digital real estate tools that provide data to help make business decisions on office space optimization.

With hot, fixed, and flexible desk type configurations,  you can choose an appropriate booking space based on work schedule or type of work as and when needed. Space crunches can be eased out and optimised easily using Cloudbooking’s 3D floor plans and occupancy sensors that provide real-time availability information. In a bid to implement safety measures such as contactless interactions and faster turnarounds, the system has digital signage and QR code check-in/check-out.  Their integrated network includes Outlook, Google Workspace, Microsoft Exchange, Office 365, plus single sign-on and active directory applications such as OneLogin, Azure, PingIdentity, Okta, and more. 

4.10 Smartway2

As one of the more Covid-centric desk booking software in the market, this flexible booking system ensures productivity stays at peak with its integrated solutions to manage the remote and hybrid workspace. 

Though this is a hot desk booking system, it also lets you book available space in advance. With its Smart Desk Recovery feature, you can do away with unused bookings by releasing them and reverse hoteling can be used to optimise space. Take prompt and valid decisions through metric-driven space utilisation analytics that gives you vital information on frequently used spaces, unutilized areas and more. 

4.11 WorkInsync

Another one on the list of hot desk booking software is WorkInSync, a workplace scheduling solution that’s ideal for hybrid work spaces and provides flexible preferences and enhanced Covid-centric safety features to ensure a healthy and safe work environment.

You don’t get to just book desk space but also parking space with this interactive platform.  A wide range of search criteria helps you find a specific type of workstation with advanced features such as dual monitors, standing desks and more. In support of safety and health, WorkInSync automatically collects information on your health profile using an automated health risk assessment form when a booking request is processed much before you visit an office. For enhanced productivity, the software integrates with Alexa, Siri and Google Assistant,  so users can make bookings on the way to the office.

The Covid-centric platform’s Mask Detector is a great way to ensure you follow appropriate Covid protocols by uploading selfies when employees wear masks at the entry points.

Post that WorkInSync’s digital thermal hand scanner checks and records temperatures as the next step in promotion a safe environment., To ensure contactless check-in for booked spaces, QR code scans and Digi-Pass are used together with the system’s Contactless Access Management module 

4.12 AgilQuest

AgileQuest is another efficient booking software that’s designed for flexible workplaces for  businesses, startups, SMEs, agencies, and enterprises.

This system is a great choice for distributed teams who work in different office branches. You can easily book desk spaces across multiple locations through online bookings  using engaging floor plans and visual maps. The simplified software also offers workplace utilisation analytics that provide information vital elements such as occupancy rates, desk usage, and other reports. 

4.13 Office RnD

This work management software supports a variety of different work models and can be accessed on mobile, Web, Teams, Outlook, or Google. The system has a simplified desk scheduling process that’s paired with an easy-to-use hot desk booking app to manage a hybrid work environment. 

The scheduling platform supports different working models to book shared spaces through hot desking software. This way employees get a chance to choose the spots they need based on their work type and patterns. You get the choice to create neighbourhoods with groups that are categorised under activity-based working while pattern-based working spaces can be reserved via Advanced Recurring booking. Use the analytics provided through reporting on desk usage and availability to make efficient decisions on optimising office space and lowering estate expenses. 

4.14 Nexudus

Designed for bigger spaces, Nexudus’s coworking management software has a wide range of features designed for bigger spaces and has more features than the others on this list, like multiple integrations, a real-time room availability app, and reporting.

Book and manage hot desk bookings easily with rich visual maps and floorplans as preferred or needed. Users can also check into desks using Automation Tiles that’s a step in support of contact-less interaction for a more safer working experience. If you need to have a collab session over a project or simply want to boost communication, then Nexudus’ search filters make it easy to choose a desk, workspace or area as needed.

4.15 Cobot

Cobot operates as a flexible and easy-to-use work space management software that can be accessed across mobile and tablet devices. You can review the dashboard, add new joinees, manage bookings and a whole lot more. To reduce the time spent on smaller operational nitty-gritties, members are automatically charged through the system’s integrated invoicing system that’s in turn synced with the self-service booking calendar. For more flexibility, the software tool lets you create customizable desk booking plans. 

If you want a general overview of the system on any given day, simply take a look at the activity dashboard that provides comprehensive information on new signees, desk plans and more. You can track real-time availability and make bookings for conference rooms, equipment, and other types of resources. Leverage the statistical reports to gain valuable insights on user behaviour, revenues, booking metrics and more to make well-informed decisions. 

5 FAQs

  • What is a hot desk booking software?

A desk booking software is a specific type of software that enables users to reserve a desk or other workspace in advance. This kind of system is typically used in hybrid working models of business or in  organisations who support flexible work, where employees visit the office based on a pattern or schedule. You have options in both free desk booking software as well as paid options that provide additional features.. 

  • How does hot desk booking work?

Hot desk booking is typically done through a hot desk booking user interface that provides information on available space, seating, neighbourhoods, floor plans and visual maps so you can select and book a desk space.