Desk booking software for hybrid teams

Self-service desk bookings

Easily choose and reserve your workspace whenever you need it, using YAROOMS web app, YAROOMS mobile app, or digital desk signs. 

Recurring bookings

Set up recurring bookings that fit your hybrid work schedule.

Multi-day bookings

Reserve a desk for several consecutive days.

Booking on behalf of a colleague

Create or manage bookings for coworkers - perfect for assistants, team leads, or office managers.

Private (incognito) bookings

Book a workspace privately without displaying your name or booking details to others.

Wayfinding

Use the interactive floor map and built-in wayfinding directions to locate desks, colleagues, and navigate the office easily.

AI workplace assistant

Use YARVIS, the AI workplace assistant in Slack or Teams, to reserve desks, find colleagues, and manage recurring bookings effortlessly.

Desk hoteling

Allow employees to reserve desks in advance for specific days or times - ideal for structured hybrid schedules.

Hot desking

Enable on-demand desk booking so employees can choose any available workspace when they arrive.

Seat assignments

Give employees permanent or semi-permanent desks for consistent seating and easier coordination.

Booking windows

Set how far in advance desks can be booked and define when they’re available: for a full day, morning, afternoon, or custom time slots.

Sensitive areas

Restrict access to specific desks or zones to ensure only authorized employees can book or enter.

Flexible booking rules

Define booking durations: full day, half day, or custom time slots that match your desk sharing policy.

Approval workflows

Automate and control how desk bookings are managed. You can create highly granular rules that trigger specific actions or approvals based on who’s booking, when, and where. Example: If a booking is made between 6 PM and 9 PM, it must be approved by a shift supervisor.

Buffer times

Add automatic time gaps between bookings to allow for cleaning, equipment setup, or a smooth transition between users.

Microsoft 365

Sync desks, meeting rooms, and parking spaces in YAROOMS with your Microsoft 365 resources automatically. Book directly in Microsoft Teams or Outlook.

Microsoft Teams meetings

Add a Microsoft Teams meeting link when creating a YAROOMS booking - it will appear right in the event details.

Zoom Meetings

Add a Zoom link automatically when you create a meeting in YAROOMS.

Google Meet

Attach a Google Meet link automatically to any YAROOMS meeting.

Google Workspace

Sync YAROOMS with Google Workspace for calendar alignment and easy access.

SAML 2.0

Use your existing SAML 2.0 identity provider to sign in securely without creating a separate YAROOMS account.

Azure AD

Enable SSO and automatic user provisioning through Azure AD.

OneLogin

Connect OneLogin for seamless SSO and centralized user management in YAROOMS.

Okta

Handle secure sign-ins and automate user provisioning with Okta.

AD FS

Use AD FS to simplify authentication and manage users securely.

Open API

Create custom workflows or connect other tools using the YAROOMS Open API.

Hot desk booking is a key part of YAROOMS - but it’s only one piece. YAROOMS is the complete workplace management platform that also covers other workplace operations like meeting room booking, service management, parking reservations, visitor coordination, and hybrid work scheduling.

Meeting room booking

Book meeting and conference rooms, check real-time availability, and prevent scheduling conflicts.

Services (e.g. catering) booking

Book catering, cleaning, equipment, or any other service right along with your room so everything’s ready when you arrive.

Parking space booking

Book parking spots before arriving at the office to guarantee availability and make commuting smoother.

Visitor bookings

Reserve desks or rooms for guests to ensure a smooth, welcoming experience on arrival.

Hybrid work scheduling

Plan and coordinate in-office and remote days with ease. Employees can set their work location (home, office, vacation) for each day, while managers get visibility into who’s on-site and when.

Your data’s security is our top priority. YAROOMS desk booking software is developed and operated with strict data protection standards, ensuring every booking and user interaction is safe and compliant. Our platform is certified to meet globally recognized standards:

• ISO 27001 
• ISO 27701
• ISO 9001 
• ISO 14001
• SOC 2 Type II 
• GDPR Compliant

Getting started with YAROOMS is simple and fast. Choose between fast-track or high-touch support strategies - both designed to help your team start booking desks and managing spaces in no time.

Our experts are available 24/5 to answer questions, run short training sessions, and make sure you get the most out of every feature.

Desk booking is the process of reserving a specific workspace, such as a desk or workstation, in an office environment for a set period of time. This is typically managed through digital tools or software with a user-friendly interface, allowing employees to book hot desks, permanently assigned desks or shared spaces. 

Desk booking software is a digital tool that enables employees to book and manage shared workspaces in an office, enhancing space efficiency and flexibility.

It provides a platform for employees to reserve desks, meeting rooms, and other office resources, promoting a more organized and productive work environment.

By using desk booking software, organizations can streamline the process of reserving desks, ensuring that employees have access to the workspaces they need when they need them.

Desk booking software works by linking employees to available desks in real time, making booking simple and helping organizations manage space efficiently:

1. Find a workspace

Employees open the desk booking platform like YAROOMS - on the web, mobile app, or Microsoft Teams add-in - to see which desks are free, check where their teammates are sitting, and filter spaces by features like standing desks, dual monitors, or quiet areas.

