Top 5 Hot Desk Booking Software for Hybrid Teams

When companies brought people back to the office, many ran into the same problem: not enough desks and confusing bookings. In London, some JPMorgan staff said they had to come in early just to find a seat. HSBC’s new HQ showed big desk shortages on busy days. Amazon heard complaints in a few cities and slowed its rollout where space was tight. Google Cloud even asked teams to share desks on alternating days, which upset people and proved how much clear rules and visibility matter.

The good news is that desk reservation tools fix these problems by making booking fair and simple. 

The best desk booking software at a glance  

1. Archie: Best desk booking software for mid-sized and larger hybrid offices. 
2. OfficeSpace: For large hybrid offices with bigger budgets and complex needs. 
3. Robin: For hybrid teams that want simple desk booking with strong integrations. 
4. Envoy: For companies that want desk booking combined with visitor management and workplace safety. 
5. Officely: For hybrid teams that use Slack or Microsoft Teams every day and want booking inside their chat app.
    

Archie

Best suited for: Mid-sized and larger hybrid teams looking for full-featured, reasonably-priced desk booking software.  

Archie keeps bookings simple. You pay per resource, not per user, so your costs match the number of desks and meeting rooms you actually manage. This is perfect for mid-sized companies where people rotate between home and office.  

The web and mobile apps are clean and quick, and interactive floor maps show what’s free and where teammates are sitting. Archie also syncs with Outlook and Google Calendar, so bookings show up next to regular meetings. 

Teams like Archie because it just works. The interface is easy to pick up, support is quick, and it integrates smoothly with existing tools. But, for very small offices, the Starter plan may be more than you need.  

Pricing: From $2.80 per desk, with a $159 monthly minimum. Free trial available. 

OfficeSpace 

Best suited for: Large hybrid offices on a bigger budget. 

OfficeSpace makes it simple to book desks on an interactive floor plan, set team “neighborhoods,” and track usage. Admins get occupancy reports and tools for planning moves. Integrations with Microsoft 365, Google Workspace, and Slack help it fit into existing workflows. Employees find it user-friendly, and the mobile app makes booking on the go easy. 

The downside is cost. Pricing isn’t public, but reviews suggest it can be expensive as you add users or sites, with a setup fee on top.  

Pricing: OfficeSpace works on a custom quote basis, and review sites suggest prices often start around $60 per user per month plus a setup fee. You’ll need to speak with their sales team for exact numbers, but demos are available. 

Robin 

Best suited for: Hybrid teams that want an easy way to book desks with strong integrations. 

Robin’s interface is intuitive, letting people reserve desks or rooms in just a few clicks. Maps show availability and where coworkers are sitting, and integrations with Outlook, Google, Slack, and Teams keep everything in sync. The mobile app makes booking on the go simple. 

Companies like Robin for its quick rollout and real-time visibility into who’s in the office. Admins get occupancy analytics, but the per-user pricing can add up fast. Some users mention small app glitches, though they’re minor. 

Pricing: Robin doesn’t publish exact rates, but estimates suggest it starts around $70 per user per month. A free trial is available so you can test it before committing. 

Envoy

 

Best suited for: Companies that want desk booking combined with strong visitor management and workplace safety features. 

Envoy lets employees book desks in advance, see who’s coming in, and check in on arrival. Admins get analytics on desk and room use, and it integrates with Slack, Microsoft 365, and Google Workspace. It’s also known for polished visitor check-ins and security features. 

The main trade-off is cost. Pricing is per active user, so larger teams may find it adds up quickly. Some advanced features, like hot desking and detailed reporting, are only in higher tiers. 

Pricing: Envoy’s plans start at $3 per active user per month, but desk booking requires the Premium plan at around $5 per user per month. Higher enterprise tiers are available for advanced features. A free trial lets you test the platform before committing. 

Officely 

Best suited for: Hybrid teams that live in Slack or Microsoft Teams and want desk booking built right into their chat app. 

Officely lives in Slack and Teams, so employees can book desks, see who’s in, and check in without leaving chat. It’s quick to adopt and helps teams coordinate office days easily. Small touches like booking for a colleague or seating teams together add to its appeal. 

The catch is that it only works if you use Slack or Teams, and it’s limited compared to bigger platforms. You get hot desking and attendance but not extras like visitor management or advanced analytics. 

Pricing: Officely is free for up to 10 users. Paid plans start at about $2.50 per user per month (billed annually), making it one of the more affordable desk booking tools for mid-sized teams. A free trial is available for the paid plan. 

Have you found the best desk booking software yet?  

Here’s a simple checklist to help you choose the best desk booking system:  

• Match it to your tech stack. If you use Microsoft 365, check Outlook and Teams. If you use Google Workspace, check Calendar integrations. 

• Pick a pricing model that fits how you work (per user or per resource). 

• Make sure it has the basics you need: live floor maps, QR check-in with auto-release, SSO or SCIM, clear analytics, and a solid mobile app.  

• If you have more than one office, confirm it supports multiple locations, team neighborhoods, and role permissions. 

• If you need visitor management or door access, see what is built in or what integrates well. 

• Shortlist two or three vendors, run a two-week pilot with clear goals (lower no-shows, faster check-ins, fewer conflicts), and include IT, Facilities, and HR before rolling it out. 

Once you pick a tool, start with one team, gather feedback, tweak your settings, and then roll it out to everyone. Your office will finally work the way your team works!