Features to look for in hot desk software

Not all hot desk software is created equal. Learn the must-have features such as real-time availability, seamless integrations, and analytics that optimise office space and employee experience.

1. Real-time desk availability

Employees instantly see which desks are free, reducing wasted time searching for a spot. This prevents double bookings, ensures efficient space usage, and keeps the office running smoothly.

2. Easy booking and check-in

A seamless reservation process via mobile, desktop, or web app lets employees secure a desk in seconds. Automatic check-ins or QR code scanning eliminate manual check-ins, creating a hassle-free experience.

3. Colleague finder

Knowing where teammates are sitting improves collaboration, especially in a hybrid work setup. Employees can easily locate their colleagues for quick discussions, spontaneous meetings, or planned teamwork sessions.

4. Integration with existing tools

Syncing with Google and Outlook calendars ensures meeting schedules and desk bookings align. Integration with access control and facility management systems streamlines operations, creating a connected workplace.

5. Data insights & reporting

Workspace usage data helps businesses optimise layouts, reduce unused spaces, and make informed decisions about office design. Analytics reveal trends, improving long-term space planning and cost efficiency.

6. User-friendly interface

An intuitive design ensures employees can start using the platform immediately, with little to no training. Cross-device accessibility means they can book desks anytime, anywhere—whether at home or on the go.

7. Security & privacy compliance

Strong data protection measures and GDPR compliance ensure employee information remains secure. Role-based access controls help organisations manage who can view and edit workspace reservations.

Read more about which one to go for: hot desking vs. assigned desks.