As businesses adopt the hybrid work model, they’re saying goodbye to large traditional offices and embracing something cozier.
While this shift has dramatically reduced business costs, it’s also given rise to a new challenge: more employees than desks. That’s where the magic of desk booking software comes in.
In the bustling SaaS landscape of 2023, there’s an abundance of desk booking software, tools, and platforms to choose from. But with so many options, how do you know which one’s right for your business?
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This guide will simplify it for you, giving you a complete walkthrough of the best desk booking software out there. We’ll delve into their pros and cons, pricing structures, use cases, and much more.
Let’s get started.
We’re experts in creating hybrid spaces where work and people thrive. Here are some of the things we were looking for as we researched different desk booking options:
Let’s start with a table summarizing the basic info about the different software solutions described in this article.
|OfficeRnD Hybrid – best all-rounder for hybrid teams
| – Fully embeddable
– Supports multiple working models
– Intuitive and simple design
|Yes, for up to 20 users and 20 resources with no time limitations.
|Kadence – best for creating collaborative work environments
| – Customized neighborhood creation
– Real-time interactive floor plan
– Multi-language support
|Eden – best for a holistic approach to office space management
| – Modular pricing
– Visitor management
– Internal ticketing
|WorkInSync – best for resource optimization
| – Cancel ghost reservations
– Cafeteria/meal booking
– Rostering tool for managers
|Officely – Best for Slack users
| – Fully embedded into Slack
– Office extras
– Free for up to 10 users
|Yes, for up to 10 users.
While there are many tools on the market today, we’ve determined that these are the five best desk booking software options based on the criteria above.
To help you make the best decision for your company, we’ve included each software’s key features, what tools they integrate with, their user ratings, and a list of pros and cons.
OfficeRnD Hybrid is the most adaptive, seamless, and enabling workplace management solution for organizations looking to adopt a flexible work model.
The software is designed with collaboration in mind and offers a rich set of features and integrations. It allows you to easily book desks, meeting rooms, and other workspaces all within one interactive platform.
To start with, OfficeRnD Hybrid offers an interactive office map as your control center, making space management effortless.
Employees can easily find a desk or meeting room on the map, then click and book it in seconds.
Other systems often force you into separate windows for such tasks, but OfficeRnD Hybrid keeps it all in one place for a clean, smooth experience.
OfficeRnD Hybrid supports both hot desking and desk hoteling, and it even lets you create customized neighborhoods for your teams or projects. But here’s where its collaboration features really shine through:
For companies with multiple offices, hybrid teams can use the interactive floor plan to easily check the availability of desks in different locations, from Paris to London and beyond.
The smart scheduling platform is clutch for frequent travelers, allowing them to pre-book a desk in another office so it will be ready upon their arrival.
OfficeRnD Hybrid makes it easy for you to pick your desk by giving you filtering options based on amenities such as keyboards, monitors, laptop stands, and speakers. So, you can customize your workspace right from the floor plan without any hassle.
Automation is another ace up its sleeve. Make recurring bookings for specific days, whether it’s for yourself or for a team. No more wrestling with complex spreadsheets — a few clicks and you’re good to go.
Admins have control over check-in requirements to make sure employees follow protocols. For example, you can set a 30-minute check-in rule through email or integrations like Microsoft Teams.
Now, good desk booking software comes with a robust set of reporting features, and OfficeRnD Hybrid is a powerhouse in this arena.
With the ability to customize your dashboards and reports, you can track and analyze space utilization data across all resources.
Armed with OfficeRnD Hybrid’s advanced analytics and workspace utilization data, organizations can easily identify ways to optimize space and reduce overhead costs.
Besides desk booking, you can reserve phone booths, parking spaces, and pet slots with daily limits.
This flexibility caters to various workspace needs. OfficeRnD Hybrid also offers an employee directory, an intelligent workplace scheduling tool, QR codes for hassle-free check-ins, and compliance with your organization’s hybrid work policy.
Employees can easily check their in-office days and secure desks as needed, minimizing the time they have to spend checking shared calendars and other administrative tasks.
With the recurring bookings feature, employees don’t have to worry about whether they’ll have the workstation and resources they need when they come in, so they can make the most out of their in-office days.
