6 Best Office Hoteling Reservation and Booking Systems

Today, not every workplace employs the traditional working style of assigned seating. Hot desking (when employees show up to work and grab whatever desk is available) and desk or office hoteling (when employees can book their workspace ahead of time) are two types of hybrid office options that modern employers are adopting. Workplace management software strives to keep any and all types of alternative workspaces organized and predictable. Many great options are out there, and we will share a few of our favorites with you.

What is Office Hoteling Software?

Office hoteling software typically has various features to meet all workplace management needs. For hot desking, the software will update the desks that are available versus used so employees can easily find a place to work. For desk hoteling, the software will let workers reserve space ahead of time and even on an ongoing basis. Users can also reserve other types of spaces, like meeting rooms, service elevators, lounges, and more.

Workplace management software also gives supervisors a lot of control. Data collection allows managers to see usage trends and forecast future needs. Plus, rules exercise control over who can book workspaces in certain areas and the type of access those workspaces will have. Moreover, there are different views, including a bird’s-eye view of the floor plan and details about a specific workspace.

6 Best Office Hoteling Reservation and Booking Systems

Many excellent software solutions have emerged as hybrid workplaces are popular, especially after COVID changed companies’ operations. For this article, we’ve picked our six favorites to get you started on your search.

1. EMS Software for Desk Booking

EMS Software for desk booking lets workers book, update, change, and cancel reservations using a web tool or mobile app. They can filter available workspaces based on seating or space type, amenities, and equipment. They can also book all sorts of workspaces, from cubicles and offices to shared tables, standing desks, and even lounge seating, like couches.

Create designated neighborhoods so that teams or departments can sit near one another. View a real-time floor plan to see the used space and where everyone works. See data about empty desks and cancellations to tweak your office space.

Key Features of EMS Software

• Set custom rules to manage who has access to certain workspaces.
• In-building kiosks let employees reserve a workspace at the last minute or check in when they arrive.
• The Room Sign App displays bookings on a tablet to show availability and allows workers to book or change reservations.
• Calendar integrations with Google and Outlook help employees keep their work schedule organized.

Source: EMS

EMS’ workplace management software is straightforward, offering all the features you need to control office use. Kiosks, display signs, and integrations add a few niceties that other software may lack. Visitor management also allows you to keep an eye on everyone who’s coming and going beyond your regular staff.

EMS Software is for you if…

• Visitors factor into your office’s space management.
• You want to integrate desk hoteling software with your HVAC to automate heating and cooling based on how the office space is being used.

EMS Software Pricing: By Request Only | Learn More About EMS Software

2. Envoy

Envoy’s hot desk booking software allows you to set which desks are available, unavailable, or permanently assigned. By assigning amenities to workstations, workers can see what they can access and choose accordingly. While the software is geared toward hot desking, it’s also for office hoteling, as there’s an in-advance reservation system.

Teammates and neighborhoods can be designated so workers who need to be near each other can be. Teammates can be assigned by function or project, and built-in flexibility lets them still choose their seats within a neighborhood.

Key Features of Envoy

• Access via the mobile app allows for on-the-go booking.
• Desk utilization data helps managers plan better based on past and current usage.

Source: Envoy

The mobile app, workspace maps, and various reservation options make it easy for both supervisors and workers to use Envoy. The software is ideal for workplaces with various and changing hybrid needs, from hot desking and desk hoteling to social distancing and team-based projects.

Envoy is for you if…

• You have a hot desking office with some employees who want a permanent workstation.
• Social distancing is still a factor, and your workplace has to change availability based on health ordinances.
• You want to incorporate deliveries, visitors, and entire rooms in your workplace management software.

Envoy Pricing: $3 Per Desk Per Month | Learn More About Envoy

3. OfficeSpace Desk Booking Software

OfficeSpace’s desk booking software is for various types of hybrid offices, from those that use hot desking to ones that prefer desk hoteling. The desk hoteling functionality lets employees book workspaces in advance and see which workers are in the office. Plus, anything in the office, not just desks, can be turned into a bookable space.

Sections and seats can be allocated to create neighborhoods so certain teams can be located together. OfficeSpace works on desktop and mobile, as well as touchscreen kiosks, and it can also be integrated with Microsoft Teams and Slack. Supervisors can see historical and real-time booking data and approve or decline requests as needed.

Key Features of OfficeSpace

• Intelligent search lets employees look for workspaces based on location or feature.
• Booking settings let managers limit advance bookings and enable multi-day and recurring bookings.
• Free Addressing uses sensors to update the status of desks in real-time.
• The Insights Hub lets you see seating trends so you can adjust how space is used and forecast demand.

Source: OfficeSpace

Free Addressing is particularly helpful if your workplace uses hot desking. Employees don’t need to reserve a space ahead of time, but you can still automatically monitor which desks are being used. Overall, OfficeSpace is ideal if your workplace uses a few different types of desk booking options.

