Desk Sharing Software: 9 Options for Hot Desking, Hybrid Offices, and More

If you’re looking for a desk sharing software, you likely want to:

• Prevent scheduling conflicts and desk hoarding.
• Make it easy for employees to find and book a workspace on the days they’re in the office.
• Encourage in-office collaboration through shared desks.

From our experience working with hundreds of hybrid workplaces, we know that traditional desk-sharing tools often fall short. You’ll still need to manually enforce booking rules, manage last-minute changes, and ensure employees can find the right workspace—whether they need a desk close to their team, a dedicated focus area, or a collaborative space.

Without the right software, desk-sharing can quickly become chaotic instead of flexible.

In this guide, we’ll walk you through 9 top desk-sharing software options, highlighting their key features, pricing, and what sets each one apart—helping you find the best fit for your team's workspace needs.

Here are the 9 desk sharing options we’ll review:

• Awaio - Comprehensive desk-sharing and storage management option for hybrid workplaces
• Archie - Best for businesses that sell co-working spaces
• OfficeSpace - Best for desk sharing and office space management.
• Deskbird - Good for high-traffic office spaces that require incident reporting.
• Officely - Good desk sharing and employee experience management system for SMBs
• Robin - Desk-sharing software with robust visitor management features.
• Tactic - Provides competitive per-desk pricing and Wi-Fi sign-in.
• Skedda - Good for managing resources in gyms, laboratories, offices, and more.
• Kadence - Great desk-sharing software with an AI-powered booking system.

Software	Description	Key Features	Pricing
Awaio	Comprehensive desk-sharing & storage for hybrid workplaces	QR booking, smart lockers, analytics	€69/month (20 desks)
Archie	Ideal for businesses selling co-working spaces	Clickable maps, invoicing, integrations	€152/month
OfficeSpace	Enterprise-level desk & space management	Delegated booking, wayfinding, analytics	On request
Deskbird	High-traffic offices needing incident reporting	Auto check-ins, Slack/Google sync	€2.80/user/month
Officely	SMB-friendly desk sharing & employee experience	Slack-based booking, parking, attendance	Free (5 users), €1.90/user/month
Robin	Desk-sharing with strong visitor management	AI booking, WiFi check-in, interactive maps	On request
Tactic	Budget-friendly per-desk pricing & Wi-Fi sign-in	Schedules, interactive maps, bulk edits	€2.90/desk, €5.70/room
Skedda	Manages resources for gyms, labs, offices & more	Payments, resource allocation, recurring bookings	€95–€190/month
Kadence	AI-powered desk sharing for hybrid workplaces	AI desk suggestions, visitor invites, team scheduling	€3.80/user, Enterprise: Contact

1. Awaio – Desk-sharing and storage management option for hybrid workplaces

Awaio turns desks and other workplace assets into flexible, bookable resources—without the need for expensive hardware or complex installations.

• Instead of messy slack threads or unreliable first-come, first-served habits, employees can instantly reserve a desk by scanning a simple QR code when they arrive.
• Need to plan ahead? Awaio’s interactive office map lets users find and book a space before they even step into the office.
• Want to collaborate? Employees can see where their teammates are sitting and choose a nearby desk—making teamwork in hybrid environments effortless.

And, unlike most desk booking solutions, Awaio is built for flexibility…

Its modular pricing structure means you only pay for what you use—scaling up or down as headcount and work policies shift. No hardware headaches. No overcomplicated IT setups. Just an easy way to keep your office running smoothly.

Sounds cool? Contact us to identify your specific needs and create your digital office. Or read on to see exactly how Awaio helps you create a more adaptable, productive, and cost-efficient workplace:

• Empower office users to book desks on their own without scheduling conflicts
• Discover new ways to improve the office using data from analytics dashboards
• Cut out hidden office expenses and save time on maintenance

Empower office users to book desks on their own without scheduling conflicts

Picture this: You walk into the office, laptop in hand, expecting to get straight to work. But the moment you scan the floor, you realize it won’t be that simple.

• Some desks are occupied, but others—though seemingly empty—have jackets draped over the chairs or water bottles left behind. Are they reserved? Taken?
• You message a few colleagues: “Hey, is anyone sitting at this desk?” No response.
• You consider sitting at an open space, but what if someone shows up claiming they booked it?

This daily scavenger hunt frustrates employees and wastes time, all because there’s no clear, reliable way to reserve desks. That’s where Awaio comes in.

