17 Best Hot Desk Booking Software for Booking Desk Spaces in 2023

August 24, 2023
Reviewed by Chris Fajou

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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 favorite 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 better understand the concept of hot desking have a look at our articles on how to implement a hot desking system, the best office hoteling software, hot desking pros and cons, and must-have hot desking accessories.

What is Hot Desk Booking Software?

Hot desk booking, also known as desk hoteling or desk booking is the facility provided to the employees to book a desk for days they work on-site. Hot desk booking software typically provides an online platform for booking, managing, and organizing an available workspace, allowing employees to quickly and easily reserve a workspace for a specific date and time, and manage their reservations. Some hot desk booking software also integrates with other tools such as calendars, email, and payment systems to streamline the booking process and provide a complete solution for managing shared workspace resources.

What is the Benefit of Using Hot Desk Booking Software?

Hot desk booking software allows employees to book a ‘desk’ at their workplace quickly, reducing the amount of time required to reserve a ‘desk’. The software allows administrators to manage and organize available workspace resources, making it easier to ensure that all available spaces are being used effectively and efficiently. Many hot desk booking software solutions integrate with payment systems, allowing administrators to easily bill users for the use of shared workspace resources and streamline the payment process.

Overview of Best Hot Desk Booking Software

01 Tactic Best hot desk booking software with an easy-to-navigate reservation system. Visit Website
02 Smartway2 Best hot desk booking software with space utilization analytics. Visit Website
03 Othership Best hot desk booking software for Hybrid teams. Visit Website
04 Office RnD Best hot desk booking software for boosting in-person collaboration, engagement, and productivity. Visit Website
05 Deskfound Fun to use desk booking software that integrates with Slack and Google Calendar Visit Website
06 Skedda Best hot desk booking software for setting up of automation rules Visit Website
07 Condeco Best hot desk booking software with health and safety features. Visit Website
08 SpaceIQ Best hot desk booking software with wayfinding features. Visit Website
09 Robin Best hot desk booking software with productivity features. Visit Website
10 Eden Workplace Best hot desk booking software for modular desk booking Visit Website
11 Officespace Best hot desk booking software with analytical insights and experimental features. Visit Website
12 Cloudbooking Best hot desk booking software with intuitive sensors and touchless check-in. Visit Website
13 WorkInsync Best hot desk booking software with network integration. Visit Website
14 AgilQuest Best hot desk booking software with booking capabilities across multiple locations from a single platform. Visit Website
15 IOffice Best hot desk booking software for Collaboration tools Visit Website
16 Nexudus Best hot desk booking software for larger organizations and detailed searchability for improved collaboration. Visit Website
17 Cobot Best hot desk booking software with a self-service booking calendar. Visit Website

Comparison Criteria:

  • 1

    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.

  • 2


    If the hot desk booking software is not able to optimize and manage available space, we think it's a moot cause. An efficient system needs to have a comprehensive reporting module in place to analyze space utilization and make necessary revisions as needed as an organization scales up.

  • 3

    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.

  • 4

    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.

A Brief Overview of the 17 Best Hot Desk Booking Features

Ideal for small to medium-sized companies. Some of their clients include Knock and Drip.


Designed to ensure hybrid models run efficiently, Tactic’s workplace management software tool also promotes safety at the workplace along with employee engagement.

What Makes Tactic Special?

Tactic is not only a top-tier hot desk booking software, but an all-in-one solution for managing your hybrid workspace. With additional features like meeting room reservations, an interactive office map, and visitor management, Tactic covers all your workplace needs in a single platform. Using this tool, your team can easily plan and share their workweek schedules, making it easier to coordinate their time together in the office.

What sets Tactic apart is its ability to help you create and implement a hybrid work policy, allowing you to easily manage allotted remote days and mandatory team office days. Additionally, Tactic seamlessly integrates with popular collaboration tools like Slack, Microsoft Teams, and Google Calendar, ensuring a smooth workflow and enhanced productivity.

Key Features:

  • Effortlessly book and manage desk reservations
  • Find and reserve available meeting rooms
  • View the office in real time, including where team members are sitting and which spaces are available
  • Streamline the check-in process for visitors
  • Create and implement flexible workplace policies
  • Gain insights into workspace utilization for data-driven decisions
  • Access the Tactic app for on-the-go desk and meeting room booking


Tactic offers flexible pricing plans to accommodate organizations of all sizes. The transparent pricing structure ensures that you only pay for the features you require, making it a cost-effective solution for workspace management. For detailed pricing information, visit Tactic's official website.

