Desk Booking

Your desk—reserved before you walk in.

Provide a more agile office by introducing a digital desk booking and scheduling function. Assist users in reserving a workspace easily via a few touches on mobile.

Part of the Offision smart office platform — Learn about the smart office platform

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Definition

What is desk booking software?

Desk booking software lets employees find, reserve, and check in to shared or assigned workstations from web, mobile, or on-site devices—using live floor plans, calendar sync, and rules that prevent double bookings. Offision connects desk inventory, hybrid policies, and workplace analytics in one platform.

Hot desking — Unassigned desks booked for the day or a time slot, then released when done—built for hybrid schedules and fewer empty seats.

Office hoteling (hotel desk) — A specific unassigned desk reserved in advance for one or more days—like booking a room—so people and teams can plan ahead by zone.

Why Offision

Desk booking should work for you, not against you

Book ahead. Find a desk fast. No ghost reservations.

An open office of people working at desks, with hybrid seating already in use.

Can't secure a desk before you arrive

Without remote booking, employees arrive not knowing if a desk is free. First-come-first-served chaos and wasted commutes.

Desk hunting every morning

Wandering the floor to find an open seat wastes time and frustrates teams. No visibility into what's actually available.

Booked but empty

Desks stay reserved for people who never show up. Space sits unused while others hunt for a spot.

Industry Insight

More days, more desks

Desk bookings grew 33% year over year, and 34% of businesses plan to bring more employees back to the office over the next 12 months.

Demand still piles up Tuesday through Thursday. Desk booking that spreads occupancy across the week keeps midweek peaks from turning into a hunt for a seat.

Eptura 2025 Workplace Index Read the 2025 Workplace Index report

33% desk bookings, year over year

34% plan more days in the office

How It Works

Three steps to smarter desks

Model your space once, book from any device, and check in with stickers or panels—live in days, not months.

Setting up desks and floors in Offision so the office map is ready to book.

Set up a smart workspace

Model desks and floors once. Sync calendars with Microsoft 365 and Google Workspace.

A live floor plan showing which desks are free before you commute.

Find the right desk

Live maps show what's free. Reserve the right desk in seconds.

Hands scanning a QR sticker at a desk to check in.

Scan stickers to login

QR stickers for check-in and a smooth walk-up experience.

What is a booking sticker? Desk Booking Workflows

Insights & floor plans

Measure desk usage. Navigate your space.

Analytics shows the why. Maps show the where.

Hands on a MacBook showing Offision booking analytics: a line chart of reservations over two weeks, a calendar, and booking totals.

Identify usage patterns

Heatmaps and trends—see what's full, empty, or underused.

3D Floorplan

Searchable 3D plans. Book desks and rooms without guesswork.

Reserve your desk in anywhere, anytime.

All you need is on the Offision user app. You can tap on your mobile to search for the required desk and book it immediately.

Learn more 3D Floorplan Learn more about the Offision user app

Desk types & device sessions

Different desk types in Offision

Each booking is a session you can start, extend, or end from mobile, web, or on-site devices. Admins configure desk types—hot, hotel, or assigned—with rules that match how your teams work.

A flexible hot desk booked for the same day in an open office.

Hot desk (flexible)

An unassigned desk available for booking and use on the same day. This offers maximum flexibility and supports spontaneous office visits.

A hotel desk reserved in advance for a planned office day.

Hotel desk (flexible)

A flexible desk that can be reserved in advance for one or more days. This guarantees a workspace, allowing employees to plan their week with certainty.

A permanently assigned desk with a personal device at the workstation.

Assigned desk (fixed)

A permanent workspace dedicated to a specific employee. This provides stability and a personalized space, fostering a sense of belonging.

Learn more

Shared assigned desks on a floor plan, with priority windows for overlapping teams.

Shared assigned desk (priority)

One assigned workstation shared by colleagues whose office days do not overlap, with priority booking windows for selected groups.

Learn more

Complete Ecosystem

Works with rooms, visitors, and the rest of Offision

Desk booking sits in the same workplace platform as room booking and visitor management.

An office corridor with a floor-plan kiosk, room signs, and wayfinding arrows.

Meeting room booking

Book the right room without conflicts, from calendar or the panel at the door.

Learn more

A host greeting a visitor in the lobby after check-in.

Visitor management

Welcome guests with self check-in, host alerts, and visitor records.

Learn more

Device

Smart hardware for every desk

Pair Offision with purpose-built desk devices — LED pucks, touch panels, and docking stations — for instant check-in, real-time status, and a seamless on-site experience.

Qbic

Qbic TD-0360 BookBuddy

A sleek compact design, 3.6" multi-touch display for desking booking, Apple Wallet integration and is splash-resistant.

Qbic

TDD-1000 BookBuddy Connect

The innovative desk booking docking station that transforms modern workstations. Instantly book your desk with a tap and connect all your devices in seconds, delivering a personalized BYOD-ready workspace experience.

Offision

More options

Browse the full hardware catalog for desk panels, room displays, and signage.

FAQs

Questions? We've got answers

Everything you need to know about Offision desk booking

What is hot desk booking software?

Hot desk booking software lets employees see available workstations, reserve a desk for a day or slot, and check in from mobile, web, or on-site devices. It supports flexible and hybrid office layouts.

How does desk booking work for hybrid teams?

Team members book before they arrive, view live floor plans, and policies like auto-release return unused desks so others can use them.

Can employees book desks from their phones?

Yes. Offision offers mobile apps and web access so people can find and book desks from anywhere.

What is the difference between hot desking and hotel desk booking?

Hot desking is often same-day flexible seating; hoteling reserves a desk ahead for one or more days. Offision supports both patterns with configurable desk types and rules.

How does Offision prevent double bookings for desks?

Real-time availability and booking rules ensure a desk cannot be assigned to two people at once, with optional check-in and auto-release for no-shows.

Get started in minutes

Your desk—reserved before you walk in.

What is desk booking software?

Desk booking should work for you, not against you

Can't secure a desk before you arrive

Desk hunting every morning

Booked but empty

More days, more desks

Three steps to smarter desks

Set up a smart workspace

Find the right desk

Scan stickers to login

Measure desk usage. Navigate your space.

Identify usage patterns

3D Floorplan

Reserve your desk in anywhere, anytime.

Different desk types in Offision

Hot desk (flexible)

Hotel desk (flexible)

Assigned desk (fixed)

Shared assigned desk (priority)

Works with rooms, visitors, and the rest of Offision

Meeting room booking

Visitor management

Smart hardware for every desk

Qbic TD-0360 BookBuddy

TDD-1000 BookBuddy Connect

More options

Questions? We've got answers

Take the next steps toward a connected workplace

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