Now You Can Plan Ahead or Book on the Fly—No More Guesswork

Awaio allows employees to reserve desks on their own terms—days in advance, at the last minute, or near teammates.

• Those who like to plan their week can simply click “Find and Book”, view an interactive office map, and select their desk for the days they’ll be in.
• No more Slack messages, no more personal belongings used as placeholders, no more awkward “Is this desk free?” moments.

And for employees who forget to book ahead?

They can reserve a desk on the way to the office using Awaio’s “Here and Now” feature. The live availability map ensures they can find and claim a seat instantly—so they’re not left wandering around or settling for a bad spot.

Ensure Every Space Is Used Efficiently— No More Ghost Bookings

You know how some desks stay untouched all day, even when others struggle to find a spot? Ghost bookings! Awaio prevents this by requiring employees to confirm their booking within a set time window. If they don’t, the system automatically releases the desk, making it available for others.

Employees can customize their confirmation window and receive notifications—e.g., a reminder an hour before their scheduled time, with the desk being released if they don’t check in within 10 minutes. To confirm their reservation, they simply scan the QR code on the desk—no lengthy process required.

This keeps the office running smoothly, ensuring no desk is wasted while preventing overcrowded areas.

Easier Team Collaboration—Find and Sit Near Colleagues

Awaio’s office map allows you to see where colleagues are sitting and book a free deskspace next to them. This means:

• Project teams can sit together without last-minute seat scrambling.
• Employees can easily find teammates for spontaneous collaboration.
• No more showing up and realizing the people you planned to work with are seated across the office.

With Awaio’s smart desk sharing, every workday starts smoothly, every space is used efficiently, and every employee has the flexibility they need.

Sounds like what your team needs? Contact us to identify your specific needs and create your digital office or read how Awaio goes beyond desk booking; making it easy to reconfigure and update office layouts based on occupancy and need.

Discover new ways to improve the office using data from analytics dashboards

Do you often find yourself wondering:

• Are people actually using the space effectively?
• Are departments sitting where they should be?
• Do we even have the right number of desks?

With Awaio’s real-time analytics dashboard, you don’t have to rely on assumptions. You get a clear picture of how the office is actually being used—so you can make informed decisions to create a more collaborative workplace.

See exactly how your office operates with live insights:

• Occupancy Overview – Track how many employees are in the office; broken down by department, team, or location, and forecast office usage.
• Desk Utilization – Identify which desks are occupied and which are consistently left unused.
• Meeting Room Bookings – Spot patterns in room reservations, including how often and how long spaces are booked.
• Utilization Rate – See which individuals, groups, or departments use a desk most frequently.

These insights help you reconfigure your office layout based on actual data—whether that means decreasing the number of costly desks, reassigning underutilized workspaces, or adjusting booking rules to prevent overcrowding.

Cut Out Hidden Office Expenses And Save Time on Maintenance

Because it’s entirely hardware-free and offers a modular pricing structure, Awaio eliminates the hidden costs of fixing outdated hardware and paying for software features you don’t even use.

But it doesn’t stop at desk sharing.

With the Smart Locker system, you can manage storage without extra costs or complexity. Instead of buying new cabinets, replacing lost RFID cards, or sacrificing office space for bulky storage, Awaio lets employees secure their belongings directly from the platform—no extra tools, tags, or keys needed.

Here’s what that means for your bottom line:

• No more buying new cabinets—Awaio Smart Locks can be installed on existing storage.
• No more lost keys or tags—Employees lock and unlock storage from the app.
• No more wasted space—Free up valuable office real estate by eliminating oversized storage units.
• No more expensive repairs—Since Smart Locks run on battery cells and don’t require IoT connectivity, they keep working without constant upkeep.

The savings add up fast.

Just ask Trøndelag Politidistrikt, which reduced logistics and IT equipment costs by 95% after switching to Awaio Smart Locks.

Awaio Key Features

• Desk Management: Enable employees to reserve desks from the application or by scanning a QR code.
• Wayfinding: An interactive map that helps employees and new hires find their way around the office and locate colleagues. They can also use it to find and book resources—desks, rooms, lockers, and parking spots.
• Space allocation: Assign zones to teams and departments.
• Room Booking: Manage static resources and make them bookable with a QR code sticker—all without digital displays, sensors, network infrastructure, or keycard readers.
• Smart locker: Turn existing and new cabinets into shareable resources accessible to assigned individuals, teams, departments, or those who reserved them—all without keys, code locks, or RFID tags.
• Parking and Mobility: Enable employees to find, book, and manage parking spaces, EV chargers, pool cars, and bikes.