  • All-in-one solution for hot desking, meeting room reservations, interactive office map, visitor management, and hybrid work policy management
  • Seamless integration with many popular 3rd party workplace tools
  • User-friendly interface and intuitive user experience
  • Real-time availability and easy booking process for desks and meeting rooms
  • Enhanced office security through streamlined visitor management
  • Customizable hybrid work policy creation and implementation
  • Advanced features may not be included in the base pricing plans
  • May require employee training to understand how to use all of the many available features

Ideal for medium to large-sized companies. Some of their clients include Exertis and Australian Education Union.


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

What Makes Smartway2 Special?

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 optimize space. Take prompt and valid decisions through metric-driven space utilization analytics that gives you vital information on frequently used spaces, unutilized areas and more.

Key Features:

  • Allows employees to book and manage available workspaces, including hot-desking and shared spaces.
  • Provides insights into space utilization and occupancy,
  • Provides tools for scheduling and managing meeting rooms


Smartway2’s annual subscription starts from $300 p.a.//$25 per month per room.

  • Support both official/casual bookings scenarios within the same solution stack.
  • Analytics capabilities to provide meaningful insights into space utilization.
  • Utilises a check-in feature to free up desk space that is not utilized during the booking window.
  • Many customers have raised issues related to sporadic UX behaviour leading to frustration due to incomplete user journey experiences
  • Expensive in comparison to other entries

Ideal for hybrid working organisations.


Othership's Workplace Scheduler is a cloud based software for hybrid and remote working that promotes collaboration and connection. It helps coworkers connect and meet up, on their own terms; at the office, in coworking spaces, or anywhere in the world.

What Makes Othership Special?

Othership's Workplace Scheduler has a focus on the end user, making it the desk booking software people love to use. By matching people's skills and interests, events and their place of work (which can be in the office or anywhere else) they facilitate regular points of collaboration.

Othership does this by sharing smart notifications to join others to co-work based on these criteria and many more. Othership is also completely unique in the fact it not only allows you to manage desks and meeting rooms in your own office, but also buy or sell on demand office space on its adjacent platform, Othership On Demand.

Key Features:

  • Set you schedule in the office or anywhere else.
  • Provides social media-style notifications and prompts to promote employee engagement among the community.
  • You can buy additional or sell underutilised space on Othership’s complimentary on demand workspace solution.
  • Offers a platform to share feedback, notify on malfunctioning amenities, and proactively address employee input.
  • Provides analytics and actionable insights based on remote, hybrid and in-office utilization patterns.


Teams of up to 25 can join for free.

Larger organisations should book a free consultation with a specialist from Othership here to discuss their needs.

  • Easy to use platform and high end-user adoption.
  • Manage a hybrid policy with data from in and out the office.
  • Additional Othership solutions are available to buy extra or sell empty space.
  • You generally need to speak to an expert to understand the right packages for you.
  • Limited availability for additional languages.

Ideal for small to medium-sized companies. Some of their clients include Firmspace and Bamboo.

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.

What Makes Office RnD Special?

The scheduling platform supports different working models to book shared spaces through hot desking systems. 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 neighborhoods with groups that are categorized 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 optimizing office space and lowering estate expenses.

Key Features:

  • Provides tools for managing billing and invoicing, including payment processing and automated invoicing
  • Offers features for managing memberships and subscriptions, including automated renewals and cancellations.
  • Offers workspace management solutions for both flexible workspaces (e.g. coworking) or hybrid workspaces.


Office RnD pricing starts at $185/month per location.

  • Flexible pricing tiers so you won’t have to pay for features you don't need.
  • Offers solutions for desk booking, event scheduling, lead generation, access control and more.
  • Limited customer service options - only email support available.
  • Upgrading from one plan to another requires a new account setup with Office RND.

Fun to use desk booking software that integrates with Slack and Google Calendar


Deskfound is a desk and hybrid office management solution for companies that want to encourage their teams to connect at the office. It’s easy and even fun to use with integrations into Google Workspace and Slack that let you send Lunch Polls and even make dog bookings.

What makes Deskfound special

Deskfound is only available to companies that run on Google and Slack so if you run on Microsoft you are out of luck. Because of this focus Deskfound is able to offer an highly integrated and seamless experience that is moulded around Google Calendar and Slack.

