Desk booking or hybrid workplace management software isn’t just about assigning seats—it’s about creating an adaptable environment that caters to both in-office and hybrid employees. It’s also about optimizing the usage of space while ensuring safety and compliance.
We scoured over the details for at least 40 different tools to find the best desk booking software. Prepare to learn their strengths and weaknesses, features, integrations, pricing plans, and more. Whether you’re managing a small startup or overseeing operations at a large corporation, this guide will help you make an informed decision.
Best Desk Booking Software
| Software | Key Features | Ideal For |
|---|---|---|
| Skedda | Customizable rules, interactive floor plans | Tech startups, educational institutions |
| Tactic | Office insights, policy & leave management | Hybrid teams |
| OfficeSpace | User-centric, drag-and-drop editor | Hybrid workplaces |
| Robin | Real-time availability, calendar integrations | Corporate offices, startups |
| Envoy Workplace | Visitor management, contactless check-in | Medium to large enterprises |
| Eptura Engage | Advanced reporting, mobile app | Large corporations |
| deskbird | Flexible seating, events planning | Startups |
1. Skedda
Skedda has carved out a niche in the desk booking arena with its intuitive design and functionality. Launched as a solution to simplify space management, Skedda quickly gained traction among businesses looking for a user-friendly platform that doesn’t skimp on features. Its journey from a simple scheduling tool to a comprehensive workspace management system is impressive.
I think Skedda’s appeal is its adaptability. It caters to various industries—from tech startups needing agile workspaces to educational institutions managing shared facilities. Their platform’s sleek interface is easy for users to navigate whether they’re booking a desk for the day or planning long-term recurring seating arrangements.
What truly sets Skedda apart? It’s the attention to detail in user experience. The software is designed with both admins and end-users in mind, ensuring that everyone can make bookings effortlessly while administrators retain control over settings and permissions.
Skedda’s Key Features
- Customizable Booking Rules: Tailor rules based on your organization’s unique needs—whether it’s limiting bookings per user or setting specific time slots.
- Interactive Floor Plans: Visualize your workspace layout; users can see available desks at a glance and pick their preferred spot.
- Automated Scheduling: Seamlessly automate recurring bookings or block out times for maintenance.
- Real-Time Availability: Access up-to-the-minute availability of desks and rooms, minimizing double-booking headaches.
- Detailed Audit Logs: Track every change within the system for accountability and transparency.
Issues with Skedda
While Skedda shines in many areas, it does have its limitations. Some users report challenges when setting up advanced features if they aren’t particularly tech-savvy—although once configured, these features run smoothly.
Additionally, offline functionality is limited; this could be an issue for businesses operating in areas with unreliable internet access.
Who Benefits Most from Skedda?
Skedda is a fantastic fit for a wide range of organizations, thanks to its adaptability and user-friendly design. It’s particularly well-suited for:
- Tech Startups: Agile workspaces need flexible solutions, and Skedda’s customizable booking rules and interactive floor plans make it easy to manage dynamic seating arrangements.
- Educational Institutions: Schools and universities can efficiently manage shared facilities, ensuring that resources are optimally utilized without the usual scheduling chaos.
- Co-working Spaces: With its real-time availability feature, Skedda helps co-working spaces maintain smooth operations by preventing double bookings and ensuring clients can always find a spot.
- Small to Medium-Sized Businesses (SMBs): For SMBs looking for an affordable yet comprehensive desk booking solution, Skedda offers a perfect balance of features without overwhelming complexity.
- Organizations with Remote or Hybrid Work Models: As businesses continue to embrace hybrid work environments, Skedda provides the necessary tools to manage both in-office and remote workspaces seamlessly.
In essence, if your organization values flexibility, ease of use, and detailed control over workspace management, Skedda could be just what you’re looking for.
Skedda Plans and Pricing
Skedda offers a variety of pricing tiers designed to accommodate businesses of all sizes, ensuring that you only pay for what you need. Here’s a breakdown:
| Plan | Features | Space Limit | Cost per Space |
|---|---|---|---|
| Starter | Mobile app, Teams & Slack, SSO, Interactive floorplan | 25 | $99/mo |
| Plus | Custom fields, Booking conditions, Quotas, Extended retention | 100 | $149/mo |
| Premier | Rules & roles, Assigned spaces, Account manager | Unlimited | $199/mo |
Skedda offers discounts for annual subscriptions. Contact Skedda for a personalized quote based on your specific needs.
