5 Best Desk Booking Software: Full Buyer’s Guide [2024]

As businesses adopt the hybrid work model, they’re saying goodbye to large traditional offices and embracing something cozier.

While this shift has dramatically reduced business costs, it’s also given rise to a new challenge: more employees than desks. That’s where the magic of desk booking software comes in.

In the bustling SaaS landscape of 2023, there’s an abundance of desk booking software, tools, and platforms to choose from. But with so many options, how do you know which one’s right for your business?

This guide will simplify it for you, giving you a complete walkthrough of the best desk booking software out there. We’ll delve into their pros and cons, pricing structures, use cases, and much more.

Let’s get started.

Our Evaluation Criteria

We’re experts in creating hybrid spaces where work and people thrive. Here are some of the things we were looking for as we researched different desk booking options:

• User Interface (UI): Is the user interface intuitive, easy to navigate, and thoughtfully designed
• Usability: Does the software boast a user-friendly setup, requiring minimal training?
• Comprehensiveness: Does the software extend beyond desk reservations, offering tools to book other resources? While some businesses may only want a desk booking solution, an all-in-one platform can be a game-changer for many organizations.
• Integrations: Does the software seamlessly integrate with popular office programs and apps, such as Microsoft Teams, Outlook, and Google Calendar?
• Customizability – can you easily adapt it to your work environment?
• Pricing: Lastly, is the pricing structure transparent, and can it scale up or down with your business as it grows and evolves?
• Verified Buyer’s Feedback – what others say about the software?

Best Desk Booking Software – A Comparison Table

Let’s start with a table summarizing the basic info about the different software solutions described in this article.

The 5 Best Desk Booking Software – In-Depth Reviews

While there are many tools on the market today, we’ve determined that these are the five best desk booking software options based on the criteria above.

To help you make the best decision for your company, we’ve included each software’s key features, what tools they integrate with, their user ratings, and a list of pros and cons.

1. OfficeRnD Workplace – Best All-Rounder for Hybrid Teams

OfficeRnD Workplace is the most adaptive, seamless, and enabling workplace management solution for organizations looking to adopt a flexible work model.

The software is designed with collaboration in mind and offers a rich set of features and integrations. It allows you to easily book desks, meeting rooms, and other workspaces all within one interactive platform.

To start with, OfficeRnD Workplace offers an interactive office map as your control center, making space management effortless.

Employees can easily find a desk or meeting room on the map, then click and book it in seconds.

Other systems often force you into separate windows for such tasks, but OfficeRnD Workplace keeps it all in one place for a clean, smooth experience.

OfficeRnD Workplace supports both hot desking and desk hoteling, and it even lets you create customized neighborhoods for your teams or projects. But here’s where its collaboration features really shine through:

• Employees can coordinate their hybrid work schedules, search for colleagues in the office, and book desks near them.
• They can also create a list of their favorite colleagues and plan their schedules accordingly.

For companies with multiple offices, hybrid teams can use the interactive floor plan to easily check the availability of desks in different locations, from Paris to London and beyond.

The smart scheduling platform is clutch for frequent travelers, allowing them to pre-book a desk in another office so it will be ready upon their arrival.

OfficeRnD Workplace makes it easy for you to pick your desk by giving you filtering options based on amenities such as keyboards, monitors, laptop stands, and speakers. So, you can customize your workspace right from the floor plan without any hassle.

Automation is another ace up its sleeve. Make recurring bookings for specific days, whether it’s for yourself or for a team. No more wrestling with complex spreadsheets — a few clicks and you’re good to go.

Admins have control over check-in requirements to make sure employees follow protocols. For example, you can set a 30-minute check-in rule through email or integrations like Microsoft Teams.

Now, good desk booking software comes with a robust set of reporting features, and OfficeRnD Workplace is a powerhouse in this arena.

With the ability to customize your dashboards and reports, you can track and analyze space utilization data across all resources.

Armed with OfficeRnD Workplace’s advanced analytics and workspace utilization data, organizations can easily identify ways to optimize space and reduce overhead costs.

OfficeRnD Workplace Features & Integrations

Besides desk booking, you can reserve phone booths, parking spaces, and pet slots with daily limits.

This flexibility caters to various workspace needs. OfficeRnD Workplace also offers an employee directory, an intelligent workplace scheduling tool, QR codes for hassle-free check-ins, and compliance with your organization’s hybrid work policy.

Employees can easily check their in-office days and secure desks as needed, minimizing the time they have to spend checking shared calendars and other administrative tasks.