Available integrations include:
These integrations provide a truly intuitive app-less experience, eliminating the hassle of using yet another app..
Here’s a user quote from G2:
It is easy to use and has a user-friendly interface for both users & administrators. The implementation of the software was very straightforward and was easily integrated into the company. The email reminders to check in are helpful and the workplace policy to remind you to book in. The customer support is excellent and very responsive. There was an additional feature added this year for meeting room approvals that was very helpful to our company.
Pricing for OfficeRnD Hybrid starts from $199/month. Unlike with many other similar solutions, there’s a freemium option available for up to 20 users and 20 resources.
You get all essential features without any limits. Alternatively, you can book a live demo.
Kadence provides an intuitive hybrid work software suite that covers desk booking, room booking, team coordination, and even visitor management solutions. It not only supports hot desking and desk hoteling but also empowers you to customize neighborhoods to meet your team’s unique requirements.
One standout feature is the interactive floor plan, which makes it a breeze to spot who’s in the office and where they’re stationed. Kadence also provides invaluable daily reports that shed light on desk bookings, occupancy rates, and wasted bookings.
Another great feature is the ability to book desks using Kadence’s built-in AI tool. With it, everyone can book multiple office resources in a single chat prompt. That makes desk and meeting room bookings very easy.
Features include multi-language support, single sign-on, the ability to export employee desk and meeting room reservations into CSV files, and dedicated customer support.
Available integrations include:
Here’s a user quote from G2:
Simplicity, ease of use, very intuitive. The ability to sync across Teams, Outllook and also on IOS and Android devices. The tool also allows you to see who is in the office and enable collaborative working. Great admin tools to see who is in the office and what is being used.
Pricing for Kadence starts from $4/active user/month when billed annually. While there isn’t a free version, there’s a free trial available for 14 days.
One of Eden’s standout features is its modular pricing structure, which means you only pay for the products you need.
You have the liberty to pick the components your organization requires, whether it’s desk booking, meeting room booking, visitor management, deliveries, internal ticketing, or team safety.
This flexibility guards your business from being bogged down by unnecessary expenses, making it suitable for startups and established enterprises alike.
Eden’s desk booking system lets employees reserve their spots through an interactive office map, allowing users to visualize and book desks directly from the layout.
Each desk’s amenities are clearly displayed, making it easy for employees to choose the perfect workspace for their day.
Plus, users can make hourly reservations and the system supports the most common office arrangement models such as hot desking, desk hoteling, and office neighborhoods..
Users report that they have an overall amazing experience adopting and using the program.
In addition to desk booking, Eden’s desk usage metrics show you how many employees are coming in, and which parts of the office they’re using.
Users can check desk availability, make reservations, and review confirmation emails on the go, thanks to the mobile-friendly platform. Admins can also book a desk on behalf of other employees.
Available integrations include:
Here’s a user quote from G2:
I like how easy it is to see if there’s available space at the office and reserve a spot. I like that it enables our workplace team to keep our office spaces from getting overcrowded and keep track of who’s been at the office in case someone gets sick. This has made me feel much more comfortable returning to the office.
Eden’s pricing for its desk management module starts at $2.25/desk/month when billed annually (sold in sets of 25 desks). Other modules are available for an additional cost, so the final cost will depend on your organization’s needs.
WorkInSync is a versatile office management software that specializes in hot desking and desk hoteling. Employees can easily locate colleagues on interactive floor plans and reserve nearby desks together, promoting collaboration. Users can easily check each workstation’s amenities within the interactive floorplan as well.
One notable feature is the ability to cancel ghost reservations. It can ensure unclaimed workstations are put to better use.
Data-driven decisions are the backbone of successful businesses, and WorkInSync doesn’t disappoint in this department. The platform offers robust analytics and reporting tools that empower you to track space usage, providing valuable insights into how your space is used.
For managers and administrators, WorkInSync offers a host of features to make life easier. They can effortlessly book desks on behalf of employees, making resource allocation a breeze.
WorkInSync’s features are designed to cater to the diverse needs of modern offices, such as meeting room booking, social distancing, health surveys, and employee rosters.
