Book a desk
Book a desk from the Offision home screen, filter available desks, add a parking space, and check in by scanning the desk QR sticker.
Booking a desk uses the same booking form as a meeting room, without the meeting-specific fields. For the shared booking fields and options, see Book a meeting room.
Because a desk seats one person, the desk booking form omits title, privacy, attendees, and headcount.
1. Switch the home screen filter to Desk
At the top of the home screen, select the Desk filter alongside All and Meeting. Selecting Desk filters your daily timeline to show only desk bookings and changes the two quick-action buttons below it to Book a desk and Find a desk now.
With the Desk filter selected, the quick-action buttons change to Book a desk and Find a desk now.
You can also open the desk booking form from the All view by clicking Booking → Desk, or by tapping + in the bottom bar on mobile.
2. Understand the desk booking form fields
Select Book a desk to open the form. Because a desk is for a single person rather than a group meeting, four room-booking fields are omitted:
- No title: Desk bookings do not have meeting subjects or room door displays.
- No attendees: A desk seats one person, so you cannot invite attendees.
- No Private toggle: Without a meeting title or attendee list, privacy settings do not apply.
- No headcount: Capacity is fixed to one person.
Two field labels also adjust accordingly: Organizer becomes Booking by, and Meeting notes becomes Notes.
The Book a desk form includes the desk, date and time, and optional notes.
The remaining fields work the same as a room booking: the desk, the date and time, an optional online-meeting link, and any custom fields your administrator configured for desks (such as Department, cost item, or project ID).
3. Select a desk
Click Find desks to search by name or browse the list. You can narrow the list using:
- Available only: Hides desks that are already booked for your selected time.
- Favourites only: Shows only the desks you have starred. Star your preferred desks to find them quickly without scrolling through long floor lists.
- More filters: Filters desks by location and category.
Unlike room rows, desk rows do not show a seat count. Instead, each row displays an availability dot and policy badges such as Require check in (which releases the desk if you do not check in on arrival).
Selecting a desk from the resource picker.
You can also attach a parking space to the same desk booking. If you prefer to choose a desk visually by its location on the floor, see Find a desk on the floor plan.
4. Choose the date and time
Most users book a desk using the All day toggle. If you only need a desk for part of the day, set the From and To times manually.
Two time behaviours differ from room bookings:
- Find a desk now defaults to a 2-hour duration instead of 1 hour.
- Walk-in only desks (such as touchdown desks or phone booths) cannot be booked in advance and do not appear in this form. Claim them in person by scanning the QR sticker on the desk.
Find a desk now lists desks available for your selected duration with a direct Book button.
5. Check in by scanning the desk QR sticker
If your desk requires check-in, unconfirmed bookings are treated as no-shows and automatically released during the day. When you arrive at your desk, scan the printed QR code sticker on the desk with your phone to check in immediately.
Scanning the same QR sticker also lets you claim a free desk on the spot, extend your current desk booking, or check out when you leave. If you finish early for the day, scan the sticker and select End now so colleagues can use the desk. For details on all four QR actions, see Check in and out by scanning a sticker.
6. Verify your booking
Offision displays Booking success (or Booking created, waiting approval if the desk requires approval before it is confirmed).
On the home screen with the Desk filter selected, your booking appears as a My desk card for today. See See your desk day on the home screen.
Related desk booking tasks
- Edit or cancel a desk booking: See Edit a booking and Cancel a booking.
- Permanently assigned desks: If an administrator assigned a fixed seat to you, it is already yours without booking and does not appear in the booking form.
- Booking error messages: If a desk refuses your booking due to hours, quota, or department rules, see Why a room refuses your booking.
When claiming a desk also records attendance
If enabled in your working schedule, checking in to a desk booking or claiming a walk-in desk also records an attendance sign-in (creating a future reservation alone does not). Separate schedule rules can record an attendance sign-out when you check out or when the desk booking ends. These rules apply only to desks and can be scoped to specific buildings and floors.
See Working schedule settings for details. If two schedules match with equal priority, Offision does not record attendance to avoid ambiguity.