Pros

• Entirely hardware-free.
• Facilitates comprehensive workplace management with its tool suite.
• The modular pricing structure makes it scalable and flexible enough to respond to your needs.
• User-friendly interface that drives mass adoption.
• Mobile friendly.

Cons

• Lacks visitor management functionality (launching this in 2025).

Pricing

• Desk Management: €69/month with up to 20 workstations, unlimited number of users
• Office Map: €190/floor
• QR Code Stickers: €3/desk
• Bluetooth Lock: €99/lock

Sounds like what your team needs? Contact us to identify your specific needs and create your digital office.

2. Archie

Best for businesses that sell co-working spaces

Archie is a desk booking software with extra features such as customer lifecycle management. It supports co-working space operators to issue invoices, collect payments, and offer various membership options; from day passes to weekly and monthly plans.

For offices, the platform has a social feed employees can use to search for colleagues, check out upcoming events, and communicate with each other.

Key Features

• Clickable floor plans: Employees can book desks directly from the interactive map.
• Neighborhoods: Split the entire space into zones and assign each one to a specific team
• Integrations: Office365, Google Calendar, Okta, Zapier, and more.
• Data analytics: Graphically renders utilization data, helping you spot waste and potential areas for improvement.
• Community Experience: Employees can create and publish events and chat with each other without leaving the platform.

Pros

• Lets you restrict access to specific zones to only specific individuals or teams.
• Employees can book from anywhere in the world using the mobile app.
• Provides details about office attendance.
• Has a 14-day free trial.

Cons

• Bookings in the mobile app sometimes take a while to sync up with those made via the web app.
• Charges per space, which can easily be exhausted, forcing you to move to higher tiers.

Pricing

• €152/month for hybrid offices and coworking spaces.
• €86/month to get your branded mobile app.

3. OfficeSpace

Best for: Best for desk sharing and office space management.

OfficeSpace is a desk booking system designed specifically for large enterprises to manage desk bookings and office plan changes. Users can create and track facility requests, work orders, and equipment maintenance logs. It also provides data to analyze space requirements, manage space requests, build scenario plans, and then move employees, teams, and departments across floors and sites.

Key Features

• Delegated booking: Give permission to specific users to book desks on behalf of employees and visitors.
• Integrations: Connects with third-party applications such as Office365, Slack, and Google.
• Wayfinding: Employees can find resources and navigate the office using an interactive map.
• Neighborhoods: Organize the office into zones based on the roles, teams, and activities it supports, following a specific sharing ratio.

Pros

• You can set rules that allow only admins to view employee locations and reservations.
• Responsive customer support team.
• Admins can assign seats to employees.
• Intuitive interface.
• You can assign each neighborhood to a particular person, allowing them to make the relevant changes on behalf of others.

Cons

• Wayfinding is only activated if digital signs are attached to desks.
• Users can’t independently make changes to the floorplan, even if it's a minor rearrangement, like changing a desk's location.
• Essential features such as desk availability, utilization tracking, the ability to book desks from mobile, and zone creation are limited to the most expensive tiers.
• Granular usage reporting is limited to higher packages.
• Requires hardware.

Pricing

Available on request.

4. Deskbird

Best for: High-traffic office spaces that require incident reporting

Deskbird offers a suite of resource management tools, including an incident reporting module that makes it easy to respond to safety issues in offices with high foot traffic. Additionally, employees can easily find specific desks using the amenities attached to them.

Key Features

• Interactive Floorplan: Shows all available workstations and where employees are seated.
• Access restrictions: Restrict access to specific desks and other resources to specific individuals.
• Workplace Management: Enforce office attendance policies.
• Visitor Booking: Set up a dedicated desk for guests.
• Automatic check-ins: Wifi connection automatically checks in employees at their booked desks once they walk through the door.
• Integrations: Slack, Microsoft 365, Google, etc.

Pros

• Employees can book for their colleagues and the entire team.
• Modular pricing lets you pay for what you need.
• You can search for desks using the kit assigned to them.
• Integrates with employees' existing systems.
• Responsive customer support.
• Suggests desks to book based on your previous bookings.
• Its modular pricing structure lets you pay for only the features you need.