Visitor Management Add-On
Skedda’s Visitor Management, available as a $99/mo add-on for any plan, offers a streamlined approach to welcoming guests. Visitors receive personalized email invitations, allowing them to self check-in using their mobile devices upon arrival. This frictionless process ensures compliance and enhances security while providing a warm welcome.
Key Features
- Full Admin Controls: Administrators can manage all visitors securely from a dedicated settings page, ensuring complete oversight.
- Space Management: Real-time insights into office visits help optimize space utilization and facilitate smart decision-making.
- Streamlined Process: Self check-ins and check-outs via designated tablets ensure an efficient visitor flow within set time windows.
- Automated Notifications: Hosts receive immediate email notifications upon guest arrival, enabling prompt greetings and improved visitor experiences.
In summary, Skedda stands out as a versatile desk booking solution that balances ease of use with powerful features. Whether you’re managing a single office or multiple sites, Skedda provides the tools necessary to streamline operations and enhance productivity in hybrid work environments.
2. Tactic
Tactic is a strategic ally for organizations transitioning to hybrid work models, offering a suite of tools designed to enhance flexibility and efficiency. Our research into Tactic reveals its strengths in supporting companies that are redefining how and where work gets done.
Tactic is crafted with the modern workplace in mind, providing features that cater specifically to businesses embracing hybrid work environments. It focuses on making scheduling seamless and intuitive, ensuring that employees can navigate their new routines with ease.
Key Features of Tactic
- Hybrid Work Support: Tactic excels in facilitating hybrid models by allowing employees to effortlessly schedule their in-office days, helping organizations manage occupancy levels effectively.
- Automated Reminders: These keep everyone on track by sending notifications about upcoming bookings or changes, reducing no-shows and ensuring optimal space utilization.
- Calendar Sync Capabilities: By integrating with popular calendar systems, Tactic ensures that desk bookings are aligned with other commitments, minimizing scheduling conflicts.
- User-Friendly Dashboard: The interface is designed for simplicity, enabling users to view availability and make reservations quickly without navigating complex menus.
Tactic Pros & Cons
Pros:
- Pricing is lower than most competitors without skimping on features.
- Automated reminders help maintain high levels of space utilization.
- Calendar integration streamlines scheduling across platforms.
Cons:
- May not offer the depth of features required by very large enterprises.
- Scalability could be a concern for rapidly growing organizations needing more advanced functionalities over time.
Use Cases for Tactic
- Organizations Transitioning to Hybrid Models: Its robust support for flexible scheduling makes it an ideal choice for companies navigating the shift from traditional office setups to more dynamic arrangements.
- Medium-Sized Businesses: With its straightforward interface and essential features, Tactic suits businesses looking to manage their workspace efficiently without unnecessary complexity.
- Teams Focused on Collaboration: By ensuring easy access to shared spaces when needed, Tactic fosters collaboration among team members who split their time between home and office.
Tactic Plans & Pricing
| Plan | Features | Cost per month |
|---|---|---|
| Desks | Desk assignments, Recurring bookings, Office usage | $3 per desk |
| Rooms | Calendar integration, Notifications & reminders, Admin managment | $6 per room |
| Visitors | Self-service check-in, Visitor logs, Notifications | $99 per location |
In essence, if your organization is moving towards a hybrid model and needs a tool that simplifies scheduling while enhancing operational efficiency, Tactic offers a compelling solution. Its focus on user-friendly design and practical features ensures it meets the demands of today’s evolving workplaces.
3. OfficeSpace
When it comes to managing an office, OfficeSpace stands out. Our extensive research into desk booking solutions highlighted OfficeSpace as a particularly good option, especially for large enterprises that demand intricate space management capabilities.
OfficeSpace has carved out a niche with an all-encompassing platform that not only excels at desk booking but also provides tools for planning and optimizing office layouts. This software is more than just a scheduling tool; it’s an entire ecosystem designed to streamline workspace management.
In our deep dive into its features, we found that OfficeSpace is one of the best at providing interactive floor plans and scenario planning tools.
