The term "workplace booking" refers to the software-based reservation and management of office workspaces within a company. This function is especially relevant in hybrid work models where employees alternate between home office and on-site presence. The goal of workplace booking is to optimize the use of existing office space, create transparency regarding available desks, and ensure efficient workspace utilization – while complying with organizational and hygiene regulations.
Desk Reservation: Booking fixed or flexible workstations for defined periods via web portal, app, or Outlook integration.
Interactive Floor Plans: Visual representation of available workplaces on a floor map including real-time status (available, occupied, blocked).
Resource Assignment: Linking desks with specific equipment (e.g., height-adjustable desk, monitor, proximity to meeting rooms).
Check-in/Check-out Function: Verifying actual desk usage via QR code, NFC, or sensors.
Rule-Based Booking: Administration of booking rules such as maximum booking duration, distancing regulations, or team zones.
Integration with Calendar and HR Systems: Automatic synchronization with attendance data or project assignments.
Analytics & Reporting: Evaluation of desk occupancy, usage frequency, and optimization opportunities for office areas.
Notifications & Reminders: Automated alerts about upcoming bookings or cancellation options.
An employee books a desk near their project team in advance for the next three days.
A company uses booking software to limit office usage to a maximum of 50% of desks at any given time.
A team uses a rule ensuring the same people always sit next to each other to facilitate project coordination.
The facility management team analyzes which areas are underutilized and considers repurposing them.
An employee receives a push notification reminding them to check in before their booked desk is released in 15 minutes.
