Add all workstations in your space—such as hot desks and dedicated desks—on the Desks page, along with their seating capacities. Depending on your configuration, customers can:
Book desks hourly or daily
Subscribe to long-term desk rentals (weekly, monthly, etc.)
Administrators get real-time visibility into availability and occupancy of desks across the entire space.
Desk type | Explanation |
Hot desk | Shared desks that are not dedicated to a specific customer. Multiple users can book seats based on availability. |
Dedicated desk | Fixed desks reserved for specific customers for the duration of their booking or subscription.. Manage dedicated desks |
Enable Desks
To start using the Desks module:
In the left-side panel, click the menu (...) next to your location name.
Go to Location settings > Resources > Desks and toggle the "Desks" switch on.
Book ahead — set how far in advance users can book desks.
Day passes — enable this option if you offer hot desk plans that include day passes and let users book hot desks using their day passes. Sell membership plans with day passes
Usage limit — control whether members can use only one or multiple day passes from their balance for booking per day. This is useful if you want to prevent members from booking a desk for themselves and their friends using their own day passes.
Add desks
Go to the Resources > Desks page.
Click
Add desktop right.
Fill in the desk details.
Desk configuration
Section name | Meaning |
Desk photo | 2x1 format. On the overview of all desks, the image will be cropped to a square and centered. When opening a specific desk page, it'll show uncropped. |
Type |
|
Name | Choose one of the following approaches:
|
Seating capacity | Number of seats this desk or zone allows. |
Description | Appears on the desk page. Include any important information customers need to know. |
Money | The monetary price for hourly/daily bookings in your location currency. If you offer varying prices for different booking durations, set up price tiers.
Disable this switch if the desk is only available for long-term rental. |
Credits | The credit price for hourly/daily bookings. If you offer varying prices for different booking durations, set up price tiers.
Disable this switch if the desk is only available for long-term rental. |
Day passes | Appears for "Hot desk" type. Enable to allow members to book this desk with day passes payment method. |
Dynamic pricing (beta) | Automatically adjusts desk price based on demand within your defined range. Set dynamic pricing for resource |
Plans | If you offer long-term rentals (weekly, monthly, etc.) of this desk, enable the "Plans" switch and add tiers. How to configure tiers
Disable this switch if the desk is only available for hourly/daily bookings. |
Availability increment | The frequency of available time for desk booking. It shows up as a step on booking. |
Min & Max duration | Minimum & maximum duration limits for hourly/daily bookings. Applies to all users except administrators.
|
Rescheduling policy | Select whether users can reschedule bookings for this desk or cancel and get automatic refunds. Understand refunds |
Custom schedule | Set custom working hours for this desk, independent of the location's overall schedule. |
Confirmation email | If you want to send a custom booking confirmation email, select which users should receive it when making a booking, and paste your email text. |
Visibility | Determine which user groups can see this desk. |
Booking | Determine which groups of users can immediately book the desk, while others can apply for a booking. |
Access | Determine the access control group to which users are synced upon booking this desk. |
Calendar sync | Sync booking for this desk with the selected Google Calendar. |
Desk setup options
If your desks are organized by zones and you want users to book seats within a zone without selecting a specific seat, create each zone as a desk with a certain seating capacity. Users can then select a zone and book or sign up for one or more seats. If you have floor plans, the seats will be reflected accordingly.
To allow users to book or sign up for a specific seat and view its availability, create each seat as a separate desk with the seating capacity of "1". Users can then select and book their preferred seat. If you have floor plans, the seats will be reflected accordingly.
How administrators track desk bookings
Go to Resources > Desks > select the "Bookings" tab and a date.
By clicking on a specific desk booking, administrators can check more details about it, including the price and payment method.
Track all new bookings created or canceled on the Notifications page. Manage admin notifications
Go to the Customers page > choose a user > click on Bookings > find the necessary booking.
Ask a customer to show you the booking right in their member web portal or mobile app on the Account > Bookings page.
Learn how users book a desk and sign up for a desk.
FAQs
How can I block off desks from bookings for several days?
How can I block off desks from bookings for several days?
If you are having an event in the space or holidays are coming, mark the corresponding dates as closed in your location schedule so that all resources are unavailable for bookings by your customers on those dates.
To block only desks while keeping other resources available, mark the corresponding dates as closed in each desk’s custom schedule. Configure the schedule
How to define the desk booking schedule for members and nonmembers?
How to define the desk booking schedule for members and nonmembers?
You can either configure a location-wide schedule that applies to all resources or configure a custom schedule for a specific desk if it needs different availability. Configure the schedule
How to correctly configure a workspace for one-day booking?
How to correctly configure a workspace for one-day booking?
Go to Resources > Desks page > start adding a desk.
Set the minimum and maximum time as "1 day". Set the daily price.
Configure the other properties.
Once done, your customers can book a desk at a daily price on the Desks page.