OfficeSpace Key Features
- Interactive Floor Plans: These dynamic plans allow users to visualize and adjust office layouts easily, making it simple to reconfigure seating arrangements or plan for future expansions.
- Scenario Planning Tools: Allows you to simulate different configurations and assess how changes could impact workflow or space utilization.
- Extensive Reporting Options: Provides data-driven insights that help analyze space usage, identify areas for improvement, and inform strategic decisions to enhance efficiency and employee satisfaction.
Pros & Cons
Pros:
- Rich Functionality: Offers a wide range of features, including detailed reporting and advanced planning tools, which provide valuable insights for informed decision-making.
- Data-Driven Insights: Extensive reporting capabilities help businesses analyze space usage and optimize their office environment effectively.
Cons:
- Learning Curve: The comprehensive nature of the software can make initial setup and navigation challenging due to the multitude of available options.
- Pricing Structure: While offering significant value, it may be on the pricier side for smaller companies compared to more basic solutions.
Use Cases for OfficeSpace
OfficeSpace is a solution for hybrid organizations that demand comprehensive workspace management with detailed oversight. It’s particularly advantageous for:
- Large Enterprises: With its robust planning tools and interactive floor plans, OfficeSpace can efficiently manage the complexities of extensive office environments.
- Corporate Headquarters: The software’s scenario planning and reporting capabilities make it ideal for headquarters needing strategic space utilization and optimization.
- Facilities Management Teams: For teams tasked with overseeing multiple locations or large facilities, OfficeSpace provides the insights and tools necessary to streamline operations.
In essence, if your organization requires a sophisticated platform that not only manages current needs but also prepares for future challenges, OfficeSpace is an excellent choice. Its depth of features ensures it integrates seamlessly into complex workflows while offering valuable analytics.
4. Robin Desk Booking
Robin has emerged as a leading choice in the desk booking software landscape, thanks to its versatile platform and intuitive interface. Originally designed to simplify office management, Robin has evolved into a comprehensive tool that supports the dynamic needs of modern workplaces.
Whether you’re managing a bustling corporate office or a cozy startup, Robin offers the flexibility and functionality you need.
What makes Robin so appealing? It’s all about the seamless user experience. The platform is designed to be intuitive for both employees and administrators. Users can easily book desks, meeting rooms, or even parking spaces with just a few clicks. Meanwhile, administrators have access to robust tools that help them manage resources efficiently.
Key Features of Robin
- Analytics Tools: Gain insights into space utilization and employee preferences with detailed analytics, enabling data-driven decisions.
- Real-Time Availability: Check which desks or rooms are available, helping employees make quick decisions.
- Calendar Integrations: Sync with popular apps like Google Calendar, Slack, and Microsoft Teams.
- Mobile App: Users can manage bookings on-the-go with a powerful and convenient mobile app.
Pros & Cons of Using Robin
Pros:
- Ease of Use: Its intuitive design means minimal training is required for staff.
- Integration Capabilities: Works well with existing tools, reducing disruption during implementation.
Cons:
- Pricing: Some businesses might find Robin’s custom pricing a bit steep depending on their specific needs. Get a quote to see if it’ll fit your budget.
- Customization Limits: While flexible, there may be some limitations in tailoring the software to highly unique workflows.
Use Cases for Robin
Robin makes a lot of sense for organizations that prioritize flexibility and ease of use in their workspace management solutions. It’s particularly beneficial for:
- Corporate Offices: With its features, Robin can handle the complexities of large office environments.
- Startups and Small Businesses: Its user-friendly interface ensures quick adoption without overwhelming smaller teams.
- Hybrid Workplaces: As more companies adopt hybrid models, Robin’s real-time availability and health compliance tools make it easy to manage in-office days.
In short, if your business values an adaptable solution that integrates smoothly into existing workflows while providing insightful analytics, Robin could be the perfect fit.
5. Envoy Workplace
Envoy stands out in the desk booking arena by offering a holistic approach to workplace management. While it excels at helping organizations manage their spaces, Envoy also integrates seamlessly with other aspects of office life, such as visitor management and security. This makes it an ideal choice for businesses looking to streamline their operations with a single platform.
Envoy’s strength lies in its ability to integrate various workplace functions into one cohesive system. It’s not just about booking desks; it’s about creating a smooth, efficient experience for everyone who walks through your doors—employees and visitors alike.
