When companies no longer need to assign every employee a fixed desk, they can save office space, create more flexible workplaces, and improve the employee experience by letting people choose where they want to work.

Of course, that kind of flexibility doesn’t happen automatically. Moving to hybrid work brings a few practical challenges, such as:

• Finding available desks: When dozens or even hundreds of people come in on the same day, no one wants to waste time searching for an open seat.

• Avoiding double bookings: Shared spaces can easily lead to confusion when two people expect to use the same desk.

• Balancing office occupancy: Without visibility into who’s coming in, offices swing between being half-empty and overcrowded, neither ideal for productivity.

• Keeping teams close: People want to sit near their teammates, but organizing that manually is complicated.

• Tracking utilization: Facility managers need data on which desks are used, when, and by whom to plan layouts and justify costs.

• Supporting hybrid schedules: Employees split their time between home and office, so bookings need to sync with calendars and update in real time.

That’s where desk booking software makes all the difference. It’s not just about reserving a seat, it’s about managing space intelligently so employees can work where they prefer, near their teammates and the equipment they need, while office managers gain clear insights to optimise the workplace.

So forget the spreadsheets, which in the end only waste time and add to the complexity, and check out these seven solid options to help you tackle hot desking challenges in your hybrid work environment.

1. Dibsido

Source

Dibsido stands out in the desk booking software market for its clean, intuitive approach to resource scheduling. Its desk booking tool is competitively priced and designed for fast, self-guided onboarding. Teams can get started within minutes, without needing lengthy implementation or training.

Right from the start, Dibsido includes features that many competitors lock behind higher-tier plans, such as interactive floor maps, space utilization analytics, flexible booking options, user and permission management. The platform also connects seamlessly with widely used workplace tools like Google Calendar, Outlook, Office 365, Microsoft Teams, and Slack, making it easy to fit into existing workflows.

Dibsido’s simplicity is one of its biggest strengths. It offers functionality to support hybrid work and shared seating policies, while staying lightweight and easy to manage. This makes it an excellent choice for small and mid-sized companies looking for an affordable, mobile-friendly desk booking system.

Among other desk booking solutions, Dibsido ranks among the highest, earning 4.8 out of 5 stars from reviewers. For those who prioritise practicality, ease of use, and quick deployment over complex, enterprise-level setups, it’s an excellent choice.

Dibsido in a nutshell:

• Best fit: Smaller, growing, and mid-sized organizations

• Pricing: Starts at $1.9 per user/month (billed annually)

• Free version: Yes, for up to 20 users

• Free trial: Yes, 14-day free trial

• Mobile availability: Yes, iOS and Android

Pros:

• Straightforward user interface with “one-click” bookings

• Excellent price/value ratio

• Full functionality, including analytics, available from day one.

Consider:

• Fewer high‑end features compared to enterprise‑grade tools.

• Limited advanced analytics (though sufficient for most SMBs).

• Could benefit from deeper third‑party integrations, according to analysts.
  
  

2. Deskbird

Source

Deskbird’s hot desk booking tool is part of a broader workplace platform that also covers meeting room scheduling, visitor management, and office utilization analytics. Thanks to its modular pricing, the desk booking feature can also be purchased on its own, making it flexible for companies that don’t need the full suite.

Based in Europe, Deskbird puts a strong focus on simplicity. The company promotes a “no training needed” approach, which shows in its clean, intuitive design, something users frequently highlight in reviews on G2 and other platforms.

Another key strength is its ability to integrate seamlessly with existing tools. Deskbird offers more than 200 plug-and-play integrations with popular platforms such as Microsoft Teams, Slack, Outlook, Google Calendar, and various HR systems, allowing teams to manage bookings within the tools they already use.

Overall, Deskbird has become a popular choice among mid-market and enterprise companies that value ease of use and quick adoption at scale. If you are looking to simplify hybrid work coordination and desk management without lengthy onboarding, Deskbird is a solid choice.

Deskbird in a nutshell:

• Best fit: Mid-sized organizations to enterprises

• Pricing: Starts at $3.27 per user/month (billed annually)

• Free version: No permanent free tier

• Free trial: Yes, 7-day free trial

• Mobile availability: Yes, iOS and Android

Pros:

• Quick to adopt with minimal onboarding required.

• Offers a wide range of integrations right out of the box.

• Strong emphasis on data protection, with ISO 27001 certification and GDPR compliance.

Consider:

• Slightly higher per-user pricing compared to some Deskbird alternatives.

• Minimum subscription requires at least 25 users.

• Advanced analytics features, such as space booking patterns and space utilization metrics, are reserved for the Enterprise tier.

