Desk booking software for the hybrid workplace – Computerworld

CXApp Desk Booking: CXApp combines connected workplace features in a single mobile app. Desk booking features include assigned seats, hot desks, hoteling with availability map, Bluedot guidance for turn-by-turn directions, and the ability to reserve a workspace based on amenities such as lighting, equipment, and accessibility. It also includes automatic release of desks, contact tracing, and advanced booking rules for controlling office capacity. The suite of available features includes visitor and space management.

Envoy Workplace: Envoy offers a full range of desk and room booking options, from hot-desking to hoteling to permanent desk assignments. Employees can select team neighborhoods to sit with co-workers by organization, team, or project. Other features include interactive workspace maps, desk utilization analytics, and an option that lets employees free up their desk when they no longer need it. Integrates with Envoy’s visitor management and multitenant management applications.

Eptura Workplace: Eptura was formed in 2022 from the merger of desk booking software vendor Condeco with iOffice + SpaceIQ, an asset and facilities management software vendor. Its desk booking app is part of a suite of six workplace experience and asset management tools that lets users book using mobile apps, on the web, or through Microsoft Outlook. Core features include workspace and conference room booking, booking by zone or “neighborhood,” workplace navigation assistance, employee location searching, and Microsoft 365 integration for reviewing calendars and coordinating in-office visits.

Fischer & Kerrn Concierge Booking Software: This is a meeting management, scheduling, and visitor management suite that also includes desk booking software that lets you book through the Microsoft Outlook calendar or a mobile app, and supports visual floor maps. Desks can be assigned by department. Filters include searching by desk locations, colleagues, silent zones, and hot desks. The software also supports office presence detection sensors, which it sells. Workplace analytics include utilization stats and most frequently used areas.

Flowscape Desk Management: Flowscape lets users book desks on arrival or in advance, book on behalf of others, create zones/neighborhoods, block and unblock desks to ensure social distance compliance, search for desks based on equipment, check if specific seats are available, use the colleague finder to locate team members, report equipment errors, request desk sanitation, generate tracing reports, and analyze workspace utilization. The system also supports hardware such as lights, desk presence sensors, and kiosks. Flowscape also offers meeting room booking, parking space booking, and visitor management.

FM:Systems Desk Booking & Reservation Software: FM:Systems offers a suite of tools for facilities management as well as its Hybrid Workplace software, which includes hoteling, room scheduling and desk booking modules. The latter includes visual interactive scheduling and configurable business rules. Floor plan visualizations can be viewed on kiosks, laptops, and mobile devices. Other features include a mobile booking app for iOS or Android; QR code reader for check-in, check-out, and auto-release; and on-the-fly reservations. Bookings can be limited to one week, one month, or even six months in advance, and the system integrates with Outlook, Webex, and Cisco TMS videoconferencing.

Joan Desk: Part of a workplace management system that includes desk, equipment, meeting room and parking space booking; visitor management; and digital signage, Joan Desk lets users book desks using a mobile app, and book conference rooms through Google Calendar, Microsoft Teams, and other popular calendars using a standalone or wall-mounted display. It also supports single sign-on for Microsoft and Google applications.

Meetio Desk: Part of the Meetio suite of software, which includes Room (meeting rooms) and View (large touchscreen for maps), this cloud-based service for management and booking connects to the Meetio app or Meetio View map. Users can search for the location of colleagues, view a map, book through the app in advance or search for available spaces upon arrival, and check in using a QR code at the assigned desk upon arrival.

Microsoft Places: Today, Microsoft Teams offers basic desk-booking features for organizations that use the Teams Rooms Pro Management service. A new app called Places, currently in preview for Teams Premium subscribers, will bring more advanced booking features to Teams and Outlook, including the ability to coordinate locations and schedules with co-workers and managers. Microsoft’s genAI tool Copilot will be integrated in the second half of 2024, offering users suggestions about which days are best to come into the office, helping them find and book meeting rooms, and providing admins with advice for optimizing office space and amenities.

Nspace: Combines desk and room booking, visitor management, and workspace analytics features. Desk booking includes floor plan views, amenities and location filtering, data on when desks were last used and cleaned, and a colleague finder. Occupancy sensors and let companies safeguard wellness, with automatic notification to cleaners for desk and meeting room sanitation.

Officely: This desk booking tool is an add-on for Slack or Microsoft Teams. Features include desk booking, capacity management, contact tracing, health surveys, and team scheduling. To help users decide when to come in, Officely posts who’s coming into the office each day in a Slack or Teams channel. It also includes office usage analytics and reporting.

OfficeSpace: Offers desk booking as an option along with move management, meeting room scheduling, visitor management, space planning, and work order request management. Desk booking features include hot-desking, hoteling, sensor-based ad-hoc desk check-in, creation of neighborhoods (zones) with varying permissions, touchless check-in, Slack and Microsoft Teams integration, and analytics.

Oomnis FlexEZ: This workspace management system lets you use a web portal to book and manage meeting rooms, huddle spaces, desks, shared facilities, parking, lockers, and equipment such as projectors and whiteboards. Features include individual desk booking and hoteling, synchronization with Microsoft 365 and Google Workspace (cloud or on-premises), analytics reports, and API integration.