Cons

• Subscription costs increase significantly as your team's population increases due to its per-user pricing structure.
• It has limited white-labeling capability.
• Doesn't allow employees to set recurring schedules.

Pricing

• Starter: €2.80 per user/month
• Business: €2.85 per user/month
• Professional: €3.30 per user/month
• Enterprise: Contact for pricing

5. Officely

Best for: Desk sharing and employee experience management system for SMBs

Besides its desk-sharing features, Officely aids SMBs in enhancing employee experience with a range of additional features. Office Chat allows you to plan coffee or drinks after work without interrupting those working from home. Office Extras enable your team to reserve items like bike racks, whiteboards, and even spots for pet companions. All of this can be accomplished through applications employees use daily: Microsoft Teams and Slack.

Key Features

• Space allocation: Reserve zones for specific teams, departments, or specific people.
• Booking analytics: Track how individuals or groups use the software via the utilization dashboard.
• Parking Spots: Employees can reserve parking spots ahead of their visit to the office.
• Integrations: Slack, Teams, Microsoft Outlook, HRSs, etc.
• Office Announcements: Employees can create events. This automatically triggers the tool to open a new Slack or Teams channel containing only employees who will be coming in.
• Attendance Tracker: Shows which employees plan to come into the office.

Pros

• Displays the employees around each day in Slack, so others can plan their schedules and be encouraged to come in.
• Lets users create and publish after-work events in Slack.
• Employees can see who'll be coming in.
• Admins are allowed to reserve desks for others.
• User-friendly interface.
• It has a free plan and a free trial.

Cons

• The informal tone of the notifications, coupled with the excessive use of emojis, may make the tool unsuitable for large enterprises.
• The Slack integration sometimes glitches.
• Lacks a floor plan.
• Per-user pricing skyrockets subscription costs as your company grows.

Pricing

• Free for up to five users
• Basic: €1.90/user per month
• Premium: €3.33/user per month
• Enterprise: Contact for pricing

6. Robin

Best for: Desk-sharing software with robust visitor management features.

Also known as Robin Powered, Robin is a comprehensive workplace management platform that includes tools for booking desks, scheduling rooms, and managing visitors. In addition to utilization insights, the software uses data from the company’s Wi-Fi network and sensors to accurately identify individuals present in the office.

Key Features

• AI-assisted booking: The AI system suggests the best desks based on past bookings and books them.
• Check-in Systems: Employees can check in manually or rely on the system's WiFi-based check-in.
• Floorplan: Interactive map for finding sitting employees and navigating the office complex.
• Analytics: Track desk utilization metrics via intuitive dashboards.
• Visitor bookings: You can book desks for visitors.

Pros

• Employees can share details about their reservations over Slack or Microsoft Teams.
• Desks can be booked directly in Slack, Teams, or Outlook.
• Admins can permanently assign desks to individuals or teams.
• Integrates with Slack, Google Workspace, Microsoft Outlook, etc.

Cons

• Users complain about having difficulty when booking desks for multiple days, updating floor plans, or checking in.
• Uses hardware.

Pricing

Available on request.

7. Tactic

Best for: Competitive per-desk pricing and Wi-Fi sign in

Tactic is a comprehensive workplace management solution with features that support desk booking, room reservations, and visitor management. Its key advantage is a very competitive per-desk pricing that starts from $3/desk. Additionally, the platform allows users to bulk-edit details associated with multiple spaces simultaneously and track desk usage via graphs and charts.

Key Features

• Weekly Schedules: Create reservations for the entire week and see them all on a single interface.
• Team Schedules: Search for specific colleagues using their names, discover when they'll be at the office, and see where they're seated.
• Future booking limits: Control how far into the future employees can reserve desks to ensure equitable distribution of desks.
• Interactive map: Find colleagues and see where they're seated.

Pros

• Utilization data can be downloaded in various file formats for deeper analysis.
• It has a 14-day free trial.
• Uses a modular pricing structure, making you pay for just the features you need.
• Users can book desks from Slack or Microsoft Teams.

Cons

• Some users experience difficulty logging in with their work emails, so they have decided to abandon the SSO login option altogether.
• The web application lags when loading.

Pricing

• Desks: €2.90 per desk/month
• Rooms: €5.70 per room/month
• Visitors: €95 per location/month

8. Skedda

Best for: Managing resources in gyms, laboratories, offices, and more

Skedda is a space management platform for reserving desks and meeting rooms in various organizations—gym locker rooms, laboratories, offices, and more. The platform lets users set custom booking rules, permissions, and policies to limit access to specific resources.

