Looking for hot desking software solutions?
You’ve come to the right place. We’ve compiled a thorough list for you.
But before jumping into it, we want to talk a bit about some of the latest hybrid work stats and the features you should pay attention to when choosing the app that will suit your needs.
In the end, we’ll conclude with the benefits of using hot desking systems.
Deal?
Let’s dive it.
Hybrid Word Stats and Trends You Should Be Aware of
Employees have been embracing flexible work like never before in the past 4 years, and they just want more of it.
According to an Owl Labs survey, 62% of American employees would take a pay cut of 10% or more, and 4% would quit their job if they were no longer able to work remotely or hybrid.
Now, here’s the trend we’ve been noticing lately: more and more companies are calling their employees back to the office (Zoom, Disney, etc.). And some of these decisions are met with “quiet quitting” or actual quitting. Tik Tok is even using an internal software called MyRTO that keeps track of how many times an employee swipes their badge at the office. Yes, I know, this isn’t new. What feels new is that, back in January 2023, the company threatened to fire employees whose home addresses didn’t match close enough to their office location.
69% of the Owl Lav survey respondents feel that their company is requiring them to work from the office because of traditional work expectations. But there’s a shift out there. As Maria Oancea-Mosneag from WorkMotion puts it: “Remote work is already shaping the workplace of tomorrow and will continue doing so, along with the shift of generations on the labor market. It’s happening alright, whether some companies or leaders like it or not; not acknowledging it is like hiding your head in the sand and hoping it will go away”.
If we look on the other side, there are companies that are working either remotely, or hybrid, while also reducing their office space, while achieving some significant savings from diminished rent.
Yes, there’s not a one-fits all approach, but the earlier status-quo is being challenged.
Whether it is remote work, hybrid work, flexible schedules, the era of workplace flexibility is here to stay.
And, when speaking of flexible work, there’s are two more topics we need to introduce: hot desking and desk booking systems.
Hot Desking Systems: What’s So Hot?
In today’s dynamic workplace, where agility and adaptability are key, hot desking software has emerged as a valuable tool for organizations looking to optimize their office space use. By allowing employees to share desks, hot desking promotes flexibility, collaboration, and cost-efficiency.
Hot desking software, also known as desk booking software or desk reservation software, is a digital solution that helps organizations manage flexible workspaces efficiently. It allows employees to reserve desks, but also other workspaces (e.g.: rooms) based on their requirements for the day.
The Main Features of Hot Desking Systems
Here are some of the features you should pay attention to when analyzing such hot desking apps:
- Desk booking: Users can view available desks, choose the one that suits their needs, and reserve desks for a specific time period (day/hours).
- Interactive maps: businesses should be able to upload their maps, so that employees can pick their desired desk straight from the office map. Tidaro, for example, is asking for a first map, and does the whole implementation in the app with minimum client involvement.
- Colleague finder or Who is in the office: Microsoft data shows that 74% of global employees would come more often to the office if their friends were there. This is why such features would help employees find out whether their colleagues are going to the office as well, so that they can go as well and work together.
- Zone management. Not all office spaces are created equal. Such a feature can help you split your office into zones that are more fit for project/brainstorming meetings, client meetings, standalone desk zones, etc.
- Booking priorities: Maybe your HR and sales teams need to have priority over marketing teams when it comes to spot booking, for example. Such a feature will help you handle this.
- Real-time availability: Hot desking software provides real-time information on desks and room availability, helping employees make informed choices.
- Mobile accessibility: Many hot desking software solutions offer mobile apps, allowing employees to reserve desks on the go.
- Workspace analytics: Companies can gain insights into space usage, helping them optimize their office layouts.
- Integration: Hot desking software often integrates with calendar apps (like Outlook or Google Calendar), building access systems, and room scheduling tools.
- Visitor management: Some solutions offer visitor management features, making it easier to check in guests and assign them workspaces.
- Parking spots booking: Some of the solutions (e.g. Tidaro) also allow companies to manage their parking lots, by allowing employees to book parking spots.
The moment you know what features you are looking for when comparing desk booking solutions, we recommend that you take them for a free ride. Most of the hot desking tools out there have free trials available.
Make sure you also pay attention to:
- The ease of use. The software should have an intuitive interface that allows employees to easily navigate and book available desks. A user-friendly system will minimize training time and ensure a seamless transition to hot desking.
- Scalability. As businesses grow and expand, their hot desking software should be able to accommodate the increasing number of employees and workstations. It should have the flexibility to handle a large volume of bookings and adapt to changing office layouts.
- Customer support. The hot desking software provider should offer reliable technical support and be responsive to any issues or questions that may arise during implementation or daily usage. Prompt help will ensure a smooth and hassle-free experience for both administrators and employees.