With the recurring bookings feature, employees don’t have to worry about whether they’ll have the workstation and resources they need when they come in, so they can make the most out of their in-office days.

Available integrations include:

• Azure Ad B2C
• Brivo
• Google Calendar
• Google Chrome
• Google Workspace
• Microsoft 365
• Microsoft Outlook
• Microsoft Teams
• Okta
• OpenID Connect SSO
• Slack

These integrations provide a truly intuitive app-less experience, eliminating the hassle of using yet another app..

OfficeRnD Workplace Reviews & Ratings

OfficeRnD Workplace boasts exceptional ratings, with a 4.9/5 on Capterra and a 4.6/5 on G2.

Here’s a user quote from G2:

It is easy to use and has a user-friendly interface for both users & administrators. The implementation of the software was very straightforward and was easily integrated into the company. The email reminders to check in are helpful and the workplace policy to remind you to book in. The customer support is excellent and very responsive. There was an additional feature added this year for meeting room approvals that was very helpful to our company.

OfficeRnD Workplace Pros and Cons

Pros:

• Easy to use, yet powerful and intuitive design, packed with useful features,, making user adoption really easy.
• App-less experience – users can enjoy a streamlined and user-friendly interface embedded straight into the most common work-related apps such as MS Teams, Slack, Outlook, and Google Calendar ( that doesn’t require downloading an app).
• You can enable single sign-on (SSO), so there’s no need to remember passwords
• Employee and desk data is presented visually within the floor plan so team members can easily locate colleagues they need or want to work with, fostering a more collaborative workspace
• Employees can see what days they’re expected to be in the office and make sure they’re compliant with your organization’s hybrid work policy
• Top-notch customer support along with easy-to-follow documentation and guides, making adoption a smooth and hassle-free process

Cons:

• No option to book entire areas
• Visitors and users outside your organization can’t directly book desks, but you can create generic visitor accounts to book desks on their behalf

OfficeRnD Workplace Pricing

Pricing for OfficeRnD Workplace starts from $199/month. Unlike with many other similar solutions, there’s a freemium option available for up to 20 users and 20 resources.

You get all essential features without any limits. Alternatively, you can book a live demo.

2. Kadence – Best For Integrability

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Kadence provides an intuitive hybrid work software suite that covers desk booking, room booking, team coordination, and even visitor management solutions. It not only supports hot desking and desk hoteling but also empowers you to customize neighborhoods to meet your team’s unique requirements.

One standout feature is the interactive floor plan, which makes it a breeze to spot who’s in the office and where they’re stationed. Kadence also provides invaluable daily reports that shed light on desk bookings, occupancy rates, and wasted bookings.

Another great feature is the ability to book desks using Kadence’s built-in AI tool. With it, everyone can book multiple office resources in a single chat prompt. That makes desk and meeting room bookings very easy.

Kadence Features & Integrations

Features include multi-language support, single sign-on, the ability to export employee desk and meeting room reservations into CSV files, and dedicated customer support.

Available integrations include:

• BambooHR
• Google Calendar
• Gusto
• JumpCloud
• Microsoft Teams
• Okta
• OneLogin
• OpenID
• Ping Identity
• Rippling
• Slack
• VMware
• Workday

Kadence Reviews & Ratings

Kadence enjoys a strong following of satisfied customers, with a 4.7 rating on Capterra and a 4.6 rating on G2.

Here’s a user quote from G2:

Simplicity, ease of use, very intuitive. The ability to sync across Teams, Outllook and also on IOS and Android devices. The tool also allows you to see who is in the office and enable collaborative working. Great admin tools to see who is in the office and what is being used.

Kadence Pros and Cons

Pros:

• Kadence provides a comprehensive suite of hybrid work solutions, offering desk booking, room booking, team coordination, and visitor management
• Kadence’s platform is quick and easy to use on any device
• The UI is simple yet intuitive
• The Kadence team continuously adds new features based on user feedback
• You can easily see which desks are available, which are booked, and who’s in the office at a glance, thanks to the interactive office maps

Cons:

• There’s no option for recurring bookings
• Some users have reported that integrations can be clunky with some office programs

Kadence Pricing

Pricing for Kadence starts from $4/active user/month when billed annually. While there isn’t a free version, there’s a free trial available for 14 days.

3. Eden – Best for a Holistic Approach to Office Space Management

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One of Eden’s standout features is its modular pricing structure, which means you only pay for the products you need.

You have the liberty to pick the components your organization requires, whether it’s desk booking, meeting room booking, visitor management, deliveries, internal ticketing, or team safety.

This flexibility guards your business from being bogged down by unnecessary expenses, making it suitable for startups and established enterprises alike.

