Hot Desk Booking System For Hybrid and Flexible Working

InVentry’s hot desk booking system lets staff book a desk for the days they’re in the office.

Developed in the UK, it lets them secure any free desk with the features they need, on the days they need it, at the touch of a button. Desk Bookings is part of Space Bookings, our room and space booking platform.

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Simplify Your Booking Processes With Our Hot Desk Booking Software…

Managing flexible working doesn’t need to be complicated. With InVentry’s hot desk booking system, staff can see which desks are free and book the one they need, where and when they want it, with extras such as dual screens or a printer.

The system lets staff book from anywhere and plan their office days in advance, so they get the desk that suits them. Every desk stays organised, nobody can double book, and last-minute changes update straight away.

That Can Integrate With Your Current Systems…

The booking system integrates with your existing workplace tools, adding desk bookings to staff calendars. Staff can book, modify or cancel a desk reservation in a few clicks, whether it’s for next month or the next hour. The cloud-based platform means bookings can be checked from any location, and managers can see who is in the office and where, and adjust bookings when needed.

And Allow Staff to Make the Most of Their Time When in the Office.

Built in the UK for modern businesses, our hot desk booking software makes the most of the desks you have, so staff spend their office time working rather than looking for a space. Settings for equipment, location and time frames can be tailored to your organisation and staff, keeping the office organised, accessible and running smoothly.

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Want to Know More About Desk Bookings?

Speak to us today to find out how our hot desk booking system can benefit your business.

Trusted By More Than 10,000 Organisations

Designed in the UK with flexible working in mind, our hot desk booking system works for organisations of every size. It prevents double bookings and saves staff time looking for a suitable space. Because it shows what’s available, where and when, along with each desk’s features, staff get exactly what they need from their booked space.

InVentry’s customers include the Home Office, National Grid, EDF and Legal & General, and we’re ISO 9001 and ISO 27001 accredited.

How Our Hot Desk Booking System Works

1. Set Up Your Desks

Add each desk with its location and the equipment it has, such as dual screens, a printer or a webcam. Then set how long people can book it for and who is allowed to book.

2. Staff Book a Desk

Staff choose a date, start and end time, location and floor, then book a free desk in advance or at short notice. Desks are grouped into zones, such as Finance or Marketing, and staff can book for themselves or for a colleague.

3. Bookings Go into Calendars

Desk reservations appear in Google and Outlook calendars, and any change or cancellation updates across calendars in real time.

4. Arrive and Get to Work

Staff go straight to the desk they’ve booked, and managers can see who is in the office and where they’re sitting. For a full record of everyone on site, pair it with our staff sign in and out system.

The Many Features of Our Hot Desk Booking Software

Ideal for offices with flexible working, our hot desking software gives staff a quick way to find the right desk, in advance or at the last minute, and gives you the tools to manage desk space across the office.

Effortless Integration for Simplified Scheduling

Our hot desk booking system integrates with Google Workspace and Outlook, so desk reservations appear in your calendar automatically. Staff can plan their office days around meetings without scheduling conflicts.

Customisable to Fit Your Needs

Set up desk booking to suit your requirements. From dual screens and printers to desk location and booking durations, the system can be configured so each desk is set up for its intended purpose and staff find the right one quickly.

Cloud-Based Hot Desk Management Software

Desk schedules are stored securely in the cloud and can be accessed at any time. Booking information stays visible even during network disruptions, and real-time updates keep availability accurate for everyone.

Instant Visibility with Real-Time Updates

See the day’s bookings at a glance, with available and booked desks clearly shown, so staff can adapt to last-minute changes and impromptu bookings throughout the day. Each desk is marked as available, unavailable or out of order.

Desks Organised Into Zones

Group desks into zones by team or department, so staff can see how many desks are free in each area and sit near the people they work with. The system suggests a best-match desk, shows nearby teammates and shows which desks colleagues have already booked.

Flexibility for Quick Adjustments

If a booking is cancelled or a desk is no longer needed, the system updates immediately and frees the desk for colleagues, so every desk gets used.

Booking Permissions and Multi-Site Management

Control who can book desks by setting permissions for individuals or groups. If your organisation has more than one building, one platform manages hot desk bookings for every location, and staff can search by city, location and floor.

Complete Resource Management

Space Bookings goes beyond reserving a desk. Our room and space booking system also books meeting rooms, auditoriums, classrooms and visitor parking, so everything your organisation needs is managed in one place with less admin.

Space Booking Integrations

Space Bookings integrates with third-party platforms and hardware to make booking more efficient for everyone. Integrations include:

Google Workspace

Desk bookings are added to your calendar, and invites go to all participants.

Microsoft Outlook

Desk bookings appear in your calendar, and instant invites go to those attending.

Microsoft Teams

Invite attendees to join a booked meeting virtually.

Meeting Room Screens

Use screens to view live availability and book your spaces.

RFID

Tap your RFID card to sign into a booked meeting room.

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Hot Desk Booking System FAQs

Answers to common questions about InVentry’s hot desk booking system and how it can improve your organisation’s space management.

What is a hot desk booking system?

A hot desk booking system helps organisations manage flexible working by letting staff reserve a shared desk before they arrive. Much like our meeting room booking system, InVentry’s system makes sure desks are used efficiently and prevents double bookings through real-time updates and central management.

The system lets staff reserve desks with extra resources such as additional monitors, printers and webcams, so they don’t lose time on the day looking for the right set-up. They can book well in advance if they want a specific desk, or at the last minute if plans change. Cancelling a desk updates the system in real time, so the desk goes straight back to colleagues.

What’s the difference between hot desking and desk booking?

With pure hot desking, staff take any free desk on a first-come, first-served basis. Desk booking adds a reservation step, so staff choose a desk in advance and know it will be free when they arrive. InVentry’s system supports both: staff can book ahead or book a free desk at short notice.

How does the hot desk booking system work?

InVentry’s hot desk booking system is cloud-based, so users can book, modify and cancel desks from anywhere. It syncs with your calendars, so bookings appear automatically, and real-time availability shows which desks are booked and which are free for last-minute bookings.

Permissions can be set so that only authorised individuals or groups can book desks. The system also manages bookings across multiple locations, so staff can book a desk in any of your buildings from one platform. You can adjust settings such as equipment availability and booking durations to suit your organisation and staff.

How much does a hot desk booking system cost?

Desk Bookings is sold separately from our visitor management packages. Speak to our team for a quote, or book a demo to see how desk booking would work for your offices.

How do I cancel or modify a desk booking?

Users can modify or cancel a booking through the platform at any time. Changes show in real time and availability updates across all calendars, reducing the risk of double bookings or conflicts.

What is the benefit of using a cloud-based hot desk management system?

A cloud-based hot desk management system, like InVentry’s, keeps your booking information accessible from any location. Staff can manage their bookings from anywhere, even when they’re not on site, and updates happen in real time.

What if something goes wrong? Do you have support on hand?

Yes. Our UK-based technical support team is available by phone Monday to Friday, 7am–5pm, and our support portal and live chat are open 24/7, so you can raise an issue at any time and we’ll get you back up and running quickly.

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Meet Some Of Our Existing Customers

Testimonials

See some examples of what our customers have to say about InVentry. For even more, visit our testimonials page.

View Our Testimonials

Space Bookings has streamlined our room booking process, allowing everyone within the business to easily book meeting rooms whilst offering a professional and impressive system.

Simon Layton – Centre Director
– The Trafford Centre

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