With the Professional and Enterprise plans, you get parking space booking, cafeteria/meal booking, vaccination status, and contact tracing tools, too.
Here’s a user quote from G2:
This app is easy and quick to use. The interface of the app is quite nice. It has systematic data management. The flexibility and the features this software provides for management are amazing. The support system of the app is also good.
Pricing for WorkInSync starts at just $2.50/month when billed annually.
Unlike the other best desk booking software on this list, Officely is uniquely designed to function within Slack. Instead of a standalone app or web portal, it lives inside where your company already works.
Officely takes a novel approach to fostering a sense of community in the hybrid workplace. It broadcasts daily office attendees to a dedicated Slack channel in a bid to encourage others to join in.
This not only promotes in-person interactions but also guarantees your office is always well-prepared with the necessary supplies.
Officely goes beyond desk and room bookings by serving as a hub for office chat, announcements, and a range of other extras, like organizing team lunches, bring-your-dog-to-work day, or after-work social events.
Officely provides management with valuable insights and a bird’s-eye view of popular office days and attendance trends over time.
While Officely lives solely inside Slack, it offers a range of nifty features. These include desk and meeting room bookings, team lunches, parking space bookings, health surveys, vaccination and test status, data export, and contact tracing.
Here’s a user quote from G2:
Officely smoothly integrates with Slack and Google Calendar which makes it very easy to use and integrate with our existing ways of working. It gives visibility of where people are (e.g. in the office, working from home, on holiday, etc) It also provides useful data and insights on the use of office space, which will help inform business decisions going forward. Customer support is quick, friendly, and efficient.
Pricing for Officely starts at $2.50/active employee/month. A freemium option is available for up to 10 users and one office, or you can start a free trial of the complete software for two weeks.
When it comes to selecting the best desk booking software, businesses of all sizes have a lot to think about.
Here are the key factors and functions you should prioritize — the same criteria we used to identify the best and most effective desk booking software solutions:
It’s pretty obvious, but desk booking software should be easy to use. After all, who has the time for complicated setups?
But setting the obvious aside, user-friendliness is key because it boosts adoption rates, reduces training time, and keeps support requests to a minimum.
When the software is intuitive and well-designed, it enhances the overall employee experience and encourages consistent usage, which makes your workspace easier to manage.
A telltale sign that the software is user-friendly is if it’s available anytime and accessible from anywhere. Employees should be able to access it on any screen and device and in a snap.
Your organization is unique, so your desk booking software should be too. Look for customization options like:
Effective desk scheduling is the core function of desk booking software. Employees should be able to make their own bookings without relying on managers or administrators.
It should also offer flexible booking arrangements, including hourly, all-day, multiple-day, and recurring bookings.
Accessibility matters, too. Team members should be able to make reservations from any platform, be it through their web browser or on a mobile device.
This not only maintains efficient (and flexible) desk scheduling but also keeps your office organized, prevents overcrowding, and makes sure everyone gets the workspace they need.
Interactive floor plans present a visual representation of the office layout, making it easy for employees to find and pick their desks.
It enhances the user experience, reduces booking errors, and optimizes space utilization by allowing your team to make smart choices based on the office layout.
Utilization data analytics provides valuable insights into how office space is used. It helps you discover unused spots, figure out when your office is buzzing the most, and even spot trends in employee behavior.
By analyzing utilization data, you can make savvy choices about your office layout, where to put your resources, and how to design your workspace. That means you can cut costs and boost efficiency.
Desk booking software should play nice with your existing software. Since that’s what your employees are already using, that makes it easier to incorporate into their workflow.
Having a rich set of integrations also supports a more agile and responsive workplace, which is especially important in the age of hybrid and flexible working.
Here’s a short video of how that works with OfficeRnD Hybrid:
Since most desk booking software is priced per user/seat, the cost will depend on the size of your organization.
Assuming the average monthly cost per user/seat is $2.25, smaller organizations of 20–30 people can expect to pay anywhere from $45 to $70 each month, while the same software could cost larger companies several hundred dollars a month.
Because of this, it’s essential to think about not just your current team members but also those who might use it in the future.
