Add a desk

A hot desk is an individual workstation that employees can reserve through interactive floor plans, search lists, or onsite QR code stickers.

Desks use the same underlying entity model as meeting rooms but have two key distinctions: they do not have a capacity attribute, and they use desk-specific categories.

1. Open the Hot desks list

In the management console, go to Resources and select Hot desks.

The desk table lists all configured workstations. Unlike the room table, it does not include a Capacity column.

2. Create the desk record

Click Add to open the creation dialog:

1. Enter a recognizable Name for the desk (such as Desk 4F-A12).
2. Click Save.

The desk is immediately added to the table. Click the new row and select Edit to configure its location, category, and booking rules.

3. Set desk category and basic details

On the Basic tab, configure the desk attributes:

• Category: Select an appropriate desk classification (such as Hot desk, Standing desk, Focus workstation, or Phone booth).
• Location: Select the building and floor where the desk is physically located.
• Amenities: Tag optional desk features (such as dual monitors, USB-C docks, or adjustable height).

For general field specifications, see Add a room.

4. Place the desk on the floor map

Under Location, place the desk onto your interactive floor plan:

• Classic map (legacy): Select the floor and click to position the marker pin on the canvas. See Classic map assignments.
• Map: Select the floor and bind the resource to a matching desk object or seat number on the 3D map. See 3D map assignments.

Once placed, the desk becomes selectable on the floor plan in the user app.

5. Print and deploy QR code stickers

Because individual desks do not use wall-mounted display tablets, users claim and check in to desks using printed QR code stickers:

• Every desk automatically receives a unique booking URL upon creation.
• Click QR code manager at the top of the desk list to generate printable stickers.
• Download the generated PDF or ZIP archive for batch printing.

When an employee scans the sticker with their phone camera, the user app opens to claim, check in, extend, or release that workstation. For sizing and placement guidelines, see Print and put up resource stickers.

6. Bulk import desks via spreadsheet

To add or update multiple desks simultaneously, click Import beside the Add button:

1. Click Import and download the Empty template or With current resources file.
2. Fill in the required columns (unique ID and multilingual names).
3. Upload the spreadsheet to preview changes before applying.

For full spreadsheet column instructions, see Import resources from a spreadsheet.

7. Verify desk availability in the user app

Log in to the Offision user app with an ordinary account:

1. Search for the desk name or locate it on the floor plan.
2. Confirm the desk appears with its assigned category and amenities.
3. Submit a test booking.

If the desk does not appear, confirm that Booking settings is enabled under the Policy tab and verify that the desk is not restricted to an unassigned team space.

Fixed desks vs hot desks

Offision provides separate workflows for hot desks and dedicated assigned desks:

• Hot desks: Bookable by staff through the user app or QR stickers on a flexible basis.
• Fixed desks: Permanently assigned to a specific employee without booking forms or quotas.

To convert a desk between hot desk and fixed desk modes, click the desk’s row actions menu and select Change to Fixed or Change to Bookable.