2. Book a desk

Employees reserve a workspace for a specific time - a full day, half day, or custom hours.

3. Check in

When arriving at the office, employees confirm their booking by scanning a QR code, tapping a digital desk sign, or checking in through the app. If no one checks in, the desk reservation system automatically frees it for others.

4. Manage and adjust

Users can edit, cancel, or extend bookings, while admins can set rules and approval workflows for specific desks, times, or departments.

5. Analyze space usage

Workplace and facility managers review utilization data and heat maps to understand occupancy patterns, identify underused areas, and improve office layouts.

Implementing desk booking software has major advantages for both employees and organizations by making hybrid work more flexible, efficient, and data-driven.

Benefits for employees: flexibility, comfort, and collaboration

1. Greater flexibility

Employees can choose where and when they work, booking desks that suit their schedule or task - from hot desks and hoteling setups to quiet zones or collaborative areas.

2. Better workspace experience

By giving people control over their workspace, desk booking software helps employees feel more comfortable and productive. The ability to filter desks by amenities (for example, standing desks or dual monitors) makes every office day more personal and efficient.

3. Easier collaboration

Colleagues can see who’s in the office and where they’re sitting, then book nearby desks for teamwork. This improves communication, planning, and in-person collaboration in hybrid teams.

4. Simple, connected tools

Most platforms integrate with Microsoft Teams, Slack, Outlook, and Google Calendar, so employees can manage bookings right where they already work - no switching between apps.

Benefits for employers: insight, efficiency, and cost control

1. Optimized office space

Desk booking software provides real-time data on occupancy and utilization, helping companies identify unused desks, refine layouts, and reduce wasted space.

2. Cost efficiency

By tracking actual workspace use with a desk reservation solution, organizations can right-size their offices, lower real estate costs, and plan smarter investments based on data, not assumptions.

3. Safer, compliant workplaces

Built-in desk booking software features like capacity limits and contact tracing help maintain health, safety, and compliance standards.

4. Actionable analytics

Detailed desk usage reports and heat maps give workplace managers insight into booking trends, peak times, and team behavior to guide data-driven decisions.

In summary

Desk booking software benefits everyone in a hybrid workplace: employees gain flexibility and collaboration tools, while organizations gain visibility, control, and me

Desk booking software is widely used by organizations of all sizes to manage shared workspaces and support hybrid work models. It helps teams coordinate office attendance, optimize space usage, and keep the workplace running smoothly.

Desk booking software use cases

1. Corporate offices

Enterprises and SMEs use office desk booking systems to manage hot desking, hoteling, and hybrid schedules, giving employees flexibility while reducing unused space.

2. Co-working spaces

Space managers and freelancers rely on desk booking apps to reserve desks, meeting rooms, and parking spots, ensuring seamless coordination among members.

3. Educational institutions

Universities and research centers use desk reservation systems to manage shared labs, study areas, and collaboration rooms, keeping resources accessible to students and faculty.

4. Healthcare facilities

Hospitals and laboratories use desk booking to organize administrative workstations, manage staff rotations, and ensure compliance in shared environments.

5. Government agencies

Public offices implement office hoteling software to right-size facilities and enable desk rotation while meeting security and compliance standards.

6. Event organizers

Conference and event teams use desk management systems to assign temporary workspaces or booths and manage visitor access efficiently.

7. IT and facilities management teams

Workplace and IT managers use desk sharing software to track occupancy, control access, and analyze usage data for better planning.

8. Remote and distributed teams

Teams working across multiple locations use desk booking systems to reserve seats when visiting offices or meeting on-site for collaboration.

9. Consulting and field service firms

Traveling consultants and contractors use hot desk booking tools to book workstations at client sites or shared offices as needed.

The cost of desk booking software plans depends on the features included, the level of customization, and the size of your organization. Most providers (including YAROOMS) offer tiered subscription models that scale with the number of desks, users, and the complexity of features. 

Basic plans - from $2 to $5 per desk/month

Entry-level plans cover essential desk booking features, such as calendar integration, real-time desk availability, and simple admin tools. These are ideal for small teams or co-working spaces that need to replace spreadsheets with an easy booking solution.

Mid-range plans - from $10 to $20 per desk/month

Mid-tier plans typically include advanced features like utilization reports, recurring bookings, mobile apps, and automated email notifications. They’re best suited for growing hybrid workplaces that need more flexibility and visibility into office use.

Enterprise plans - above $20 per desk/month

Premium or enterprise plans offer custom workflows, detailed analytics, advanced security, and integrations with tools such as Microsoft Teams, Slack, and HR systems. These are designed for large organizations that manage multiple offices, complex policies, and thousands of bookings per week.

Some providers also offer flat-rate or enterprise licensing based on total users or office locations rather than per-desk billing.

The best desk booking software helps organizations manage flexible workspaces efficiently while giving employees a simple, intuitive way to book desks, collaborate, and plan office days. The ideal solution balances ease of use, smart automation, and actionable insights to support hybrid work.