- Security and GDPR compliance. Robust security features ensure that sensitive information related to desk reservations is protected.
Now that we know how hot desking software works, let’s look at the most popular tools out there.
15+ Hot Desking Software Solutions You Should Know about
Yes, we’re putting Tidaro first here.
And allow me to be honest: we’re not the biggest company doing desk booking, but we’re definitely a company that likes to pamper its clients. Just ask Danone, Michelin, Nissan, Fortum, or many others.
We care. This is what defines us. Our customer support is top-notch.
Also, when people review our mobile app, this is a common reaction: “Wow, it’s so simple”.
Simplicity it’s what our clients want, and we give it to them.
Now, here are some of Tidaro’s features:
- Desk booking system,
- Room booking system,
- Parking spots booking system,
- Interactive office maps,
- Hourly bookings,
- Zone management,
- Colleague finder,
- Booking priorities,
- Integrations with Google and Microsoft,
- Visitor Management,
- Workplace analytics,
- Mobile and web apps available,
- Free trial available,
and more.
We are among the very few workplace booking systems that also support office parking lot management.
Samsung, Kayak, and Mailchimp are some of the Robin Powered clients.
Robin’s clients appreciate it’s user friendliness as well as its not-so-corporate look.
Now, here are some of Robin’s features:
- Desk booking system,
- Room booking system,
- Interactive workplace maps,
- Display software for meeting rooms,
- Integrations,
- Visitor Management,
- Analytics.
Deskbird is a workplace management app trusted by companies like DHL, Knauf, and Heineken.
Here are some of its main features:
- Desk booking system,
- Room booking system,
- Follow colleagues,
- Team planning,
- Week planning, personalized office guidelines,
- Integrations,
- Analytics.
Ronspot is a 3-in-1 desk, parking and meeting management solution for workplaces.
Besides its resource booking options, Ronspot also offers:
- Analytics
- Booking priorities,
- Interactive map,
- Who is in the office.
Nibol is an app that combines an office management system with bookable workspaces. It empowers employees to work from anywhere, whether that’s the office, their home or a co-working space.
Here are some of Nibol’s other features:
- Colleague finder,
- Team visibility,
- Book equipment,
- Visitor management,
- Deliveries management,
- Integrations.
OfficeRnD is a scheduling software that helps with the management of coworking spaces and hybrid workplaces.
Here are some of its most important features:
- Desk booking software,
- Meeting room booking,
- Payment management for coworkings,
- Membership management for coworkings,
- Landlord property management,
- Integrations,
- Analytics.
As you can see, OfficeRnD is moving into the coworking and facility management markets as well.
Envoy is a popular workplace booking solution designed to streamline and simplify the process of reserving desks and workspaces.
Here other some other important features:
- Visitor management,
- Workplace ticketing,
- Workplace announcements,
- Real-time availability,
- Analytics,
- Integrations,
- Delivery management.
Mapiq is a popular workplace booking solution used by companies worldwide: Booking, Deloitte, or PwC.
Here are some its most important features:
- Desk booking,
- Parking spots booking,
- Room management,
- Team invites,
- Drag and drop editor for office maps configurations,
- Zone management (aka neighborhoods),
- Wayfinding,
- Integrations,
- Occupancy insights.
Skedda is a popular room and hot desking software working with brands such as Toyota, IBM or Siemens.
Here are some its most important features:
- Interactive floorplans,
- Zone management,
- Integrations,
- Visitor Management.
Skedda likes to position itself as a tool that is also suitable for universities and co-working spaces.
Condeco is one of the biggest players on the hot desking market. Back in October 2022, Condeco merged with iOffice + SpaceIQ to create Eptura™.
Now, here are some of Condeco’s most important features:
- Desk booking,
- Room booking,
- Parking spaces booking,
- Visitor management,
- Find coworkers,
- Desk screens and desk kiosks,
- Integrations,
- Analytics.
- Teem (by Eptura)
Teem is used by companies such as Indeed, LinkedIn, and Hewlett Packard.
Here are some of the features Teem clients enjoy:
- Desk booking,
- Room management,
- Room display apps,
- Wayfinding,
- Visitor management,
- Integrations,
- Analytics.
WorkInSync works with renowned brands such as Deutsche Bank, Glencore or Societe Generale.
Here are some the tool’s most important features:
- Desk booking,
- Room management,
- Parking spots booking,
- Wayfinding,
- Visitor management,
- Analytics,
- Intelligent employee transport solutions to optimize office commute delivered via MoveInSync.
Yarooms is a workplace experience platform that allows office resources booking and scheduling. It is trusted by companies such as Bitdefender or Dedalus.
