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Desk booking software for flexible workplaces

Let employees reserve desks for their best work in the office.

 

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medal(1)
medal-Apr-15-2024-01-05-58-7090-PM
desk booking software
full-obj-1-Apr-07-2023-10-50-02-5825-AM
Trusted by organizations worldwide
 
Trusted by organizations worldwide
Bitdefender
Bitdefender
Robalino
Cerved
Saipem
Dedalus
Asee
Jigsaw
Focus
Columbia University




















How does desk booking software work?

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Open the desk booking app

Desk booking software solutions offer seamless access from anywhere - be it at home, on the move, in the office. Start by opening the system through a web or mobile application.

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Find and book the perfect desk

The next step is to search for a desk based on your specific criteria (location, features, or proximity to team members). Once you find it, book it for a specific time and date. 

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Check in to confirm your presence

Upon arriving at the office, check in to your reserved desk. The system can release the desk back into the pool of available desks if you don’t check in within a set timeframe. 

Platform Tour Try for free

Desk booking system for workplace flexibility

A flexible workplace needs flexible tools.

YAROOMS supports you in every step of setting up a truly agile office. Design an activity-based workplace that doesn’t tie people to their desks.

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Space types

Desks, parking spaces, seats in a larger room, or even custom areas: make all your workspaces bookable.

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Seating strategies

Allow on-demand desk booking (hot desking, hoteling) or assign permanent seats to your employees.
Learn more

Union 15

Space amenities

Assign configurable properties (Dual monitor, Standing desk, etc.) to each desk and use them to search for the perfect seat.

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Flexible reservations

Full day, predefined intervals, or custom times? Configure flexible reservation rules for each desk.

Desk booking system for workplace flexibility

A flexible workplace needs flexible tools.

YAROOMS supports you in every step of setting up a truly agile office. Design an activity-based workplace that doesn’t tie people to their desks.

book a desk with yarooms
desk booking system
new desk booking
5924267_business_desk_finance_interior_office_icon

Space types

Desks, parking spaces, seats in a larger room, or even custom areas: make all your workspaces bookable.

1594343_business_chair_chief_interior_office chair_icon

Seating strategies

Allow on-demand desk booking (hot desking, hoteling) or assign permanent seats to your employees.
Learn more

Union 15

Space amenities

Assign configurable properties (Dual monitor, Standing desk, etc.) to each desk and use them to search for the perfect seat.

Path 102

Flexible reservations

Full day, predefined intervals, or custom times? Configure flexible reservation rules for each desk.

Yarvis: the AI assistant for desk booking

Yarvis, the AI-powered workplace assistant, simplifies complex desk booking tasks and enhances scheduling workflows.

Yarvis can quickly handle multiple desk bookings, schedule recurring workspace reservations, find spaces with specific amenities, and locate colleagues in the office.

Read more

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2_2x

Enhance workplace experience

Workplaces are more than walls and desks - they are spaces to cultivate your company’s culture, employee engagement, and productivity. Use a desk booking system to support the sense of belonging and boost individual performance.

Union 23

Interactive floor map with advanced search

Visually navigate your office for real-time occupancy and availability overview. Look up desks, desk booking features, or colleagues. Instantly locate your search results in the office. You can upload user or space pictures for even more interactive experience.
Learn more

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Workplace survey

Keep the workplace accountable for employee experience. Send a short satisfaction questionnaire at the end of the day to discover how happy your teams are and what can be improved.
Learn more

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YAROOMS Mobile

Schedule your day at the office on the go. Anytime, anywhere. 
Learn more

Microsoft-Teams-logo

Microsoft Teams add-in

Simplify daily scheduling and reserve desks in YAROOMS without leaving the Microsoft Teams interface. 
Learn more

Enhance workplace experience

Workplaces are more than walls and desks - they are spaces to cultivate your company’s culture, employee engagement, and productivity. Use a desk booking system to support the sense of belonging and boost individual performance.

Desk Booking
interactive office floor map
desk and meeting room booking aplication
office floor map
search for desks
Union 23

Interactive floor map with advanced search

Visually navigate your office for real-time occupancy and availability overview. Look up desks, desk booking features, or colleagues. Instantly locate your search results in the office. You can upload user or space pictures for even more interactive experience.
Learn more

969403_clipboard_audit_checklist_list_plan_icon

Workplace survey

Keep the workplace accountable for employee experience. Send a short satisfaction questionnaire at the end of the day to discover how happy your teams are and what can be improved.
Learn more

1282562_device_iphone_mobile_icon

YAROOMS Mobile

Schedule your day at the office on the go. Anytime, anywhere. 
Learn more

Microsoft-Teams-logo

Microsoft Teams add-in

Simplify daily scheduling and reserve desks in YAROOMS without leaving the Microsoft Teams interface. 
Learn more

Ensure workplace safety & compliance

Keep your office, employees, and data safe with workplace security features to ensure compliance with health & safety standards established by regulatory bodies. 

Group

Capacity enforcement

Limit the maximum capacity of the area, floor or location. Once it's reached, the remaining bookable desks will be disabled.

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Screening questionnaire

Simplify the health and safety screening by sending a custom questionnaire before the reservation date.

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Emergency roles

Ensure a constant presence of Fire Safety or First Aid trained personnel in the office.

Ensure workplace safety & compliance

Keep your office, employees, and data safe with workplace security features to ensure compliance with health & safety standards established by regulatory bodies. 