  
  

3. Kadence

Source

Kadence positions itself as an all-in-one workplace platform designed to help offices use space more efficiently and make it simple for employees to find and book what they need. It’s a modern, AI-driven desk booking solution focused on coordinating hybrid work and improving how teams use shared spaces.

Unlike some Kadence competitors, it doesn’t sell desk booking as a standalone product. You can certainly use it just for desks, but it’s part of a broader suite that also covers rooms, space management, and people coordination.

Kadence is offered in two main plans, Standard and Enterprise, both of which include full desk booking capabilities, along with meeting room scheduling, workplace analytics, and employee engagement tools such as directories, surveys, and event coordination.

Overall, Kadence helps employees quickly find the right place to work and makes it easier for teams to plan their time in the office. At the same time, it provides office managers with the data they need to plan and optimize workspace use.

Kadence in a nutshell:

• Best fit: Mid-sized organizations to enterprises

• Pricing: No public pricing available (according to its website)

• Free version: No permanent free version

• Free trial: Yes, 14-day trial

• Mobile availability: Yes, available on iOS and Android

Pros:

• Clean, user-friendly interface for booking desks

• Feature-rich with built-in AI assistant

• Supports integrations with common workplace tools and offers API access

Consider:

• No public pricing; additional setup fees may apply (e.g., $250 per uploaded floor plan).

• Full suite subscription required, no option to purchase desk booking separately.

• Admins and advanced users may need time to become familiar with the full feature set.

4. Robin

Source

Founded in 2014, Robin (also known as Robin Powered) was one of the first players in the office resource scheduling market. It began as a meeting room booking app and has since evolved into a comprehensive workplace management platform.

Today, similar to other Robin alternatives on this list, the product offers desk and room booking, workplace analytics, and visitor management. On top of that, it adds employee engagement features such as feedback tools and company updates.

The company now presents Robin as an AI-powered platform for workplace operations, built to simplify the growing complexity of modern office environments and support collaboration across departments.

Overall, it’s a mature, well-rounded solution designed with enterprise needs in mind. If your organisation runs a hybrid office, operates across multiple locations, and wants more than a simple desk reservation system, Robin is a strong contender. The company notes that the platform is best suited for organisations managing several floors and serving over 500 employees or at least 150 hybrid workers.

Robin in a nutshell:

• Best fit: Mid-sized organizations to enterprises

• Pricing: Not public pricing available

• Free version: No permanent free version

• Free trial: Yes, 14-day trial (requires contacting the sales team for access)

• Mobile availability: Yes, available on iOS and Android

Pros:

• Detailed analytics for occupancy trends, space utilization, and employee behavior.

• Well-tailored for enterprise-level needs.

• Strong integration ecosystem with productivity tools, access control systems, communication platforms, and user management solutions.

Consider:

• Quote-based pricing isn’t as clear upfront, which can make budget planning harder.

• Trial requires sales interaction; the 14-day trial is only available after booking a demo.

• Implementation can take time and involves a learning curve (users estimate around two months to fully go live).

5. Joan

Source

Joan started out as a meeting room display system, best known for its sleek e-paper screens, and has since grown into a complete workplace management platform. Today, it combines desk and room booking, visitor management, digital signage, and analytics into a single solution used by companies around the world.

Similar to Kadence, Joan is offered as an all-in-one platform with four pricing tiers. Each plan includes the same core features and mainly differs by the number of users and device licenses.

The desk booking tool consistently earns positive feedback for its clean, intuitive design and ease of use (as reflected in G2 reviews). This focus on simplicity fits perfectly with Joan’s broader goal to make workplace management smoother and more user-friendly by streamlining everyday tasks.

If your organisation is shifting toward a hybrid-office model and looking for a flexible way to manage desks, rooms, visitors, and assets in one platform, Joan is a strong choice. Its desk-booking module is rich in features, includes visualisation and analytics, and supports a modern workplace experience.

Joan in a nutshell:

• Best fit: Mid-sized organizations

• Pricing: Starts at $49 per month (includes 20 users, billed annually)

• Free version: No permanent free version

• Free trial: Yes, 30-day free trial with full functionality

• Mobile availability: Yes, available on iOS and Android

Pros:

• Straightforward and intuitive desk booking experience.

• Easy to set up and maintain, with standard integrations for Outlook, Google Workspace, Slack, and more.

• Integrated wireless room booking displays.

Consider:

• Pricing can be confusing for some, as it combines software subscriptions with separate device licensing; additional users and devices above the plan minimum incur extra charges.

• Feature depth is somewhat limited, analytics and reporting mostly focus on room usage.

• Some users have reported occasional stability issues with the mobile app.

