What is a desk booking system?

A desk booking system is software that lets employees reserve desks, parking spaces and other office resources flexibly, while companies manage them centrally. Instead of assigning fixed seats, it enables desk sharing: employees decide themselves when and where they work in the office. This increases space utilisation and supports hybrid working models. It is also known as a desk reservation system or hot desking software.

What is a desk sharing workspace?

A desk sharing workspace, also called a shared desk or hot desk, is not assigned to one specific employee. It is available to everyone in the company and booked by the day or by the hour through desk sharing software. Several people typically share one desk because they are not all in the office at the same time.

How do you introduce a desk booking system in a company?

You need a digital tool such as desk.ly that maps your office space as a floor plan and manages all resources centrally, including desks, meeting rooms and parking spaces. Employees book independently, while admins define booking rules, zones and permissions. desk.ly requires no training, and many customers are up and running within a few days.

How do you book a desk with desk.ly?

Employees pick a date or a period in the floor plan and click the desk they want. Booking suggestions reduce this to two clicks. Filters by desk features, saved favourite desks, colleague search and waiting lists for fully booked days make it even easier. Bookings are made on desktop, in the iOS and Android app or directly inside Microsoft Teams.

Desk booking

Book your desk with ease

With the desk.ly desk booking system your team finds and reserves the perfect workspace in just a few clicks – at the desktop or via app. Express booking, colleague search and filters make desk sharing effortless, while seamless integration with Microsoft Teams and Outlook keeps booking part of your daily workflow.

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The desk.ly booking overview shows how employees reserve desks online with just a few clicks.

All in one place

Discover our intuitive booking process

Effortlessly book all resources in one interface – whether for single days, multiple dates, an entire period, or for other team members. Explore the key features of our booking view!

The desk.ly booking view shows an office floor plan where employees can select and reserve desks directly on the map.

Desk booking made easy

desk.ly's booking suggestion feature shows how employees can reserve a desk in just two clicks based on their booking behaviour.

Click, click, book ✔️

desk.ly analyses your booking behaviour and recommends workspaces accordingly. With our booking suggestions your spot is only two clicks away.

desk.ly's filter function shows how employees find the ideal workspace based on saved features like technical equipment.

Find the perfect place

Save features, such as technical equipment, and consistently discover the ideal workspace with the filter function.

desk.ly's Microsoft Teams integration shows how employees can reserve desks, meeting rooms, and parking spaces directly in Teams.

Book in Microsoft Teams

Reserve your preferred space directly in MS Teams and synchronise your booking with your Outlook caldendar.

Mobile app

With the mobile app for iOS and Android, you can book workspaces anytime and anywhere – swiftly, effortlessly, and flexibly.

Search for colleagues

Utilise the weekly planner to discover who is in the office, when, and where. For enhanced connection and collaboration.

Preferred seats

Store your preferred workspace in desk.ly and reserve it at any time with just one click.

Booking rules

Give persons or groups priority, create scheduled booking restrictions or permanent bookings.

User labels

Help your employees to easily find key roles such as first aiders or IT support staff with custom user tags.

Anonymous booking

Optionally, you can reserve workspaces without revealing the names of the staff.

Waiting lists

All is booked? Open a waiting queue for individual resources or just any desk at all.

Book for me

Permit selected colleagues to book a desk for you. This feature is perfect for team collaboration and project days.

Zones

Create adaptable workspaces and reserve your preferred area to boost structure and flexibility.

Book your desk with ease

1,000+ companies of all sizes and industries trust desk.ly

Discover our intuitive booking process