Key Features

• Interactive Floorplans: Two-dimensional maps, which employees can use to find and book resources.
• Workplace Intelligence: Track desk utilization.
• Online Payments: Enables businesses to collect payments via the platform for resource bookings.
• Space Allocation: Create neighborhoods and assign each one to specific groups.
• Repeat Bookings: Automates booking the same desk on different days.

Pros

• Two-way calendar sync allows employees to book desks and resources and have those bookings reflected instantly in their calendars.
• Let's you restrict access to specific desks and allow selected users to see where others are seated.
• Supports recurring reservations, such as booking the same desk every Tuesday.

Cons

• Each pricing package has space limits that are easy to reach.
• The per-space pricing structure escalates subscription fees as you scale.
• The QR code feature only facilitates check-ins.
• Vital features such as white labeling and check-in confirmations are limited to higher tiers.

Pricing

• Starter: €95/month for up to 15 resources
• Plus: €142/month for up to 20 resources
• Premium: €190/month for up to 25 resources

9. Kadence

Best for: Great desk-sharing software with an AI-powered booking system

Kadence is a desk booking platform designed to manage hybrid workplaces and boost collaboration between hybrid and distributed teams. One of the platform’s standout features is its built-in artificial intelligence system.

Users can direct the AI agent to book the best desks, confirm team members’ availability, schedule meetings, and more. Furthermore, companies without an office complex can book desks for their teams in any of the thousands of shared offices or workspaces registered to the Kadence network.

Key Features

• Kadence AI: Use artificial intelligence to engage in natural conversation to book desks, schedule meetings, and confirm if team members are in the office.
• Visitor Management: Grant visitors access to your workplace by emailing them an invitation to the platform.
• Workplace Events: Broadcast special announcements, such as fire drills, schedule team-building events, and find an amenity nearby for teammates to congregate without leaving the platform.
• Flexible Office Spaces: Find and book desks or rooms in thousands of shared offices and workspaces registered to Kadence’s network in your area.

• Workplace Analytics: Access accurate space utilization data insights to track utilization, avoid resource waste, and reorder workspaces.

Pros

• Users say the support team responds promptly to complaints and is knowledgeable enough about the product to fix them.
• The application is intuitive and easy to learn.
• Integrates with Slack, Google Calendar, Microsoft 365, etc.
• The interface is intuitive.

Cons

• Calendar integrations are a bit clunky.
• The floorplans aren't free and cost a lot ($250 per office plan, per floor).
• Lacks a free trial.
• It doesn't extend to other resources such as parking spaces, equipment, and lockers.

Pricing

• Standard: €3.80 per active user/month
• Enterprise: Contact for pricing

Things To Look for In Desk-Sharing Software for Offices

1. Mobile and desktop access for booking on the go (for spontaneous or last-minute reservations) or at home when planning your week.
2. Multiple desk booking options, such as recurring and on-demand bookings, so you can assign desks, and employees can reserve desks according to their usage preferences.
3. Visual floor plans that are interactive and allow employees to find colleagues and available desks, as well as navigate the office complex without getting lost.
4. Live availability to avoid double bookings and check-in options like QR codes to prevent ghost bookings.
5. Data insights on desk usage to help with workspace resource planning, scaling, reconfiguration, and repurposing.
6. Integrations with calendars and communication apps and intuitive interfaces that drive employee adoption.
7. Customizable booking rules to manage resource utilization and mitigate waste caused by ghost bookings
8. Space segmentation functionality allows you to divide the entire office space and resources into neighborhoods and assign them to teams or departments.

Frequently Asked Questions (FAQs)

What is desk sharing?

Desk sharing is a workplace management strategy in which individuals in a shared working space share desks instead of being assigned one. This means they can reserve any free desk to work from each day, whether it is in a focus zone, collaboration area, or any space that supports their current task.

How do I share my desk?

To share desks, you should use a desk-sharing platform like Awaio. This allows employees to find and book available desks and leave them for others to use once they’ve finished their tasks.

Does Microsoft have a desk booking system?

Yes. However, it has a very technical setup process.

What is hot desking software?

Hotdesking software is a mobile app or website that allows individuals in a shared office space to reserve and use desks on a first-come-first-served basis.