How hot desk booking works
Why hot desking matters in a hybrid office
Hot desking (also office hoteling or desk booking) is an effective way to maximise office space while supporting hybrid work, flexibility, and smoother collaboration. A well-designed desk booking system gives employees a clear, real-time view of the workspace and makes it easy to reserve a desk that fits their needs. This reduces friction during the workday and helps organisations manage their offices more efficiently.
Best practices for an effective hot desking system
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User-friendly interface:
A clear, straightforward booking experience is essential. If employees can reserve a desk in just a few clicks, adoption goes up and the system becomes part of their daily routine instead of an extra hurdle.
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Accessibility across devices: Not everyone books in the same way. Offering access via mobile app, web browser, and (where relevant) desktop or kiosk screens ensures that employees can manage their bookings from home, on the way or in the office.
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Data-driven insight: Tracking desk occupancy and usage patterns shows how the office is actually used. This data helps organisations optimise layouts, adjust desk and space capacity, and make smarter decisions about their workplace strategy.
Key steps in hot desk booking
Check desk availability
Employees start by viewing a real-time overview of the office. An intuitive floor map or desk list shows which workspaces are free, booked, or occupied, so they can quickly find a suitable spot.
Book your desk
Once they’ve found the right place to work, employees reserve a desk for a specific time or day. Desks can be booked in advance or on demand. It gives the flexibility to plan around meetings, focus time, or team days in the office.
Check in upon arrival
A simple check-in step, for example via the app, a QR code, badge, or sensor. It confirms that the desk is actually being used. This prevents “ghost bookings” and gives facility teams accurate data on occupancy and demand.
Find colleagues
Many desk booking tools include a way to see where colleagues are working. The floor plan can show who has booked which desk or area. This makes it easier to sit together, plan collaboration, or choose a quieter zone when needed.