OfficeSpace is for you if…

• There are more than desks and workspaces that need to be reserved.
• Your workplace has a few types of hybrid workspace options.
• The hot desking Free Addressing feature will be helpful.

OfficeSpace Pricing: By Request Only | Learn More About OfficeSpace

4. Skedda

Skedda has all the workplace management features you’d expect, like floor plan views, self-service reservations, and mobile access. But its ability to create automated booking rules and policies, even complex ones, is where it shines. With permissions management, supervisors have micro-level control over what can and cannot be booked.

Also, while it may not sound major, another benefit of Skedda is that users can use their existing login information. That means your workers won’t have to juggle another login and password combo just to reserve a desk. With user tags, they’ll also get a customized experience once they’ve logged in.

Key Features of Skedda

• Custom, interactive floor plans mean easier, more organized booking for everyone.
• Mobile-friendly software that can be accessed from anywhere.
• Integration with Google Workspace and Microsoft 365 for well-rounded scheduling management.

Source: Skedda

Skedda is one of the best workplace management systems available, especially if you’re acclimating to a hybrid workplace. Several features simplify and automate processes, making the software more pleasant for management and employees to use.

Skedda is for you if…

• Your company has advanced booking needs and specific requirements.
• This is your first go at trying out desk booking for your office.
• Multiple floors in your building need booking services across all of them.

Skedda Pricing: Starting at $50 Per Month | Learn More About Skedda

5. Tango Reserve by AgilQuest

Tango Reserve by AgilQuest is cloud-based desk booking software with mobile access, so it can be used from anywhere. Employees can view workspace availability, filter by amenities, and immediately book a desk. They can also use the software to see who’s in the office and locate coworkers.

Managers can control who can access certain spaces and when they can be booked. You can also set business rules – for example, create a grace period for missed bookings and auto-cancel after a certain duration. Analytics and reporting help you understand how space is utilized and determine if the office needs more or less space.

Key Features of Tango Reserve

• There are three interfaces — desktop, mobile app, or lobby kiosk — so people can reserve from home, on the go, or when they enter the building.
• Three view options to see the entire floor plan, view a List of available workspaces, or find availability for workspaces on the Calendar.
• Set recurring reservations with no end date, and copy previous reservations when employees have preferred workstations.
• Digital desk signs display information about who has booked the desk and when it’s booked, as well as whether the workspace needs cleaning services.

Source: AgileQuest

Tango Reserve prioritizes teamwork, allowing users to create their own teams to keep up with what those closest to them are doing. Preferred and recurring reservation options also help streamline the process for users. Plus, with the ability to book other amenities, the software can keep everything in the office running smoothly.

Tango Reserve is for you if…

• You’re still employing social distancing in the workplace.
• Some departments need to sit together and will create a neighborhood of desks.
• There are additional amenities and services to book, like room setups and breakdowns, equipment, lockers, parking, and service elevators.

Tango Reserve Pricing: Must Contact Company | Learn More About Tango Reserve

6. MotoPress Hotel Booking

MotoPress Hotel Booking is a powerful WordPress booking plugin designed to streamline online property bookings and easily manage accommodations. Although primarily built for hotels, vacation rentals, and B&Bs, it’s flexible enough to be adapted for office hoteling use cases, such as booking meeting rooms, desks, or shared spaces.

The plugin offers a full-featured reservation system with real-time availability calendars, booking forms, and customizable rates. Admins can define various accommodation types, set booking rules, and manage availability across multiple locations. Its compatibility with popular page builders like Divi makes it ideal for businesses looking to customize their booking interface.

MotoPress also supports online payments, automated email notifications, and integrations with major travel platforms via iCal. This plugin provides the automation and control needed to increase bookings and manage a single property or an extensive portfolio of rentable spaces.

Key Features of MotoPress Hotel Booking

• Real-time availability search
• Support for flexible pricing rules, taxes, and seasonal rates
• Online and offline payment gateway integrations (PayPal, Stripe, etc.)
• Flexible booking rules
• Multi-language and multi-currency support for global users
• iCal synchronization with platforms like Airbnb, Booking.com, and more
• Free integrations with Divi, Elementor, and Gutenberg page builders

MotoPress Hotel Booking is for you if…

• You need a customizable WordPress plugin to manage bookable resources or office spaces.
• You want to accept reservations and payments on a WordPress website without relying on third-party systems.
• You are building a scalable system for short- or long-term space rentals.

MotoPress Hotel Booking Pricing: MotoPress Hotel Booking offers premium licenses starting at $139 per year. | Learn More About Hotel Booking

Final Thoughts on the Best Workplace Management Software

While many office hoteling software options share similar features, the one you choose for your office will depend on your specific needs and personal preference. Even if each software package has the same 10 features, that stand-out 11th feature can be the one to push you to choose it. Think carefully about the extras you need or that will make your office smoother. And at the same time, don’t overpay for software with a bunch of features you’ll never have to use.

Since we’re on the topic, check out our article about how desk hoteling can improve your office workspace.

Featured Image via GoodStudio / shutterstock.com