Add and manage all workstations in your space—such as hot desks and dedicated desks—on the Desks page.
With desks, you can:
Organize your workspace into desks or zones with defined seating capacity
Let customers book for short-term (hourly or daily) and/or subscribe for long-term rentals
Let the system automatically track all bookings and long-term rentals, giving you a live overview of desk occupancy across your entire space.
Configure general desk settings
In the left-side panel, click the menu (...) next to your location name.
Go to Location settings > Resources > Desks and make sure the "Desks" switch is toggled on.
Book ahead — set how far in advance users can book desks.
Day passes — enable this option if you offer membership plans that include a number of day passes per period. It will let users book hot desks using their day pass balance. 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.
Set up 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.
|
Credits | The credit price for hourly/daily bookings.
|
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.
|
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 if they are different from the general location 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. |
Parent room | If this desk overlaps with or is related to a larger space (e.g., it's located within an Event hall), select that larger space as a "Parent room". When the parent room is booked, this desk is automatically blocked for booking, and vice versa. |
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.
What's next
Once your desks are set up:
Customers can discover them on the Desks page and book or sign up for rental.
Administrators receive notifications about new bookings and sign-ups on the Notifications page.
The Desks page shows a real-time overview of desk occupancy across your space.
Additionally:
Check bookings by day on Desks > "Bookings" tab.
Check all bookings for a specific period or a specific customer on the Resources > Bookings page.
Track all long-term desk rentals on the Resources > Assignments timeline.
Related articles
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.