Eden’s desk booking system lets employees reserve their spots through an interactive office map, allowing users to visualize and book desks directly from the layout.

Each desk’s amenities are clearly displayed, making it easy for employees to choose the perfect workspace for their day.

Plus, users can make hourly reservations and the system supports the most common office arrangement models such as hot desking, desk hoteling, and office neighborhoods..

Users report that they have an overall amazing experience adopting and using the program.

Eden Features & Integrations

In addition to desk booking, Eden’s desk usage metrics show you how many employees are coming in, and which parts of the office they’re using.

Users can check desk availability, make reservations, and review confirmation emails on the go, thanks to the mobile-friendly platform. Admins can also book a desk on behalf of other employees.

Available integrations include:

• ADP
• Azure Active Directory
• BambooHR
• Box
• Brivo
• ClassLink
• Cloudflare
• Duo
• G-Suite Directory
• Gusto
• JumpCloud
• Microsoft Teams
• OneLogin
• OpenID
• Oracle
• People HR
• Ping Identity
• Rippling
• Salesforce
• Slack
• Workday

Eden Reviews & Ratings

Eden has earned impressive user feedback and ratings in the software review community, with a 4.8/5 on Capterra and a 4.7/5 on G2.

Here’s a user quote from G2:

I like how easy it is to see if there’s available space at the office and reserve a spot. I like that it enables our workplace team to keep our office spaces from getting overcrowded and keep track of who’s been at the office in case someone gets sick. This has made me feel much more comfortable returning to the office.

Eden Pros and Cons

Pros:

• Modular pricing
• It’s a full suite of hybrid workplace management tools
• Wide variety of extensions and integrations to choose from
• The platform is functional and user-friendly
• Eden actively listens to user feedback

Cons:

• Some users have found the admin side of the portal challenging at times
• Limited reporting features

Eden Pricing

Eden’s pricing for its desk management module starts at $2.25/desk/month when billed annually (sold in sets of 25 desks). Other modules are available for an additional cost, so the final cost will depend on your organization’s needs.

4. WorkInSync – Best for Resource Optimization

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WorkInSync is a versatile office management software that specializes in hot desking and desk hoteling. Employees can easily locate colleagues on interactive floor plans and reserve nearby desks together, promoting collaboration. Users can easily check each workstation’s amenities within the interactive floorplan as well.

One notable feature is the ability to cancel ghost reservations. It can ensure unclaimed workstations are put to better use.

Data-driven decisions are the backbone of successful businesses, and WorkInSync doesn’t disappoint in this department. The platform offers robust analytics and reporting tools that empower you to track space usage, providing valuable insights into how your space is used.

For managers and administrators, WorkInSync offers a host of features to make life easier. They can effortlessly book desks on behalf of employees, making resource allocation a breeze.

WorkInSync Features & Integrations

WorkInSync’s features are designed to cater to the diverse needs of modern offices, such as meeting room booking, social distancing, health surveys, and employee rosters.

With the Professional and Enterprise plans, you get parking space booking, cafeteria/meal booking, vaccination status, and contact tracing tools, too.

Integrations include:

• Google Workspace
• Microsoft 365
• Microsoft Active Directory Sync
• Microsoft Teams
• Okta
• SAML
• SCIM
• Slack
• Workday

WorkInSync Reviews & Ratings

WorkInSync enjoys stellar ratings, with a 4.8 on Capterra and a 4.7 on G2.

Here’s a user quote from G2:

This app is easy and quick to use. The interface of the app is quite nice. It has systematic data management. The flexibility and the features this software provides for management are amazing. The support system of the app is also good.

WorkInSync Pros and Cons

Pros:

• WorkInSync enables you to manage many resources under one software, such as desks, meeting rooms, parking spaces, and meals
• User friendly
• Users can save and update their preferences
• Vaccination status and social distancing tpols
• Custom reporting

Cons:

• The interactive floor plan can take a long time to load
• Too many notifications after booking a desk

WorkInSync Pricing

Pricing for WorkInSync starts at just $2.50/month when billed annually.

5. Officely – Best for Slack Users

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Unlike the other best desk booking software on this list, Officely is uniquely designed to function within Slack. Instead of a standalone app or web portal, it lives inside where your company already works.

Officely takes a novel approach to fostering a sense of community in the hybrid workplace. It broadcasts daily office attendees to a dedicated Slack channel in a bid to encourage others to join in.

This not only promotes in-person interactions but also guarantees your office is always well-prepared with the necessary supplies.