Besides the core desk and meeting room features expected from a desk booking solution Deskfound is focused on creating a more social experience with lunch polls and Slack notifications with the goal of driving office engagement. Since understanding that going to the office is about connecting with other team members. And to drive office engagement you need to

Key Features:

  • Book Google Calendar meeting rooms right from Deskfound (stays in sync)
  • Slack integration that lets you book desks and manage bookings
  • Upload floor plans
  • Print desk labels with QR codes the employees can use to book a desk
  • Reports on historical office usage and bookings by individuals
  • Encourage office engagement by sending lunch polls and notifications to Slack
  • Deskfound offer reasonable and simple pricing options


Very reasonable and simple pricing of roughly $1/employee/month.

  • Easy and fun to use desk and meeting room booking
  • Moulded specifically to work with Slack and Google Calendar
  • Social features designed to create office engagement
  • No support for companies that run on Microsoft and Teams
  • Not suitable for complex office management needs like delivery management

Ideal for small to medium-sized companies. Some of their clients include Havard University and Krispy Kreme.


Skedda is one of the best hot desk booking software with its smart scheduling platform that's easy to customize and set up automation rules. Its customizable booking system gives you the autonomy to review available workspaces such as studios, meeting rooms, and desks and utilize them accordingly.

What Makes Skedda Special?

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 personalized 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.

Key Features:

  • Save time and be more efficient by managing your bookings and appointments with a centralized calendar.
  • Automation options make it easier to handle client bookings without having to manually coordinate them.
  • Get insight into what times are popular, which spaces are the most in demand, and how effectively you're using your spaces with detailed analytics reports.
  • Reduce the complexity of dealing with or keeping track of many clients at once by utilizing our user management tools.


Skedda offers a customized pricing plan.

  • Easy-to-use scheduling software with highly customizable options
  • Can be integrated with existing software, such as calendars and payment gateways, to streamline operations and improve efficiency.
  • Free version that is scalable.
  • No implementation cost.
  • Mobile friendly.
  • Limited features compared to more comprehensive workplace management software
  • Not suitable for larger businesses with complex scheduling needs.

Ideal for medium to large-sized companies. Some of their clients include Nestle and Comcast..


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.

What Makes Condeco Special?

The online desk booking system 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.

Key Features:

  • Allows users to easily book and manage meeting rooms and other spaces within the organization.
  • Offers flexible desk and workspace booking options for employees, enabling a more agile and productive work environment.
  • Enables employees to reserve available workspaces in real-time, maximizing space usage and reducing costs.


Condeco pricing starts at $45 per user per year.

  • Intuitive user interface, powerful analytics, and automated reminders that help keep employees on track
  • Integrates with existing systems such as Outlook and G Suite, making it easy to sync across platforms
  • It can be used for both individual and team-based bookings.
  • Some employees may find it difficult to learn how to use the system or navigate certain features
  • Costly compared to other options on the market

Ideal for medium to large-sized companies. Some of their clients include Slack and Zendesk.


With 10000 clients in 85 countries, SpaceIQ offers a range of support services such as vacancy management tools, ratio seating, desk neighbourhoods, space stock and layouts, and hosting numerous office spaces.

What Makes SpaceIQ Special?

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 organizations 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.

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 familiarize themselves through color-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.

Key Features:

  • Enables efficient office moves and space changes, minimizing downtime and disruption.
  • Provides real-time insights into space utilization and occupancy, enabling organizations to make data-driven decisions.
  • Offers a range of tools for managing and maintaining facilities, including maintenance requests, service tickets, and more.


SpaceIQ offers customized pricing packages.

  • Powerful analytics and reporting features, allowing users to track usage patterns and optimize space utilization
  • Easy to use online booking system
  • Difficult to set up without some technical knowledge or assistance
  • Some features may be more suitable for larger organizations than smaller ones

Ideal for small to medium-sized companies. Some of their clients include Factset and Opencast.


Robin’s sophisticated desk booking system aims to empower employees, while giving management teams the tools they need to manage safety, security and space utilization effectively.

What Makes Robin Special?

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.

Key Features:

  • Enables employees to reserve available workspaces, including hot-desking options, on a real-time basis.
  • Allows users to easily schedule and manage meetings and events in various meeting rooms and spaces.
  • Allows employees to share their workspace booking with coworkers facilitating easy team communication of one's work location for the day.


Robin provides a starter plan for free. It offers customized pricing for teams and enterprises.

  • User-friendly interface, allowing users to quickly and easily manage their workspaces.
  • Advanced analytics and reporting capabilities.
  • Check-in functionality.
  • Booking sharing option.
  • Limited customization options on the user interface.
  • It isn't as comprehensive as other workspace management tools.

