What is a desk booking app?

A desk booking app is software (usually phone, web and Outlook plug-in) that lets staff reserve a hot desk, neighbourhood seat or specific workstation in advance, see who else is in that day and check in on arrival. It's the core tool offices use to run hybrid working without overcrowding on Tuesdays and ghost-towns on Fridays.

Most platforms work the same way: staff open the app, pick a date, see a floor plan with available desks shaded green, click one and book it. On arrival they confirm via a QR code or NFC tap, and the booking releases automatically if no-one shows up within 15 to 30 minutes (the "no-show release" window). The app also handles neighbourhood booking (book any desk in your team's zone), office booking (which floor or which site you're attending) and integration with Outlook or Google Calendar so colleagues can see who's on-site.

The platforms UK offices typically deploy are Robin, Smartway2 (UK-built), Eptura/Condeco, Joan Desk, GoBright and AskCody. Microsoft Places, included with M365 Business Premium and E5, has closed much of the feature gap for organisations already on Microsoft 365. Pricing sits in the £4 to £10 per desk per month range for desk-only plans; bundled with room booking and analytics it goes higher.

The platform choice matters less than the rollout. The app needs to be the path of least resistance compared with just walking into the office, which means single sign-on, a clean Outlook add-in and a 30-second booking flow. Pair the room and desk booking software with under-desk or ceiling sensors and you also get occupancy analytics showing real attendance versus bookings, which is what the property and HR teams need to right-size the floorplate at lease renewal.

Quick reference: software (phone, web, Outlook plug-in) for staff to reserve hot desks, see who's in and check in on arrival; common UK platforms Robin, Smartway2, Eptura/Condeco, Joan Desk, GoBright, AskCody, Microsoft Places.