6. Skedda

Source

Skedda is a globally recognized platform for managing desks, meeting rooms, and other bookable spaces, valued for its flexibility and strong performance. Founded in 2013, the company now offers desk booking as part of a broader cloud-based workplace scheduling system that also includes meeting rooms, flexible zones, visitor check-in, and analytics — all within a single platform.

One of Skedda’s biggest strengths is its adaptability. Administrators can create interactive floor plans, set detailed booking rules, manage multiple locations, and customize the system to fit their specific needs. Unlike many competitors, Skedda also offers tailored space-booking solutions for universities, coworking spaces, research labs, and even sports facilities.

Its large and diverse customer base shows that the platform scales well, from small teams to large organizations. Overall, Skedda is a strong choice for companies that want more than just basic desk reservations, especially if they value visual floor plans, policy control, and workspace analytics.

However, if your needs are very simple and you only require a straightforward desk-booking tool for a few seats, you might find lighter Skedda alternatives more suitable.

Skedda in a nutshell:

• Best fit: Small, medium-sized organizations and enterprises

• Pricing: Starts at $99 per month (when billed annually)

• Free version: No permanent free version

• Free trial: Not publicly available

• Mobile availability: Yes, available on iOS and Android

Pros:

• Highly customizable booking rules.

• Strong integration capabilities.

• Intuitive interface and smooth user experience,

Consider:

• It may be “overkill” for very small teams due to its cost and feature set.

• The high degree of configurability can introduce a learning curve.

• The Starter package is limited to 15 spaces and one floor plan, and it also lacks some handy features such as occupancy tracking.

7. Envoy

Source

Envoy is a comprehensive workplace management platform designed to cover nearly every aspect of the office experience, from booking desks and meeting rooms to managing deliveries, tracking occupancy, and compliance management.

Its booking module, called Workspace, is offered in three tiers and combines desk and room reservations with delivery management and workplace utilization analytics. The platform supports flexible seating and hybrid office setups while giving administrators clear visibility into space usage and office capacity.

Envoy has been on the market for years and is a well-established player. According to the company, it’s used by more than 16,000 workplaces and properties worldwide.

Reviews on SoftwareAdvice show that roughly 80% of Envoy users come from organizations with 51 to 500 employees, highlighting its strong appeal among mid-sized companies that want an all-in-one solution for managing hybrid work and desk bookings.

On SoftwareAdvice, ~80% of Envoy reviewers are from organizations of 51–500 employees which underlines its popularity among mid-sized organizations which want to handle hybrid desk booking.

Smaller organizations can use it too, but it may be overkill if you only need simple booking. If your need is “just a handful of desks, same people, no complex rules”, you might find the platform heavier than required. Its full power comes when you use the broader capabilities.

Envoy in a nutshell:

• Best fit: Mid-sized organizations to enterprises

• Pricing: Starts at $3 per user/month (annual billing)

• Free version: No permanent free version

• Free trial: Yes, 14-day free trial

• Mobile availability: Yes, available on iOS and Android

Pros:

• The desk booking interface is described as straightforward and flexible.

• Sleek mobile experience with a dedicated app.

• Robust integrations with calendars, communication platforms, single sign‑on providers, and other workplace tools.

Consider:

• Unlike some Envoy alternatives, the Standard plan lacks some essential desk booking features such as hot desking, on-demand reservations, Outlook or Microsoft Teams integration, and desk utilization analytics.

• Envoy’s feature-depth and pricing might be overwhelming for those needing a simple desk booking solution.

• Initial setup, such as uploading maps, integrating systems, and configuring policies, can be somewhat complex.

  
  
  

Conclusion

All seven of these desk booking solutions are excellent choices, each offering a unique balance of features, usability, and scalability. The best option for your organization will depend on several factors, from your company’s size and office layout to your budget and the level of complexity you’re ready to manage.

Table 1: Comparison of the Best Desk Booking Software Solutions (2025)

Some of the tools on this list are designed as all-in-one workplace management platforms, combining desk and room booking with analytics, visitor management, and even employee engagement features. These are a great fit for larger or fast-growing organizations that want a single ecosystem to handle every aspect of workplace coordination.

Others take a more modular approach, allowing you to purchase just the desk booking module and expand later if your needs evolve. That flexibility can be especially appealing for smaller companies or those just starting to adopt hybrid work models.

What’s particularly helpful is that most of these solutions offer free trials or demo environments, giving you a chance to experience their interfaces and workflows before committing.

In the end, there’s no single “best” desk booking software for everyone, but there’s almost certainly one that’s best for you. Evaluate your priorities, involve your team in testing, and use those trial periods to find the solution that makes hybrid work seamless, efficient, and even enjoyable.