What is desk booking?

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.

What is a desk booking system?

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.

What should I look for in a desk booking system?

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

Why do you need a desk booking system?

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.

What is the point of hot desking?

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.

Who uses a booking system?

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.

What are flexible seating options?

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.

How do I plan office seating?

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.

Book workplace services with ease: catering, cleaning, and more

Plan your meeting or event from one place. Book the room and add services like catering, cleaning, or AV setup in one step.

meeting room and equimpent booking software

workpalce services_equipment_catering_booking

Trusted by organizations worldwide

Reserve rooms and services in one go

Planning a meeting, conference, or event? Booking the room is just one part. You’ll probably need catering, cleaning, extra chairs, or AV equipment too.

YAROOMS lets you book all those workplace services right when you reserve the room.

Everything happens in one place, making it easy for employees to request and simple for workplace teams to deliver.

Manage workplace services and assign owners

Create custom service categories for your meetings and add the services people can book. For example:

Catering menu (chocolate, sandwiches, coffee)
Hardware (AV equipment, laptops, headphones)
Maintenance (cleaning, cable management, projector calibration)

You can set costs, make services available only in specific rooms or locations, and assign each one to the right team for delivery.

Stay on top of daily service requests

The Services Dashboard is the place workplace teams go every day to stay on top of service requests. It shows everything that’s scheduled: what services are booked, for which spaces, and when they’re needed.

With a clear timeline view and filtering options, it's easy to plan ahead, coordinate deliveries, and make sure nothing gets missed.

workplace services dashboard for facility managers

Get cost and usage insights

Get a detailed view of all service activity across your workplace:

Most frequently used services
Services booking trends by service type or location
Related costs and usage trends

It helps workplace teams stay organized, plan ahead, and make better use of resources.

services analytics for workplace managers

Workplace services: FAQ

Answering the most popular questions about workplace services and meeting room catering booking.

What are workplace services?

Workplace services are any extra resources or support needed to run a meeting or event smoothly. These can include physical resources (like food or furniture) and shared services (like cleaning or IT support). For example:

Catering menu (coffee, snacks, meals)
Furniture (extra chairs, tables)
Cleaning (before or after meetings)
AV or IT setup (projectors, microphones, hybrid meeting tools)

These services help ensure that the space is ready for any type of event:

Board meetings with full catering and AV setup
Hybrid calls requiring IT support and equipment
Workshops needing extra seating and cleanup
Internal events with snacks, signage, or furniture
Client visits with pre-cleaning and bottled water

How does service booking work in YAROOMS?

When booking a room, users can also select the services they need - like drinks, equipment, or cleaning. They can specify the quantity (e.g. 10 bottles of water) and choose when it should be delivered (e.g. at 10 AM). Everything is handled in one flow, and the request goes straight to the right team for delivery.

How do I order meeting room catering?

When you book a meeting room in YAROOMS, you’ll see an option to add services. Just browse the available catering menu and choose what you need. You can set quantities and add timing details. Everything will be included in your booking and sent to the right workplace team.

Can I request multiple services for the same meeting?

Yes! You can book as many services as you need - meeting room catering, cleaning, AV setup, extra furniture, and more. Just add them during the room reservation process.

Who handles workplace service requests once they’re submitted?

Each service can be assigned to a specific team or person - like facilities, IT, or meeting room catering providers. Once booked, the request is automatically routed to the right team for processing and delivery.

Can I customize the services available in our office?

Absolutely. Admins can define custom workplace service categories, assign responsible teams, and even limit services to specific locations or room types.

What if I need to change or cancel a service?

You can edit or cancel services directly from your booking page. All relevant teams will be notified automatically, no separate emails needed.

Does YAROOMS support catering menu cost tracking?

Yes. If you’ve set up pricing details for services, YAROOMS can track service-related costs per booking so you can monitor meeting expenses and resource usage.

Ready to see the big picture?

Learn how thousands of forward-thinking organizations use YAROOMS to manage their workplaces.