Ideal for small to medium-sized companies. Some of their clients include Noom and Sega.

Eden Workplace

Eden Workplace has a modular design that makes it an economical choice for businesses that want to operate a flexible, hybrid work model. The interface has a simplified and well-organized setup so you don't end up lost.

What Makes Eden Workplace Special?

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.

Key Features:

  • Easily book, modify and view bookings for rooms with real-time update information.
  • Save time by automatically assigning personnel to their chosen desks with minimal manual data entry.
  • Enjoy transparent visitor management for secure access control with special emphasis on safety and compliance.
  • Automated delivery systems will ensure door-to-door safe delivery of goods from one part of the building to another.


Eden Workplace offers modular pricing options.It means, the pricing of Eden Workplace's services varies depending on several factors, including the location, the specific services required, and the size of the workspace.

  • Comprehensive platform that provides a range of workplace management solutions, helping businesses streamline their operations and improve productivity.
  • Easy-to-use visitor management system ensures that only authorized people are granted access to the premises.
  • The hot desk booking system may require some training for employees to use effectively, which could lead to a learning curve.
  • As with any cloud-based software, there is always a risk of data security breaches,

Ideal for small to medium-sized companies. Some of their clients include Earthjustice and Peloton.


OfficeSpace’s software supports desk hoteling, hot desking, free sensor-motion check-ins, activity-based working, and booking neighborhoods to enable team members to work closer together.

What Makes OfficeSpace Special?

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 tabs and easily track analytical data to gain more clarity on utilization, trends, and ongoing desk preferences to help optimize workspace arrangements.

Another interesting feature in Office Spaces lineup are the tools that you can use to experiment with different estate layout changes for scenario planning in a bid to optimize 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.

Key Features:

  • Provides insights into space utilization, occupancy, and employee preferences, enabling organizations to optimize their real estate and improve employee satisfaction.
  • Provides tools for managing facilities services, including maintenance requests and service tickets.
  • Helps organizations manage their physical workspaces, including desk and room reservations, moves, and reconfigurations.


OfficeSpace's pricing starts at $5.95 per user per month.

  • Hot desk booking system is feature-rich interface with intuitive design
  • Fully integrated booking system which supports multiple languages
  • It provides more than "what space is being used" but rather "who is using that space"
  • User authentication requires manual entry which can be tedious at times
  • Limited flexibility on user access permissions since only Admin level access are available

Ideal for small to large-sized companies. Some of their clients include Genesys and EDF.


Cloudbooking is one of the best desk booking system software to leverage hot desking for enhanced space utilization 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.

What Makes Cloudbooking Special?

With hot, fixed, and flexible desk-type configurations, you can choose an appropriate booking space based on your work schedule or type of work as and when needed. Space crunches can be eased out and optimized 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, and Office 365, plus single sign-on and active directory applications such as OneLogin, Azure, PingIdentity, Okta, and more.

Key Features:

  • Allows employees to book available desks and workspaces on a real-time basis.
  • Offers features for managing visitors, including registration, check-in, and badging.
  • Offers a mobile app for employees to easily book and manage workspaces, meetings, and visitors.


Cloudbooking offers customized pricing for teams and enterprises.

  • Can add payment details (for example - fees ) at request time which helps automate billing process.
  • Cloudbooking integrates with popular cloud-based services such as Microsoft Exchange and Salesforce.
  • Feature rich workspace management solution.
  • Has multiple language options which are great for global businesses.
  • Complex admin backend UI
  • Does not support multiple currencies

Ideal for small to medium-sized companies. Some of their clients include General Mills and Silicon Valley Bank.


WorkInSync is 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.

What Makes WorkInsync Special?

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. WorkInSync's digital thermal hand scanner checks and records temperatures as the next step in promoting 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.

Key Features:

  • Provides tools for scheduling and managing meeting rooms and spaces.
  • Offers digital signage to display room availability and upcoming meetings.


WorkInSync pricing starts at $2.50 per user per month.

  • Have the ability to compactly organize tasks across teams via drag-drop feature during the creation stage
  • Allows for chronological timeline sorting enabling seamless categorization based on projects streams
  • Few filters/ params possibilities restrict complex project scenarios
  • Lack of comment thread feature can lead to difficulty in communication

Ideal for small to enterprise-sized companies.


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

What Makes AgilQuest Special?

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 utilization analytics that provide information vital elements such as occupancy rates, desk usage, and other reports.

Key Features:

  • Allows employees to reserve available workspaces, including hot-desking options, on a real-time basis.
  • Has a companion mobile application
  • Gives organizations the tools to manage their resources, including desks, rooms, and other shared spaces.
  • Share analytics with employees to allow them to understand times when the office is busiest or most active.


AgileQuest offers customized pricing.

  • AgilQuest software can be quickly implemented across multiple sites in a matter of hours due to its ease of integration.
  • It runs on a cloud platform, allowing organizations to access data from anywhere.
  • AgilQuest only has limited functionality when compared to other coworking platforms.
  • Expensive in comparison to other entries.
  • Limited visitor management.

Ideal for small to enterprise-sized companies. Some of their clients include Sephora and Organic Valley.


iOffice is a robust workplace management solution. Their hot desk booking software helps employees to reserve workspaces on a flexible basis. It offers a comprehensive suite of tools that can help businesses manage their workplaces more efficiently and effectively.

What Makes iOffice Special?

This platform provides valuable insights on the number of spaces that are booked, length of booking sessions and booking patterns. Find out which workspaces are being occupied consistently so you can plan space utilization accordingly for unoccupied ones.

With the iOFFICE Insights module, you get real-time reports on utilization 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.

Key Features:

  • Comprehensive visitor management system for checking in and tracking visitors to ensure authorized access.
  • Communication tools, including messaging, group chat, and collaboration features.
  • Advanced analytics and reporting tools to help businesses track usage and occupancy rates


iOffice offers customized pricing plans.

  • Comprehensive workplace management solution that can be used for a range of purposes beyond hot desk booking.
  • Easy-to-use interface, allowing employees to quickly and easily reserve hot desks from their desktop or mobile device.
  • Asset & equipment management to track expensive workplace equipment such as 3D printers.
  • Automated asset maintenance tracking.
  • Can be expensive for businesses with smaller budgets, as pricing is based on the size and needs of the organization.
  • May require some training for employees to use effectively, which could lead to a learning curve.
  • Goes beyond workplace management by providing analytics for planning and optimising space efficiency.

Ideal for small to large-sized companies. Some of their clients include Fora and Nomadworks.


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.

What Makes Nexudus Special?

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 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.

Key Features:

  • Workspace management tools, which facilitate desk and room reservations, moves, and reconfigurations
  • Billing and invoicing features enable payment processing and automate invoicing.
  • Offers two different solutions for flexible workspace and hybrid workplaces.
  • Offers a CRM for co-working spaces wanting to manage potential leads, and to onboard new customers.
  • Membership management provides options for managing memberships and subscriptions, with automated renewals and cancellations.


Nexudus offers a custom pricing plan.

  • Wide range of features such as invoicing, billing and membership management as well as advanced operational analytics.
  • They offer 24/7 support in multiple languages including English, Spanish and Portuguese.
  • Offers different solutions depending on if you have flexible co-working workspaces, or have a hybrid workplace.
  • Difficult to use interface that may take some time getting used to.
  • Certain features may not be suitable for more complex use cases

Ideal for small to large-sized companies. Some of their clients include The Farm Soho and juggleWorks.


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.

What Makes Cobot Special?

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 behavior, revenues, booking metrics and more to make well-informed decisions.

Key Features:

  • Automation of membership management and billing.
  • Ability to link memberships with services such as mail, laundry, access control, etc.
  • Comprehensive analytics with reports on occupancy; income; resources usage; customer feedback; etc.


Cobot’s pricing starts at $69/month.

  • Offers an all-in-one solution for managing desk bookings, events calendars and accounting services.
  • Provides different pricing plans depending on space size, needs or location such as coworking centres or enterprise customers.
  • Unable to customize space settings and user profile details without knowledge of coding language and programming formats.
  • Limited integration options available


How do you organize a hot desking?

Steps to organize hot desking: 

  • Determine available workspace and number of desks.
  • Implement a reservation system for desk booking.
  • Set clear guidelines on desk usage and etiquette.
  • Ensure necessary infrastructure is in place.
  • Communicate the hot desking policy to employees.

What is a hot desking system?

Hot desking is a flexible workspace arrangement where employees don't have assigned desks. They choose any available desk upon arrival. It promotes flexibility, collaboration, and efficient space utilization. It often involves a reservation system for desk allocation.

What are the disadvantages of hot desking?

Some disadvantages of hot desking are: 

  • Reduced sense of ownership and personalization.
  • Lack of familiarity with surroundings.
  • Increased noise and distractions.
  • Limited space for personal belongings.
  • Challenges in locating and collaborating with team members.

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