Desk Booking
safe return to work
3_2-min
3_3-min
3_4-min
3_6-min
Group

Capacity enforcement

Limit the maximum capacity of the area, floor or location. Once it's reached, the remaining bookable desks will be disabled.

3890487_document_proposal_blank_file_icon

Screening questionnaire

Simplify the health and safety screening by sending a custom questionnaire before the reservation date.

3367256_alarm_emergency_siren_icon

Emergency roles

Ensure a constant presence of Fire Safety or First Aid trained personnel in the office.

Optimize office utilization

Many companies own more office space than they need. That’s right - on a typical day, 72% of desks remain unused,
driving up a lot of costs for little return.
With a desk booking system, you can trackhow your team interacts with the office and make the most of it.

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Check-in functionality

Confirm your presence in the office in a fast and convenient way.
Free up reserved desks in case of a no-show.

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Workplace analytics

Gain insights into how the shared desks are used and optimize
your workplace with data-driven decisions.

desk booking analytics (mobile)
desk utilization analytics
average overall desk utilization
average daily desk bookings
total number of booked desks
average weekly desk bookings

Customers that use this solution:

Ready to see the big picture?

Learn how thousands of forward-thinking organizations use YAROOMS to manage
their workplaces. Join us for a Live Demo or watch the On-demand Platform Tour.

 
Ready to see the big picture?
 
Learn how thousands of forward-thinking organizations use YAROOMS to manage
their workplaces. Join us for a Live Demo or watch the On-demand Platform Tour.
 
Schedule a demo Platform Tour


Desk booking FAQ

Desk booking is the process of reserving a desk in the office,  for a specific time period. This is typically done by employees who need a dedicated workspace to complete their tasks.

Desk booking can help to optimize office space and ensure that employees have access to the resources they need in order to be productive. It can also help to minimize noise and distractions, which can be particularly beneficial for those who are easily disturbed or need peace and quiet to focus.

Desk booking software streamlines managing workspace resources in flexible and dynamic office environments. This innovative solution enables employees to reserve workspaces as needed, fostering a more adaptable and efficient use of office space. By leveraging desk booking software, organizations can enjoy a myriad of benefits:

  • Increased Flexibility: Employees can choose where they work based on their daily needs and preferences, promoting a more agile work environment.
  • Optimized Space Utilization: Helps organizations reduce wasted space by identifying unused desks and areas, allowing for better real estate decisions and potential cost savings.
  • Enhanced Employee Satisfaction: By giving employees control over their workspace, companies can boost morale and productivity, as workers feel more empowered and comfortable.
  • Improved Collaboration: Facilitates teamwork by allowing colleagues to book desks near each other when working on projects, enhancing communication and efficiency.
  • Cost Efficiency: This can significantly reduce overhead costs by enabling a company to right-size its office space based on actual usage patterns rather than maintaining a static layout.
  • Health and Safety Compliance: Supports social distancing measures and contact tracing efforts, crucial for maintaining a safe office environment during and after health crises.
  • Data-Driven Insights: Generates valuable data on office space usage, which can better inform future workplace strategy and design to meet the workforce's needs.
  • Environmental Benefits: Encourages reduced office footprint and resources needed, supporting sustainability goals by minimizing energy consumption and waste.
  • Seamless Integration: Often integrates with other office management tools and calendars, streamlining the booking process and ensuring a smooth workflow for employees.

A desk booking system allows people to book meetings at a physical location such as an office, school, or conference center.

This is the perfect solution for businesses trying to operate with limited resources while also managing multiple meetings throughout the day. The online desk booking interface helps save time by allowing the user to view the calendar in real-time and select an available time slot that works best for them. 

There are multiple criteria you should consider when looking for a desk booking system. Given the circumstances of the world we live in, your booking system should enable you to plan out your office space according to the paradigm of hybrid work. Here are the top things companies consider when choosing desk booking software:

  • Ease of deployment
  • Ease of use
  • Interoperability (rich integrations)
  • Role-based access features
  • Workplace analytics and reporting capabilities
  • Scalability
  • Pricing

Most organizations identify the need of a desk booking system when it becomes too difficult to accommodate their staff in the available office space. In this scenario, a reservation booking system help them manage office availability and employee expectations.

Streamlining your company to work more like a start-up is the core idea behind hot desking. In a hot desking setup, desks are used by different people at different times, on a first come-first served basis.

Hot desking is a very business-savvy seating arrangement. It cuts down on property investment costs by having a single office instead of multiple small ones all over town. There's also environmental benefits – less space being used means less CO2 emissions from running HVAC units.

A booking system can be used by pretty much any type of business: from large enterprises to small to medium businesses, everyone adapting to the new hybrid work model should use a booking system. Furthermore, the same booking system can also be used as an employee and guest check-in software as well, making it a versatile choice for a range of needs. 

There are a lot of different flexible seating options out there, but some of the most popular include hot desking, desk hoteling, and activity-based working. 

While still flexible, desk hoteling is a good fit for organizations looking for more control over capacity and space utilization. Meanwhile, hot desking and activity-based working are more agile and harder to restrict.

Planning office seating is easy when you use a room and desk booking system because it enables you to automatically take into consideration safety criteria (such as people flow control, room capacity, area capacity, and time buffers, as well as regular sanitization). Modern, post-COVID-19 room booking solutions allow you to consider all these matters automatically, so that you eliminate human error from the equation and plan ahead in a way that saves you time, effort, and potential legal implications.

Insights to get you started

Choosing the right desk booking solution is no small feat. We collected a
couple of insightful resources to help you identify your needs and navigate
the sea of options. Continue your research: