You might offer flexible hot desk plans that include a set number of day passes per period — e.g., a "10 day passes per month" or a "20 day passes per 3 months" plan. Such plans are perfect for customers who need occasional access to your space rather than daily use. The system handles automatic balance reduction for each member and provides an accurate overview of hot desk occupancy on any given day.
Set up plans with day passes
1. Enable "Day passes" in Location settings
Go to Location settings > Desks.
Enable "Day passes" and configure "Usage limit".
2. Create membership plans with day passes
3. Configure hot desks for booking
Members on plans with day passes will book hot desks on the days they are coming.
Go to the Desks page and add your hot desks.
Name the desks:
For zone-based booking: Name hot desks according to zones in your space (e.g., "Open Space," "Lounge Zone"). In the "Seating capacity" field, specify the number of seats in each zone. It ensures accurate occupancy tracking by zones and helps users locate the desk they have booked.
For specific seat booking: Create each numbered desk separately (e.g., "Hot desk 1," "Hot desk 2").
Set pricing:
Enable the "Money" switch and enter a monetary price per day or hour. Nonmembers will pay this amount for one-off bookings.
Enable the "Day passes" switch to allow members on day pass plans to book this desk.
Members can only use day passes to book resources with the "Hot desk" type.
How members use day passes
Once users sign up for a plan with day passes or administrators create a subscription for them, they receive day passes to their balance.
Members use day passes to book a hot desk on the Desks page on the dates they visit the space. The system automatically reduces their balance.
If unused, day passes expire at the end of each subscription cycle, and the new balance accrues with subscription renewal.
Important: Under the current system, members can use day passes to book dates only within their current subscription cycle and not beyond it.
Starting November 1, 2025, a new system of scheduled day pass transactions will apply—learn more here. The new system is already active for all customers who joined on or after June 13, 2025.
How day passes work
1 day pass is the cost of 1 desk booking regardless of duration.
Only members can use day passes for hot desk bookings. Nonmembers go to the Desks page > choose an available hot desk for the necessary date > book and pay the monetary price.
Members can book desks with day passes only in their home location and cannot use day passes across other locations in your network.
Day passes cannot be used to form continuous multi-day bookings. Each day requires a separate booking.
How to check the balance of day passes
To view their current balance and day pass transactions:
Customers go to the Membership > Day passes page.
Administrators go to the Customers page > open the customer's profile > Day passes. Administrators can also manually give or charge day passes from the customer's balance here.
Analyze hot desk usage
Track occupancy
Go to the Resources > Desks page and see how many hot desk seats are available in specific zones on any given day.
Go to Analytics > Occupancy page > check the "Hot desks" pie chart to view the occupancy rate for hot desks as of today.
Track sales for hot desk plans
Go to the Analytics page > tap
Create reporttop right, and generate the "Subscriptions" report type.Filter the "Title" column to see how many members and companies have subscriptions for hot desk plans.
FAQs
How can users book one day pass?
How can users book one day pass?
If a user wants to book one day pass for a specific date, they must book a hot desk directly on the Desks page and pay the required monetary amount. Meanwhile, a bundle of day passes can be received by signing up for a plan with day passes.
For a user with an annual "Unlimited day pass" subscription, do I still need to assign 365 day passes?
For a user with an annual "Unlimited day pass" subscription, do I still need to assign 365 day passes?
It depends on whether you want to give the user a dedicated desk or allow flexible access:
Dedicated desk: Assign one seat to the customer in the "Assignments" section of their subscription. This desk becomes theirs exclusively, reducing overall desk availability. They won’t need to book it daily, and others won’t be able to use it.
Flexible access: Provide the customer with 365 day passes in their subscription and ask to check in by booking a desk each day they visit, using one pass from their balance. This allows the desk to stay available for others when they’re not using it.
Can I manage member's expired day passes?
Can I manage member's expired day passes?
When a member's subscription expires, managing their day passes becomes not possible because day passes are directly tied to an active subscription. Once the subscription ends, day passes expire as well.
To regain day passes, your member can re-subscribe to a plan that includes them, or you can create a subscription for them.
How can I give or charge day passes to the member manually?
How can I give or charge day passes to the member manually?
Administrators can manually give or charge day passes only to a member or a company with a subscription:
Go to Spacebring > Customers > selecte a user or a company > Day passes.
Press
+or-next to expiring day passes > enter the amount > if needed, type the reason for giving or charging day passes in the "Memo" field to help members recognize the transaction > pressGiveorCharge.The customer will get a notification about the day pass transaction and can also check it on the Membership > Day passes > Transactions page.
How can I give a free trial day or a discounted desk booking to new customers?
How can I give a free trial day or a discounted desk booking to new customers?
To offer new customers a free or discounted desk booking, create a coupon and promo code with the desired discount redeemable for all or a specific desk in your app. Users who receive the promo code from you will be able to redeem their discount directly at checkout when booking a desk in your app.