Key Features of Envoy
- Seat Teams Together: Set up neighborhoods so teams can sit together. Automatically seat coworkers by function or project, giving them the flexibility to change desks if they prefer.
- Visitor Management Integration: Combine desk booking with visitor management to ensure a seamless check-in process for guests.
- Contactless Check-In Options: Provide a smooth experience with contactless check-ins, allowing employees and visitors to use their mobile devices.
- Space Reservation Flexibility: Employees can reserve desks or meeting rooms easily, whether they’re planning ahead or making last-minute adjustments.
- Data Insights: Use analytics to understand space utilization patterns and make informed decisions about office layout and resource allocation.
Pros & Cons of Using Envoy
Pros:
- Comprehensive Solution: Combines multiple workplace functions into one platform, reducing the need for separate systems.
- User-Friendly Interface: Designed for ease of use by both administrators and end-users.
Cons:
- Customization Limitations: Some users may find limitations in tailoring the software to specific needs.
- Cost Considerations: The comprehensive nature of Envoy might come with a higher price tag than more specialized solutions.
Use Cases for Envoy
Envoy is particularly good for organizations that want an all-encompassing solution to manage their office environment efficiently. It’s especially beneficial for:
- Medium to Large Enterprises: Companies with complex needs across different departments will appreciate the integration capabilities.
- Businesses Focused on Health Compliance: With robust tools for maintaining health standards, Envoy helps ensure a safe working environment.
- Organizations Prioritizing Visitor Experience: If making a positive impression on visitors is crucial, Envoy’s visitor management features are invaluable.
Envoy Plans and Pricing
| Plan | Features | Cost (billed annually) |
|---|---|---|
| Standard | Maps, Scheduling, Package & delivery tracking | $3 per active user / month |
| Premium | Desk & room booking, Auto check-in, SSO | $5 per active user / month |
| Premium Plus | Emergency notifications, Admin management | $7 per active user / month |
‼️Note that desk booking requires the Premium or Premium Plus plans from Envoy. Their Standard plan is more focused on online collaboration.
If your organization seeks a comprehensive tool that combines desk booking with broader workplace management functionalities, Envoy could be the right choice.
6. Eptura Engage
Our research showed Eptura Engage (formerly Condeco) to be the best solution for large organizations that require a sophisticated approach to workspace management. Through our detailed examination, it became clear that this platform is designed to meet the intricate needs of expansive operations, providing tools that go far beyond desk booking.
Eptura Engage stands out for its innovative features tailored specifically for forward looking enterprises. It offers a comprehensive suite of functionalities that enhance overall employee engagement and space utilization. This makes it particularly appealing to organizations looking to integrate technology into their workspace management strategies.
Key Features of Eptura Engage
- Space Utilization Insights: Provides detailed analytics on how spaces are used, helping facility managers optimize layouts and improve efficiency.
- Mobile App Capabilities: The mobile-first design ensures employees can book desks and meeting rooms on-the-go, making it ideal for companies with remote or hybrid work models.
- Employee Engagement Tools: Includes features designed to boost interaction and collaboration among team members, fostering a more connected workplace environment.
- Integration Flexibility: While some platforms offer limited integrations, Eptura Engage excels in connecting with existing systems, ensuring smooth transitions and minimal disruption.
Pros & Cons of Eptura
Pros:
- Strong mobile support enhances accessibility for remote teams.
- Comprehensive analytics provide actionable insights into space usage.
- Employee engagement features encourage collaboration and productivity.
Cons:
- Limited third-party integrations compared to some competitors.
- May require time for users to fully explore all available features due to its extensive capabilities.
Use Cases for Eptura Engage
Eptura Engage is particularly beneficial for:
- Enterprise-Level Operations: Its ability to handle complex demands makes it suitable for large-scale operations needing real-time data and efficient space management across multiple locations.
- Tech-Savvy Corporations: Companies that prioritize technological integration will find its advanced features align well with their operational goals.
- Global Companies with Distributed Teams: With strong mobile support, it accommodates globally dispersed teams by offering flexibility and accessibility regardless of location.