Make sure you look at how the cost will increase as you scale — not only will your costs increase with each team member, but you may also need to bump up your plan to a more expensive tier as your business needs increase.
A good strategy is to look for desk booking tool that has a freemium version or a free trial. It’s ideal if you can try the tool first to make sure it’s right for you.
The main difference between a free trial and a freemium lies in their duration and feature limitations.
A free trial offers full access to all features of the software for a limited period, typically ranging from a few days to a month, after which users must pay to continue using the service.
A freemium option provides users with free, unlimited access to all essential features of a product, with the option to pay for additional features or enhanced functionality.
For example, OfficeRnD Hybrid gives you full access to all required features for up to 20 users and 20 resources without any time limits.
In addition, look for desk booking software that’s easily scalable and grows as your business grows. You have to be able to upgrade your plan and receive access to more features once you need them. Custom pricing is also sometihng that’s good to have.
Last but not least, select a desk booking platform with a reliable and knowledgeable customer support team.
A recent study suggests that 70% of customers say they have made purchasing decisions based on customer service quality.
Efficient assistance during setup and clear answers to your questions about the software’s features can significantly enhance your initial experience.
A tried-and-true way to gauge the quality of the software support is by browsing software review websites and find user feedback.
For example, in G2.com, when you click on “Reviews”, you can search the reviews and find related results.
You can also browse by “Popular Mentions.”
In scenarios where it’s not just about booking desks but also managing other resources like conference rooms, phone booths, or parking spaces, a comprehensive solution is key.
Look for a platform that integrates various resource bookings into one system, offering a unified view of availability and bookings.
This approach ensures seamless management of all workplace resources, enhancing efficiency and user experience.
Ideal Feature: Integrated Resource Management
For startups or small businesses with a limited number of employees, flexibility and cost-effectiveness are crucial.
A desk booking solution that offers a scalable model, adapting to the growing needs of your business, is ideal.
Look for software that provides essential features without overwhelming costs, supporting your business as it evolves.
OfficeRnD Hybrid might be right for you because it offers a freemium version with all essential features for up to 20 users and 20 resources with no time limits.
Ideal Feature: Scalability and Cost-Effectiveness
Businesses with multiple locations face the challenge of managing varied booking rules and requirements across different offices.
A desk booking system that allows customization of booking rules for each location is vital. This feature should enable you to tailor the software to meet the specific needs of each office, ensuring consistency and efficiency in your booking process across all locations.
Ideal Feature: Customizable Booking Rules for Each Location
A popular alternative to desk booking solutions are the Excel sheets.
Instead of using software to book desks, you can use a hot desk booking template in Excel. People use those mostly because they are cheap and require minimal learning curve.
While those are suitable for small businesses, they come with many limitations. For example, they present significant security risks, lack automation, and are very cumbersome to use.
If you’re a small business, we highly recommend going for desk booking software and starting with a free plan.
When it comes to desk booking, you need a software that’s:
So, why not try OfficeRnD Hybrid?
It has the best freemium version on the market, allowing you to use it for up to 20 users and 20 resources with no time limit.
Click here to start for free with OfficeRnD Hybrid, no credit card required, no software to install.
Desk booking software is a digital tool that allows employees to reserve office desks or workspaces. It’s typically used in hybrid work environments where desks aren’t assigned to specific individuals.
Hot desk booking software is a digital tool that enables employees to reserve temporary desk spaces in a hybrid office environment. Desks are booked on a first-come, first-served basis, promoting workspace flexibility and efficient resource utilization.
The best all-around software for booking online is OfficeRnD Hybrid, though some others may be best for specific use cases.
To choose a desk booking system, start by defining your objectives and budget, then look for systems that can grow with your organization. You’ll want something that’s customizable and easy to use, with advanced analytics and reporting tools.
Price is also an important factor to consider, too. If possible, trial the software before committing.
When your business is transitioning to hybrid work, the last thing you want is a workforce that can’t easily access the tools they need. And you certainly don’t want a desk booking tool or system that contributes to the problem.
The best desk booking software is one that’s easy to use, customizable, and integrates with other tools you’re using.
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