Officely goes beyond desk and room bookings by serving as a hub for office chat, announcements, and a range of other extras, like organizing team lunches, bring-your-dog-to-work day, or after-work social events.

Officely provides management with valuable insights and a bird’s-eye view of popular office days and attendance trends over time.

Officely Features & Integrations

While Officely lives solely inside Slack, it offers a range of nifty features. These include desk and meeting room bookings, team lunches, parking space bookings, health surveys, vaccination and test status, data export, and contact tracing.

Integrations include:

• Slack
• Google Calendar

Officely Reviews & Ratings

Officely boasts excellent ratings, with a 4.9/5 on Capterra and a 4.6/5 on G2.

Here’s a user quote from G2:

Officely smoothly integrates with Slack and Google Calendar which makes it very easy to use and integrate with our existing ways of working. It gives visibility of where people are (e.g. in the office, working from home, on holiday, etc) It also provides useful data and insights on the use of office space, which will help inform business decisions going forward. Customer support is quick, friendly, and efficient.

Officely Pros and Cons

Pros:

• Officely’s interface is straightforward and easy to use
• It’s easy to set up, with no software to download and no training required
• Officely provides real-time visibility into who’s in the office on any given day
• The platform offers a rich set of features, from desk and room bookings to health surveys and data export capabilities
• And as expected, it integrates seamlessly with Slack

Cons:

• Limited integrations available
• Slow loading times

Officely Pricing

Pricing for Officely starts at $2.50/active employee/month. A freemium option is available for up to 10 users and one office, or you can start a free trial of the complete software for two weeks.

What to Look For in Desk Booking Software

When it comes to selecting the best desk booking software, businesses of all sizes have a lot to think about.

Here are the key factors and functions you should prioritize — the same criteria we used to identify the best and most effective desk booking software solutions:

Ease of Use

It’s pretty obvious, but desk booking software should be easy to use. After all, who has the time for complicated setups?

But setting the obvious aside, user-friendliness is key because it boosts adoption rates, reduces training time, and keeps support requests to a minimum.

When the software is intuitive and well-designed, it enhances the overall employee experience and encourages consistent usage, which makes your workspace easier to manage.

A telltale sign that the software is user-friendly is if it’s available anytime and accessible from anywhere. Employees should be able to access it on any screen and device and in a snap.

System Customization

Your organization is unique, so your desk booking software should be too. Look for customization options like:

• Configurable interactive floor plan management
• Delegated, recurring, and private desk bookings
• Desk booking policies
• Easy-to-use or automated check-in systems
• Configurable and white-label web, mobile, and integration experiences
• Collaboration and smart scheduling capabilities
• Advanced analytics

Desk Scheduling

Effective desk scheduling is the core function of desk booking software. Employees should be able to make their own bookings without relying on managers or administrators.

It should also offer flexible booking arrangements, including hourly, all-day, multiple-day, and recurring bookings.

Accessibility matters, too. Team members should be able to make reservations from any platform, be it through their web browser or on a mobile device.

This not only maintains efficient (and flexible) desk scheduling but also keeps your office organized, prevents overcrowding, and makes sure everyone gets the workspace they need.

Interactive Floor Plans and Office Maps

Interactive floor plans present a visual representation of the office layout, making it easy for employees to find and pick their desks.

It enhances the user experience, reduces booking errors, and optimizes space utilization by allowing your team to make smart choices based on the office layout.

Utilization Data Analytics

Utilization data analytics provides valuable insights into how office space is used. It helps you discover unused spots, figure out when your office is buzzing the most, and even spot trends in employee behavior.

By analyzing utilization data, you can make savvy choices about your office layout, where to put your resources, and how to design your workspace. That means you can cut costs and boost efficiency.

Integration With Existing Tools

Desk booking software should play nice with your existing software. Since that’s what your employees are already using, that makes it easier to incorporate into their workflow.

Having a rich set of integrations also supports a more agile and responsive workplace, which is especially important in the age of hybrid and flexible working.

At the very least, it should integrate with the most commonly used tools like Microsoft Teams, Slack, Outlook, and Google Workspace.

Here’s a short video of how that works with OfficeRnD Workplace:

Flexible Pricing Plan

Since most desk booking software is priced per user/seat, the cost will depend on the size of your organization.

Assuming the average monthly cost per user/seat is $2.25, smaller organizations of 20–30 people can expect to pay anywhere from $45 to $70 each month, while the same software could cost larger companies several hundred dollars a month.

Because of this, it’s essential to think about not just your current team members but also those who might use it in the future.

Make sure you look at how the cost will increase as you scale — not only will your costs increase with each team member, but you may also need to bump up your plan to a more expensive tier as your business needs increase.