In essence, if your organization operates on a large scale and values innovative solutions that enhance both efficiency and employee engagement, Eptura Engage is a compelling option. Its focus on providing detailed insights and seamless integration makes it an invaluable tool for managing complex office environments effectively.
7. deskbird
deskbird has made a name for itself by offering a straightforward yet powerful desk booking solution that caters to businesses seeking simplicity without sacrificing essential features. Our exploration of deskbird reveals its particular appeal to organizations looking for an easy-to-use platform that gets the job done efficiently.
deskbird positions itself as an intuitive tool designed to streamline the desk booking process, making it accessible for teams of all sizes. Its focus on user experience ensures quick adoption and minimal learning curve, which is a significant advantage for companies eager to implement a new system without disrupting daily operations.
Key Features of deskbird
- User-Friendly Interface: The design prioritizes ease of use, allowing employees to book desks with just a few clicks, reducing the time spent navigating complex systems.
- Quick Setup Process: Organizations can get up and running swiftly, thanks to deskbird’s straightforward setup and deployment procedures.
- Employee Feedback Tools: These tools enable companies to gather insights from users about their workspace preferences and experiences, fostering a more responsive work environment.
- Basic Integrations: While not as extensive as some competitors, deskbird offers essential integrations that help maintain workflow continuity with existing tools.
deskbird Pros & Cons
Pros:
- Rapid deployment minimizes downtime during implementation.
- The simple interface encourages widespread adoption across all employee levels.
- Feedback mechanisms enhance workplace satisfaction by aligning spaces with employee needs.
Cons:
- Fewer integrations compared to larger platforms may limit connectivity with some systems.
- Might lack advanced features required by very large enterprises or highly specialized operations.
Use Cases for deskbird
- Small to Medium-Sized Businesses: Its affordability and ease of use make it ideal for smaller teams looking to manage their office space efficiently without overwhelming complexity.
- Startups and Growing Companies: As these organizations scale, deskbird provides the flexibility needed without requiring extensive resources or training.
- Hybrid Work Environments: With its straightforward booking process, deskbird supports hybrid models by allowing employees to easily reserve desks on days they plan to be in the office.
In summary, if your business values simplicity paired with functionality and seeks a solution that integrates smoothly into everyday workflows, deskbird could be the perfect fit. Its emphasis on user experience ensures that it meets the needs of modern workplaces while remaining adaptable as those needs evolve.
Choosing Desk Booking Software
Selecting the right desk booking software is more than just ticking boxes on a feature list. Here are some critical factors to keep in mind:
- Scalability: Consider whether the software can grow with your business. You don’t want to outgrow your solution as your team expands or your office needs evolve.
- Integration Capabilities: Look for software that plays well with others—specifically, tools and platforms you already use, like Slack, Microsoft Teams, or Google Workspace. Seamless integration can save time and reduce headaches.
- User Experience: The best software should be intuitive and easy for everyone to use—from tech-savvy employees to those who might be less comfortable with new technology. A user-friendly interface encourages adoption across the board.
- Customization Options: Every business is unique, so having the ability to tailor the software to fit your specific needs can be a game-changer. Whether it’s customizing booking rules or adjusting layouts, flexibility is key.
- Analytics and Reporting: Data-driven insights are invaluable for optimizing space usage and making informed decisions. Look for software that offers robust reporting features to help you track trends and identify areas for improvement.
- Support and Training: Reliable customer support and comprehensive training resources can make a significant difference in how quickly your team gets up to speed with the new system.
Keeping these considerations in mind will help ensure you choose a desk booking solution that not only meets your current requirements but also adapts as those needs change over time.
Final Thoughts on Desk Booking Software
Choosing the right desk booking software is a pivotal decision that can significantly impact how efficiently your organization manages its workspace. As we’ve explored, each of the options offers unique strengths tailored to different business needs.
Whether you’re a large enterprise seeking detailed oversight with OfficeSpace or a startup looking for simplicity with deskbird, there’s a solution out there designed to fit your specific requirements. Remember to weigh key considerations like scalability, integration capabilities, and user experience as you make your choice.
Ultimately, the goal is to find a tool that not only streamlines your current operations but also supports future growth and adaptability. By selecting a software that aligns with your strategic goals and organizational culture, you’ll be well-equipped to create an efficient and flexible work environment that meets the demands of today’s dynamic workplace landscape.