Here are some its most important features:
- Desk booking,
- Room booking,
- Room digital signage,
- Lobby signage,
- Visitor management,
- Integrations,
- Analytics.
GetTactic is a workplace management solution for hybrid teams. Its clients appreciate its ease of use, quality of support, and easy setup on G2.
Here are some its most important features:
- Desk booking,
- Meeting room booking,
- Interactive office maps,
- Employee locator,
- Real-time availability,
- Zone management,
- Visitor management,
- Wayfinding,
- Analytics.
Kadence is a hybrid work platform that tries to be more than a booking tool. Its latest features are now focusing on improving workplace collaboration.
So, here are Kadence’s most important features:
- Desk booking,
- Room booking,
- Visitor management,
- Integrations,
- Who is in the office,
- Insights,
- Smart suggestions.
Smartway2 is a workplace software booking tool, that has some hardware options as well for signage.
Here are some of Smartway’s clients: Roche, Hitachi, Coca Cola, and Generali. Now, let’s look a bit at the most important features:
- Desk booking system,
- Room booking system,
- Visitor management,
- Digital signage,
- Analytics,
- Integrations.
As you’ve already seen, most of the tools mentioned earlier are managing both desks and rooms bookings. This is also the case of Nspace. Tidaro is one of the exceptions, allowing also the booking of parking spots as well.
Now, here are some of Nspace’s most important features:
- Desk booking system,
- Room booking system,
- Visitor management,
- Workplace analytics,
- Integrations,
The Benefits of Hot Desking Software
Now that we know which are the most important hot desking systems out there, let’s take a look a bit at their benefits:
- Higher flexibility: Hot desking software empowers employees to choose where they work, fostering a more flexible work environment. This flexibility can boost employee morale and satisfaction. Whether they need a quiet area for focused work or a collaborative space for team discussions, hot desking solutions allow employees to select the most suitable workspace and adjust it as required throughout the day.
For example, imagine a marketing professional who needs to brainstorm ideas for an upcoming campaign. With hot desking software, they can easily find a space where they can collaborate with their team members, share ideas on a whiteboard, and have quick discussions without disrupting others. On the other hand, if they need to work on a detailed analysis or report, they can choose a quiet corner where they can concentrate without distractions.
- Optimized space utilization: Organizations can maximize their office space use with hot desking software. By tracking workspace usage data, businesses can right-size their office space and reduce costs.
- Cost savings: the before-mentioned benefit can also translate into cost-savings. When you understand how the office space is being used, and your lease agreement allows it, you can move into a smaller office that can accommodate the same number of employees (or higher, if you plan on doing some new hires), as long as you have a hybrid environment.
For instance, let’s consider a company that has implemented hot desking software and reduced its office space requirements by 30%. This reduction allows the organization to downsize to a smaller, more cost-effective office location. The rent saved can then be reinvested in employee development programs, wellness initiatives, or upgrading technology infrastructure.
In addition to rent savings, hot desking software also contributes to lower energy consumption. With employees no longer tied to fixed workstations, energy usage can be optimized by automatically adjusting lighting and temperature settings based on occupancy. This not only reduces utility bills but also aligns with sustainability goals, making the organization more environmentally friendly.
Furthermore, the reduced number of fixed workstations means fewer furniture and equipment purchases, resulting in lower capital expenditure and maintenance costs.
- Improved collaboration: Hot desking software can facilitate better collaboration by allowing employees to sit near colleagues they need to work with on a particular project or task.
Also, imagine a scenario where a software engineer and a UX designer, who would not typically interact in a traditional office setup, find themselves sitting next to each other in a hot desking environment. They strike up a conversation, exchange ideas, and realize how their projects work. This unplanned encounter can lead to a collaboration that results in a new product feature, helping both the company and its customers.
- Reduced administrative burden: Managing desk reservations manually can be time-consuming and error-prone. Hot desking software automates the reservation process, reducing administrative overhead. Oftentimes desk booking is managed by office admins via spreadsheets. And you can imagine how such a process can be overwhelming and full of errors.
Conclusions
The desk booking software market size is expected to reach $142.71 million in 2023, at a CAGR 7.79% to reach $241.87 million by 2030.
Yes, there are many tools out there, but, besides the features many of them share, you should always pay attention to:
- The quality of support,
- The ease of use,
- The ease of onboarding,
- The security such hot desking apps provide.
Also, think twice before jumping in a solution that also offers hardware options. Ask yourself if such solutions are truly cost-effective.
Now, if you want to find out more about how to manage hybrid workplaces, we’ve created a very thorough guide for you. So, make sure to check Mastering Hybrid Work out!
