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Office hoteling (also known as desk hoteling) is a flexible way for employees to book a workspace when they don’t have a dedicated desk in the office. This can help workplace leaders increase workforce productivity and engagement. It also gives businesses insight into how much space they need, helping them optimize usage and reduce real estate costs.

Until recently, this method of space assignment was associated with open office plans and primarily used to support remote and hybrid working, as well as mobile workforces.

As a result of the COVID-19 pandemic, the workplace is transforming to accommodate the need for safe distancing and a change in employee expectations. With safety and well-being in mind, office hoteling software offers space planners a solution to an unprecedented challenge.

How is office hoteling different from other agile workplace practices?

Desk hoteling: Before employees come into the office, they can reserve the workspaces they want to use for the day. Once they arrive, they can head straight to their requested workspace and set up shop. Businesses that adopt a hoteling approach to the agile work environment have the benefit of allowing employees to pick and choose from a variety of workspaces.

Hot desking: Employees can choose from any available space at one of several shared workstations on a first-come, first-served basis without having to make a reservation in advance. To prompt further communication and collaboration, they are encouraged to rotate their seating arrangements on a regular basis.

Activity-based working: Employees are encouraged to select spaces based on the specific tasks they plan to accomplish. This means team members could use a combination of reservable spaces — like large conference rooms or individual workstations — and open-use areas — such as lounges, cafeterias, or huddle rooms — throughout the day.

How OFFICE hoteling software can help

Office hoteling software makes room management easier. It helps you:

  • Empower your employees
  • Adjust to a dynamic work environment
  • Increase in-office productivity
  • Gain insight into space utilization
  • Streamline room management
  • Monitor space for high occupancy levels
  • Maintain physical distancing practices
  • Create a safe, healthy office environment

Office hoteling software benefits

remote and flexible check-in options for guests and visitors

Using office hoteling software, employees can easily see and reserve available workspaces. They can access the information they need to decide where they want to work from their desktop, mobile devices, or room displays. And with a map of the floor plan, they know exactly how to navigate the space so they don’t have to spend time searching. When employees return to the office, they’ll do so via a phased re-entry and will likely have more flexible schedules. Many employers will stagger occupancy using alternating shifts. Hoteling software can help smooth the transition back to the office. It eliminates the uncertainty of where employees will  sit and, when coupled with sensor technology, can help reassure them that the space is properly sanitized prior to their arrival.

cost savings

When facility managers know which spaces are being used, you can allocate resources intentionally. Real estate costs are typically a business’ second-largest expense, so it’s important to minimize waste and maximize value. Smart resource management helps companies avoid spending time and money where they’re not needed and refocus their efforts where they will make an impact. For today’s workplace, this is especially critical. With less available space, real estate costs are a concern. As the workforce comes back to the office, there will be more cleaning and sanitizing measures to protect employees. When you know which spaces have been used, you’re able to make the right spending decisions and redistribute your budget for stronger and more frequent cleaning.

Improved space utilization

Whatever real estate you occupy, maximizing your space is a priority. Office hoteling software automates your space management processes, by notifying you when spaces are reserved. That way, you have enough time to prepare the workplace as needed. Another major benefit of hoteling is that it helps you stay ahead of changing needs and make proactive, informed space management decisions. With access to real-time and historical data, workplace leaders can use office hoteling software to optimize your footprint and identify ways to cut real estate costs.

insightful reporting

Through hoteling practices, workplace leaders can gain key insights into occupancy rates and how employees are using spaces, then adjust as needed. The insights gained from hoteling software allow leaders to tackle evolving needs in the workplace, such as modifying seat assignments or re-configuring furniture depending on the number of employees working from the office. That gives workplace managers the ability to keep the office running smoothly. During and following the COVID-19 pandemic, organizations will need to capture and analyze data to identify the best way forward. Whether it’s having the necessary equipment, sending maintenance staff to complete work orders, or keeping an eye on which spaces provide the most value to employees, how you operate today determines where your company is going tomorrow.


By combining desk hoteling software with the capabilities of other technology, such as motion sensors, you gain a holistic view of your space. Integrations help you go beyond seat assignments and real-time space utilization to achieve potential long-term advantages and develop successful strategies. Plus, with calendars and chat platform integrations, employees can automatically receive notifications with the information they need, keeping them informed and ready to work.


calendar view

The ability to integrate desk hoteling software with Google, Outlook, or iCloud calendars allows employees to easily access reservation information from their existing platforms.

iPhone and android apps

With apps available on iPhone and Android, employees can reserve seats straight from their devices, no matter where they are.

web browsers

Desk hoteling software should be accessible from any web browser, so whenever you can access the Internet, you can also book a workspace.

Kiosk in office reception

Office hoteling software should be able to integrate with reception area kiosks or visitor systems to create a safe, touchless experience for pre-registered guests.

digital touch screen

Tech-enabled workplaces may mount digital displays outside of reservable rooms, allowing employees to view and reserve space ahead of time directly on the panel, or via their personal device or computer.

how iot sensors enhance hoteling software

By combining desk hoteling software with the powerful capabilities of IoT sensor technology, facility managers can easily track and monitor utilization, then allocate resources based on actual use. If sensors detect no activity in a space during a reserved time period, you can set your hoteling software to automatically cancel the reservation to free the space for other users.

For workplace leaders, it can be challenging to balance the logistics of practical needs today with the ability to quickly adapt as situations change. Integrating office hoteling software with IoT sensors provides workplace managers with deep insights so you can reconfigure your space. Hoteling can also allow you to adjust the office space for physical distancing by identifying and remedying congested areas.

who uses office hoteling software?

  • Workplace leaders who want to break down the barriers of a traditional office
  • Employees who need a dynamic solution to support their flexible schedules
  • Forward-thinking employers who want to prepare for future disruptions
  • Agile organizations that want to protect the health of their employees and business

Desk hoteling software is ideal for medium and large enterprise companies looking to increase employee health, safety, and productivity, and flexibility to accommodate changing workspace needs without adding cost.

Many employees have shifted to working remotely during the COVID-19 crisis, which initially meant organizations planned to downsize real estate footprints. However, with physical distancing guidelines, the space needed per employee has increased. With a full workforce in the office, that would mean acquiring more space.


By implementing office hoteling software, businesses can not only take advantage of shared spaces, but track reservations to optimize use.