A good strategy is to look for desk booking tool that has a freemium version or a free trial. It’s ideal if you can try the tool first to make sure it’s right for you.

The main difference between a free trial and a freemium lies in their duration and feature limitations.

A free trial offers full access to all features of the software for a limited period, typically ranging from a few days to a month, after which users must pay to continue using the service.

A freemium option provides users with free, unlimited access to all essential features of a product, with the option to pay for additional features or enhanced functionality.

For example, OfficeRnD Workplace gives you full access to all required features for up to 20 users and 20 resources without any time limits.

In addition, look for desk booking software that’s easily scalable and grows as your business grows. You have to be able to upgrade your plan and receive access to more features once you need them. Custom pricing is also sometihng that’s good to have.

Customer Support

Last but not least, select a desk booking platform with a reliable and knowledgeable customer support team.

A recent study suggests that 70% of customers say they have made purchasing decisions based on customer service quality.

Efficient assistance during setup and clear answers to your questions about the software’s features can significantly enhance your initial experience.

A tried-and-true way to gauge the quality of the software support is by browsing software review websites and find user feedback.

For example, in G2.com, when you click on “Reviews”, you can search the reviews and find related results.

You can also browse by “Popular Mentions.”

3 Desk Booking Software Use Cases (And Ideal Features for Each)

Use Case 1: Need for Booking Multiple Resources

In scenarios where it’s not just about booking desks but also managing other resources like conference rooms, phone booths, or parking spaces, a comprehensive solution is key.

Look for a platform that integrates various resource bookings into one system, offering a unified view of availability and bookings.

This approach ensures seamless management of all workplace resources, enhancing efficiency and user experience.

Ideal Feature: Integrated Resource Management

Use Case 2: Startups and Small Businesses

For startups or small businesses with a limited number of employees, flexibility and cost-effectiveness are crucial.

A desk booking solution that offers a scalable model, adapting to the growing needs of your business, is ideal.

Look for software that provides essential features without overwhelming costs, supporting your business as it evolves.

OfficeRnD Workplace might be right for you because it offers a freemium version with all essential features for up to 20 users and 20 resources with no time limits.

Ideal Feature: Scalability and Cost-Effectiveness

Use Case 3: Managing Multiple Locations

Businesses with multiple locations face the challenge of managing varied booking rules and requirements across different offices.

A desk booking system that allows customization of booking rules for each location is vital. This feature should enable you to tailor the software to meet the specific needs of each office, ensuring consistency and efficiency in your booking process across all locations.

Ideal Feature: Customizable Booking Rules for Each Location

Desk Booking Software Alternatives

A popular alternative to desk booking solutions are the Excel sheets.

Instead of using software to book desks, you can use a hot desk booking template in Excel. People use those mostly because they are cheap and require minimal learning curve.

While those are suitable for small businesses, they come with many limitations. For example, they present significant security risks, lack automation, and are very cumbersome to use.

If you’re a small business, we highly recommend going for desk booking software and starting with a free plan.

Discover Your Ideal Desk Booking Solution

When it comes to desk booking, you need a software that’s:

• Easy to use, yet powerful
• Highy integratable, providing app-less experience
• Versatile in any workspace setup

So, why not try OfficeRnD Workplace?

It has the best freemium version on the market, allowing you to use it for up to 20 users and 20 resources with no time limit.

Click here to start for free with OfficeRnD Workplace, no credit card required, no software to install.

FAQ

What Is Desk Booking Software?

Desk booking software is a digital tool that allows employees to reserve office desks or workspaces. It’s typically used in hybrid work environments where desks aren’t assigned to specific individuals.

What Is Hot Desk Booking Software?

Hot desk booking software is a digital tool that enables employees to reserve temporary desk spaces in a hybrid office environment. Desks are booked on a first-come, first-served basis, promoting workspace flexibility and efficient resource utilization.

Which Software Is Best for Booking Online?

The best all-around software for booking online is OfficeRnD Workplace, though some others may be best for specific use cases.

How Do I Choose a Desk Booking System?

To choose a desk booking system, start by defining your objectives and budget, then look for systems that can grow with your organization. You’ll want something that’s customizable and easy to use, with advanced analytics and reporting tools.

Price is also an important factor to consider, too. If possible, trial the software before committing.

When your business is transitioning to hybrid work, the last thing you want is a workforce that can’t easily access the tools they need. And you certainly don’t want a desk booking tool or system that contributes to the problem.

The best desk booking software is one that’s easy to use, customizable, and integrates with other tools you’re using.