What makes a great desk booking platform

When comparing desk booking tools, look for features that make hybrid work seamless:

• Interactive floor maps to see and reserve desks visually.
  
  
• Flexible booking rules to support hot desking, hoteling, and assigned seating.
  
  
• Check-in options like QR codes, digital desk signs, or mobile app confirmation.
  
  
• Integrations with Microsoft Teams, Slack, Outlook, and Google Calendar.
  
  
• Analytics and office heat maps to track utilization and improve layouts.
  
  
• Security compliance (e.g., ISO 27001, SOC 2, GDPR) for enterprise-grade reliability.

Top-rated desk booking software in 2025

Several workplace management tools stand out for helping organizations run efficient hybrid offices:

• YAROOMS – The complete workplace experience platform with advanced booking features, analytics, hybrid scheduling, and digital signage.
  
  
• Deskbird – Known for its simple mobile interface and focus on employee experience.
  
  
• Skedda – Great for small teams that need flexible booking rules and calendar integrations.
  
  
• Kadence – Offers strong coordination tools for hybrid work planning.
  
  
• Robin – Focused on hybrid visibility and real-time workplace analytics.
  
  
• Envoy – Combines desk booking with visitor management and access control.
  
  
• Matrix Booking, Desk.ly, Clearooms, Tidaro, Eden, Ronspot, Tactic, and WorkInSync – Each provides unique strengths, from smart scheduling to enterprise integrations.

Choosing the right fit

The best desk booking software depends on your needs:

• Small teams often prefer lightweight desk sharing software like Skedda or Deskbird for simple hot desking.
  
  
• Growing companies value platforms like YAROOMS or Kadence that combine booking, analytics, and hybrid scheduling.
  
  
• Enterprises benefit from full-featured solutions like YAROOMS or Envoy that offer scalability, integrations, and data-driven space optimization.

Managing hoteling desks across multiple locations means coordinating bookings, policies, and data across different offices while keeping the employee experience consistent. The key is to use a centralized desk booking platform that connects all your sites under one system.

1. Centralize all office locations in one platform

A unified desk reservation system lets employees see and book desks in any location - whether they’re visiting headquarters, a regional branch, or another country.

• Create separate office profiles or floor plans within the platform.
  
  
• Standardize key settings (naming, policies, amenities) so the experience feels familiar everywhere.
  
  
• Use SSO (single sign-on) for easy access across all sites.

2. Set local policies and permissions

Each office may have different rules - capacity limits, booking windows, or access hours. Good desk hoteling software lets admins:

• Define booking policies per location or floor.
  
  
• Assign local administrators or facility managers for each office.
  
  
• Restrict visibility so employees can only book desks in approved locations if needed.

3. Offer flexibility for traveling employees

Employees working across regions can:

• Reserve desks in advance before traveling.
  
  
• Filter by amenities or teams to find the right spot in unfamiliar offices.
  
  
• Check in via app or QR code upon arrival to confirm their booking.

Integrations with Microsoft Teams, Outlook, or Slack make it easy to coordinate bookings and schedules without switching tools.

4. Track utilization and trends globally

Use real-time analytics and heat maps to monitor occupancy across all sites:

• Compare usage by location, team, or floor.
  
  
• Identify underused offices or peak-demand periods.
  
  
• Adjust layouts or redistribute resources based on data.

The takeaway

Managing hoteling desks across multiple locations works best when supported by centralized, data-driven hot desking software (for example, Robin, Kadence, YAROOMS or Skedda). It ensures consistency, visibility, and efficiency, allowing employees to book any desk, anywhere, while giving organizations full control over space use and costs.

Assigning permanent desks in a hybrid workplace is about finding the right balance between stability and flexibility. While many employees rotate through shared spaces, some roles still need a dedicated desk - for example, team leads, facility managers, or staff with specialized equipment.

1. Identify who needs a permanent desk

Start by defining clear criteria for desk assignment. Permanent desks are usually best for:

• Employees who work on-site most of the week.
  
  
• Roles requiring specific tools or privacy (e.g., HR, finance, IT).
  
  
• Individuals with accessibility or ergonomic needs.

2. Use a desk booking platform to manage assignments

Modern hot desking software makes assigning desks simple and transparent. Administrators can:

• Mark certain desks as permanent in the system so they appear as unavailable to others.
  
  
• Assign employees or teams to those desks directly in the platform.
  
  
• Display assignments on the floor plan, helping others see who sits where.

Many desk reservation systems (like YAROOMS, Robin, or Deskbird) allow admins to mix assigned and flexible seating, ensuring permanent users have their spots while others can book freely.

3. Keep visibility and flexibility

Even with assigned seating, it’s helpful to maintain visibility across the office:

• Use interactive maps so everyone knows where colleagues are located.
  
  
• Allow temporary desk sharing when permanent users are away, using approval or access rules.
  
  
• Regularly review assignments to ensure the layout still supports team collaboration.

The takeaway

In a hybrid workplace, assigning permanent desks works best when supported by desk booking software that combines structure with flexibility. It ensures employees who need dedicated space have it, while the rest of the office remains dynamic, connected, and easy to manage.