Office hoteling software (often called desk booking or hot desk booking software) is a workplace management tool that allows employees to reserve desks or workspaces on demand, rather than having permanently assigned seats.

The market offers a range of solutions, from those tailored to small teams to platforms designed for enterprise use, spanning well‑established brands and younger, progressive players developing tools for modern workplace needs.

Despite their differences, these tools share many common features. The best office hoteling software should provide not only desk reservations but also a seamless user experience, easy integrations, basic analytics, and strong support for both admins and employees.

Here are seven top picks with their pros and cons.

1. Dibsido

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Dibsido stands out in the office hoteling software market for its highly intuitive resource scheduling tool. Its desk booking solution is competitively priced and designed for quick self‑onboarding. From day one, it offers full functionality, including interactive floor maps, analytics, advanced booking options, user management, mobile apps, and other features that competitors often reserve for higher‑tier plans or paid add‑ons.

The platform integrates with common workplace tools such as Google Calendar, Outlook, Office 365, Microsoft Teams, Slack, and more.

Dibsido’s desk booking solution is particularly well‑suited for small and mid‑sized companies seeking a straightforward, mobile‑friendly app. However, larger organizations also use it (e.g., Toyota, Samsung, Société Générale), especially those looking for a lightweight, easy‑to‑deploy system without complex setup.

Best fit:

Smaller, fast-growing, and mid-sized organizations

Pros:

• Free trial and free plan for up to 20 users.

• Affordable solution with transparent pricing.

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

Cons:

• 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. Robin

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Founded in 2014, Robin is a well‑known platform for desk and room bookings, complemented by visitor management and workplace analytics. Designed for hybrid‑first environments, it integrates seamlessly with Microsoft 365, Google Workspace, Microsoft Teams, Slack, and other workplace tools.

Optimized for enterprise needs, Robin can feel heavier and more expensive than simpler solutions intended for small businesses. The company itself indicates that the platform is best suited for organizations with 500+ employees or at least 150 hybrid users.

Best fit:

Mid-sized businesses to large enterprises

Pros:

• Strong reputation for ease of use.

• Rich integration ecosystem with calendars and workplace tools (Google Workspace, Microsoft 365, Slack, Teams, etc.).

• Robust analytics, including utilization dashboards, badge‑swipe check‑ins, and custom reporting.

Cons:

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

• No public pricing.

• Longer implementation and a slight learning curve, with reviewers and analysts estimating ~2 months to go live.

Businesses looking for a lighter Robin alternative may consider Dibsido as a suitable option.

3. Deskbird

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Similar to Dibsido, Deskbird is one of the younger players among office hoteling software tools, built ultimately for modern needs.

Deskbird’s hot desk booking solution is part of its broader workplace management platform but can also be purchased as a standalone module (“Desks”) or combined with other products. This flexibility allows organizations to start with desk booking alone or expand into the full Deskbird platform as needed.

A strong focus on user interface design makes Deskbird easy to navigate, and its clean, straightforward layout is often praised by users on G2 and other review platforms.

The solution is best suited for mid-sized companies and enterprises. Larger organizations, or those requiring advanced features or extensive customization, may find it less suitable in certain areas.

Best fit:

Mid-sized businesses, enterprises.

Pros:

• A 7‑day free trial is available.

• A dedicated mobile app (iOS and Android) allows on‑the‑go desk booking.

• Self‑onboarding available for Starter and Business plans.

Cons:

• Plans require a minimum of 25 users.

• Organizations with specific workflows or complex permission settings may find customization options limited.

• Advanced analytics features, including space utilization, are only available in the Enterprise plan.

  
  

4. Envoy

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Envoy’s hot desk booking solution is part of the Envoy Workplace platform. Its office hoteling tool is designed to maximize workspace utilization and help employees easily find a place to work on‑site. 

Similar to most Envoy alternatives, this tool supports flexible seating in hybrid offices, allowing employees to reserve desks on demand while giving admins oversight of space usage and workplace capacity.

Envoy’s strong integrations, scalability across locations and teams, and all‑in‑one coverage make it a popular choice among larger, hybrid‑forward companies.