Poppulo Workspace Mobile App: Part of Poppulo’s Harmony employee communications and digital signage platform, the Desk and Space Reservation Management module supports desk hoteling and hot-desk and room booking via office kiosk displays, mobile devices, and web browsers, as well as wayfinding to help users find their desks. Desk space usage monitoring and reporting via space sensors let managers track which desks are being used and which are underutilized. Integrates with Microsoft 365.

Robin: This workplace experience software platform includes space management, meeting room scheduling, and desk booking options. Desks can be managed from a map, with restrictions based on office policies to control who has access to different areas of an office. Features include physical distance planning, seat assignments, drag-and-drop maps, mobile functionality, Microsoft Teams integration, hot-desking and hoteling, office navigation maps, and search tools with filters by amenities or space type. Users can also view who else is in the office before booking. Analytics include stats on daily or date-range desk usage, as well as contact tracing.

Roomzilla: Roomzilla lets you book meeting rooms, desks, and equipment. It supports hot-desking and interactive office maps that let users reserve desks directly from the map. Rooms and desks can be blocked off after use for cleaning and sanitizing, a mobile app is available, and Roomzilla integrates with Google Calendar and Microsoft 365 calendar. A meeting room display app is available that runs on tablets.

ServiceNow Workplace Service Delivery: Workflow automation software behemoth ServiceNow’s desk booking software, launched in 2020, lets users reserve a desk, office space, parking space, catering, and AV support. It also includes space and delivery management functions, office navigation, and the ability to find colleagues, as well as asset management features such as analytics, reporting, and lease management.

SharingCloud Instant Flex: Part of SharingCloud’s other services (such as videoconference, guest, and meeting room booking), Instant Flex manages hot-desking and flexible office scenarios. Booking is done through a web portal, mobile app, QR code integration with the company’s BoxPad hardware, or with networked infrared presence sensors that run over a SigFox LPWAN (Low Power Wide Area Network). An RFID/NFC reader lets users swipe their company badges to authenticate a booking, and a no-show feature releases the desk if booking is not confirmed. The software also includes a reporting module and offers many integrations, including with Google Workspace and Microsoft 365.

Sign In Workspace: Part of a system that offers meeting room scheduling, visitor management, and booking display hardware for meeting rooms, Sign In Workspace offers desk booking via mobile app, colleague search, group booking, hot-desking, hoteling, blocking out of fixed desks (non-bookable), and analytics.

Skedda: Skedda’s booking system is designed for desks, meeting rooms, sports venues, academic labs, professional studios, and other types of “spaces.” It includes self-service desk booking, with hoteling, hot-desk, and seat-allocation options. Other features include interactive floor plans and maps with directions, data security, and support for single sign-on (via SAML SSO). Skedda offers a mobile app, provides space utilization analytics, supports the creation of automation rules, and integrates with Microsoft Teams, Slack, Google Workspace and other applications.

Smarten Spaces Jumpree Pro: This centralized workforce management system includes desk booking, a colleague finder, wayfinder (directions to desks), web booking, analytics, seat allocation, work-from-home rostering, contact tracing, and the ability to monitor utilization through sensors. The vendor also offers asset management, visitor management, a service request feature, integration with Microsoft Teams, and an AI-assisted space planning manager that makes recommendations for managers on how to maximize space utilization.

Space Connect: The Desk Management module of Space Connect’s meeting room and visitor management platform supports desk booking and desk management. Using a mobile app, users can locate and book available desks or check into vacant desks inside the office. Features include passive desk check-in/out via docking stations or sensors, desk and colleague wayfinding, and usage analytics. Other modules are available for meeting room management and visitor management. Integrates with Microsoft 365 and Google Workspace.

StaffMap: Part of Browse Lab’s location mapping software offering that also offers asset management, move management, and parking and meeting room scheduling, StaffMap supports time-based desk booking (by the hour, day, or other length of time) and reservations from floorplan maps, offers a REST API, and integrates with Azure Active Directory and SQL Server Database. Onsite and cloud-based versions are available.

Tribeloo: Cloud-based desk management and meeting room platform; includes artificial intelligence features that can automatically assign workspaces to employees. Desk-booking features include a team locator, mobile device reservation, and maps. Tribeloo also offers targeted cleaning, contact tracing, issue management, SSO, analytics, office manager dashboards, integration with Outlook and Google Calendar, and automated emails for employee communications. Hardware integrations include support for conference room touch displays, tablets, and desk sensors, along with QR code and NFC tags.

YAROOMS Desk Booking: Desk booking is just one module in YAROOMS’ hybrid workplace management platform that also includes meeting room scheduling and visitor management. Desk booking features include hot-desking and hoteling reservations using a web interface; mobile app; or Outlook, iCal, or Microsoft Teams. Additional features include capacity enforcement, compliance questionnaires, and interactive floor plans. Desks can be configured to show key features, such as the presence of dual monitors or a window to help employees find a preferred location. It also offers digital meeting room and reception area signage for onsite check-in, and works with Microsoft Active Directory.

Zoom Workspace Reservation: Available to organizations with a Zoom Rooms subscription, this tool from the videoconferencing giant lets users view and reserve workspaces through a browser or the Zoom desktop app, navigate to the workspace with an interactive mobile map, and check in with a QR code. Additional features include AI-powered booking suggestions, usage analytics, visitor management options, and integrations with Zoom hardware such as kiosks and digital signage.

This article was originally published in August 2021 and updated in June 2024.


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