Please note that your subscription plan determines the specific set of features available to you, which may result in differences between what you see and the images presented in this article. For further details on the features included in your plan, please contact your OfficeSpace Admin.
Desk Booking is a feature which enables you to create flexible seating strategies. With easy to use booking software that works on any device, your employees can quickly find, book, and check in to desks.
Booking a Desk
Managing Desk Booking
Desk Booking Settings
Booking a Desk
Your employees have a variety of options available to them when it comes to booking a desk, either for themselves or for their visitors. OfficeSpace offers tools across various platforms, ensuring that a user can easily make a booking using the method that works best for them.
Within OfficeSpace, you can quickly book a desk using Visual DirectoryⓇ, which provides multiple avenues for locating your desired desk. You can create single or multiple-day desk bookings based on availability or by the features offered in your desired workspace. Tools like the book a desk flow, date picker, and more are always available to help you and your employees locate what you need.
If enabled, employees with assigned desks can schedule their desk for desk lending if they are going to be out of the office. Desk lending allows employees to choose days when they won’t be using their desk, so the desk becomes bookable during those days. Other users will then be able to book that desk when it’s available. To learn more about desk lending, check out the Lending a Desk article.
OfficeSpace also integrates seamlessly with multiple platforms, allowing your organization to create desk bookings with Slack and Microsoft Teams. The book a desk command helps your employees find and quickly select the best desk for their needs, assisting your organization in working more efficiently. To learn more about booking a desk, check out the Booking a Desk article.
If your subscription includes Visitor Management, employees will also be able to book desks on behalf of their visitors. If a visitor checked in for the day through Visitor Management, their host or an administrator can book a seat for them for the day. If a visitor is expected in the future, their host can preregister them in Greetly Visitor Management, and then book a desk for them in advance, so it’s ready when they arrive at the office. Learn more about Visitor Desk Booking in the Introduction to Visitor Desk Booking article.
Managing Desk Booking
With desk booking, it is important to have the appropriate applications and tools available to manage your daily occupancy and track who is coming into your offices. OfficeSpace provides you with tools from the beginning to the end of the desk booking process, allowing you to choose which tools work best for your workflow and ensure you have the information you need to identify your booking trends.
The Desk Bookings feature provides you with full visibility into desk booking within your organization. View current and past desk bookings, respond and manage requested bookings, make changes to scheduled bookings, and much more. Check out the Introduction to Desk Bookings article for more information.
If you want more control over the desk bookings that are created, your management team is able to create and manage desk bookings for other users. Whether it’s creating desk bookings for your employees or making changes to upcoming bookings, you have the ability to oversee desk bookings to ensure the right employees are in your offices at the right time. To learn more, check out the Managing Desk Booking for Other Users article.
Your management team is able to create and manage desk booking restrictions. Restrictions allow you to control how a desk is utilized by selecting which employees can book a desk. Desk booking restrictions can be created using occupants and departments, or your organization can create custom restrictions using employee fields. Shifts can also be assigned to each desk booking restriction, allowing you to control when that restriction applies. To learn more about restrictions, read the Managing Desk Booking Restrictions article.
Check-in is a tool that can help your organization ensure that the employees who have created bookings are actually within your workspaces. Using check-in helps your management team to know exact occupancy all times and can prevent underutilized spaces by ending bookings when an employee fails to check-in. Check out the Introduction to Check-In article to learn more.
OfficeSpace offers a wide range of desk booking reports which help you to establish trends within your workspace. Identify when your spaces are best utilized, build strategies to improve your occupancy, make real estate decisions based on your data, and much more. For more on desk booking and other reports, see Insights Hub.
Desk Booking Settings
Desk booking with OfficeSpace is a highly customizable experience, allowing you to make decisions on your desk booking configurations that best suit your company. Using the Global Desk Booking Settings, your organization can manage everything from when bookings can occur to notifying employees of their upcoming bookings. If your offices require different desk booking configurations, you can make changes to individual sites using the Site Specific Desk Booking Settings. Check out the Global Desk Booking Settings and the Site Specific Desk Booking Settings articles for more information.