Best fit:

Mid-sized companies and enterprises

Pros:

• Clean, straightforward interface; even first‑time users find it easy to navigate.

• Sleek mobile experience with a dedicated app.

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

Cons:

• Quote‑based pricing can feel “enterprise‑y” for small teams.

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

• Some organizations report that certain workflows or floor plan nuances cannot be fully tailored.

  
  
  

5. Kadence

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Kadence is a hybrid‑workplace platform that helps companies manage flexible offices. Its core modules include desk booking (hot desking/hoteling), meeting room booking, people scheduling, interactive office maps, and workspace analytics. The platform is designed to make it easy for employees to find a suitable place to work and for admins to manage policies and optimize space utilization.

Kadence is often adopted by small to mid‑sized organizations that want an intuitive, mobile‑friendly tool for hybrid work, and it can scale to larger environments. It is suitable for small to large businesses, though very small teams with simple needs may find it more feature‑rich and potentially pricier than necessary (for example, take Dibsido, a Kadence alternative, and compare the pricing).

Best fit:

Small and mid‑sized organizations

Pros:

• Clean, intuitive interface for both web and mobile.

• Strong feature set compared to peers, including AI‑powered booking suggestions.

• Integrates with common workplace tools and supports API access for custom integrations.

Cons:

• Fewer options for deep customization despite a strong default feature set.

• Customer support, while helpful, can sometimes be slow to respond.

• Users may need time to explore and fully utilize all features.

  
  

6. Condeco

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Condeco (now under Eptura as Eptura Engage) is positioned as an enterprise‑grade desk‑booking tool and is used by mid‑market organizations (250+ employees) through large enterprises. The solution is designed to support hybrid work and hot‑desking, providing a user‑friendly way for employees to book workspaces that meet their needs and locate colleagues on‑site.

It is typically offered as part of Condeco’s broader workplace management suite, alongside modules such as meeting room scheduling and workplace analytics, rather than as a standalone product.

Best fit:

Mid-sized companies and enterprises

Pros:

• Multiple booking methods and integrations: desks can be booked via web, mobile app, Outlook add‑in, or lobby kiosks.

• Supports various desk types (fixed, flexible, hot‑desk) and booking rules to match company policies.

• Easy to use for both employees and administrators.

Cons:

• No free trial; pricing can be complex, with add‑ons and annual‑only subscriptions.

• Customer support and issue‑resolution times reported as inconsistent.

• Some users have experienced issues with Outlook/Exchange or Teams integrations.

7. Skedda

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No list of best office hoteling software would be complete without Skedda. The company has operated in the market since 2013 and today offers a desk booking solution as part of its broader cloud‑based workplace scheduling platform. It is not a standalone product limited to desks; rather, desk booking is one of several space management capabilities within Skedda’s system.

Skedda’s platform has a wide user base, illustrating that its desk booking tool can scale from small teams up to enterprise environments. This solution is commonly used to support hot-desking and hybrid work arrangements, enabling employees to reserve office desks on-demand while giving administrators oversight of space usage.

While not built solely for hot desking, it adapts well to a range of scheduling needs.

Best fit:

Small, medium-sized businesses and enterprises

Pros:

• Skedda’s desk booking solution is priced competitively for small to large teams.

• The platform offers robust customization, admins can define complex booking rules, quotas, and user access permissions to align with company policies. 

• Strong integrations and accessibility.

Cons:

• Not fully optimized for hot desking use cases.

• No free plan. Unlike a few alternatives, it does not offer a permanent free version of its product.

• The high level of customization means the initial configuration can be complex.

  
  

Final Thoughts

If you run a hybrid workplace, using office hoteling software is considered one of the top hot desking best practices. 

Fortunately, customers today have plenty of options. From SaaS tools like Dibsido, which excel at quick time‑to‑value and “no‑brainer” usability, to enterprise platforms like Robin and Condeco, built for advanced analytics, reporting, and customization.

Before selecting any hot desk booking software, consider your team size, integration requirements, and whether you need broader workplace management features. Whatever your priorities, choosing the right tool will ensure your hybrid workplace runs smoothly.

If you want to give Dibsido a try, start your free trial today.