Desk reservation system
Desk booking software built for hybrid work
Maximize your space with simple, intelligent desk booking that improves employee workplace experience while reducing costs.
Workplace experience
A desk booking system for collaboration
Desk booking is no longer about booking to secure a workstation, it’s about booking to collaborate. HubStar goes beyond traditional desk reservation apps, empowering your employees find colleagues, choose the best time to come in and book everything they need to be productive.
When everyone can see who’ll be in, what’s happening in the office and how busy it is, they’re empowered to improve their own experience, ensuring every visit is worth the commute.
Core features
Simplify hybrid work and maximize space
All the tools you need to curate an employee workplace experience that brings your teams together
Book from web, mobile, Outlook & Teams
Book desks from any device, including the tools your employees already use
Automatic check-in
A range of easy check-in options for maximum data, minimum effort
No training necessary
Easy-to-configure and even easier to use. Book in 3 clicks or less
Easy desk sharing for hybrid work
Simplify your occupancy plan by assigning desks based on hybrid personas
Manage hybrid change
Drive adoption with hot desk booking rules
Effortlessly manage hybrid change and solve global adoption challenges with a flexible rules and notifications engine.
- Configure regional desk booking policies, forms and notifications
- De-risk change management and encourage productive behaviors with hard or soft enforcement of desk booking rules
- Handle complex global rollouts with ease, tailoring the experience to suit local needs
Workplace analytics
Optimize your space with desk booking analytics
Curate the best workplace experience at the lowest cost by analyzing desk booking data to inform your office design and hybrid occupancy strategy.
- Reduce underutilization and no-shows
- Balance focus vs collaboration space, right-size neighborhoods, manage hybrid desk assignments and easily update floor plans
- Measure attendance, meeting behavior and resource usage by team
"It's so flexible and customizable that we can make it do whatever we want it to do; and the open API is great. With other tools on the market, there's no way to achieve that."
Joel Olsen
Amarillo ISD
Trusted by Workplace Innovators around the world
Everything you need to transform workplace experience
Curate a hybrid workplace experience people love
Desk booking is easy to deploy modularly as part of Connect. Explore all the workplace experience capabilities available in Connect for boosting collaboration, connection and productivity.
Explore ConnectDynamic workplace management
More dynamic workplace capabilities
Works with your tech
Plug and play integrations
Microsoft Outlook
Book meetings and get matched with the most efficient rooms without leaving Outlook.
Learn more
Microsoft Teams
Make bookings, view and manage your Connect reservations without leaving the Teams app.
Learn more
Azure Active Directory
Import users from Azure on a nightly basis to ensure consistent access and enable SSO
HubStar Sensors
Map your spaces and integrate with HubStar sensors to understand people counts and occupancy patterns. The lowest footprint, easiest-to-install sensors on the market.
Learn more Microsoft Outlook
Book meetings and get matched with the most efficient rooms without leaving Outlook.
Learn more Microsoft Teams
Make bookings, view and manage your Connect reservations without leaving the Teams app.
Learn more Azure Active Directory
Import users from Azure on a nightly basis to ensure consistent access and enable SSO
HubStar Sensors
Map your spaces and integrate with HubStar sensors to understand people counts and occupancy patterns. The lowest footprint, easiest-to-install sensors on the market.
Learn moreHubStar use cases
Build a vibrant culture of community
Frequently asked questions
Desk booking FAQs
Got more questions? Check out the ones we get asked most below, if you don’t see your question here, contact us!
Can I deploy just desk booking or do I need to deploy the whole H₂0 platform?
HubStar solutions are designed to be deployed modularly or as a fully interoperable suite, for maximum flexibility, so you can easily get started no matter where you are in your journey.
Whether you just want desk booking, or the ability to book desks, rooms, lockers, parking and more - HubStar Connect is highly configurable for rapid onboarding.
Connect can also be combined with Hub for a complete hybrid occupancy solution. If you're a large organization with multiple buildings and require hybrid workplace analytics to inform portfolio optimization and office design decisions, check out PresenceIQ.
Not sure which solution is right for your workplace? Contact us, to discuss your unique challenges.
What are the benefits of desk sharing?
- Enhances flexibility: Employees can choose a different place to sit on any given day, allowing them to select a spot that best suits their mood or tasks.
- Improves space efficiency: Hot desking reduces the need for a large number of permanent desks, optimizing office space usage, improving sharing ratios and reducing underutilization for real estate cost and carbon savings.
- Boosts collaboration: By allowing employees to sit near different colleagues each day, hot desking can encourage more interaction and collaboration across teams.
What happens if someone doesn't show up for their desk booking?
HubStar Connect helps you measure and reduce no-shows by releasing desk bookings when people don't show up.
We provide a range of check-in options, from swiping ID cards on desk displays or checking in via mobile app, to automatic check-in that requires zero effort from employees.
If they are not present by the time the check-in window closes, the booking is canceled and the space opens up for others to use, supporting your efforts to reduce underutilization and waste.
How do I calculate desk sharing ratio?
Calculating your desk sharing ratio involves understanding how many employees share a single desk in a flexible or hybrid work environment. This ratio helps optimize space usage and balance costs while accommodating fluctuating employee attendance patterns.
To calculate a desk sharing ratio, divide the number of employees who are expected to use the workspace by the number of desks available. For example if you have 200 employees and 100 desks, the ratio is 2:1, meaning 2 employees to every desk.
With HubStar you can get accurate figures to support these calculations, including office attendance, average vs peak occupancy, utilization rates and more.
For example you may wish to incorporate the utilization rate to adjust your formula; or ensure the number of desks can accommodate the highest expected attendance - to fine-tune your sharing ratios and ensure cost-efficient space management that delivers the best employee experience.
How do I choose which desk booking software is right for my office?
To choose the right desk booking software for your office, evaluate your workplace needs.
This includes the size of your office(s), the number of employees and the features you feel are necessary to support the day-to-day needs of your team.
Consider whether you need to apply booking 'rules', such as approvals, privacy stipulations, or advanced bookings; whether you want a solution that can manage other bookable resources beyond desks; and whether you require features beyond traditional desk booking, such as helping employees collaborate and connect.
Which features should my desk booking software have?
The features you require depend on your needs and the number of resources and employees. For medium and enterprise level companies, you require robust technology that can scale to multiple offices and is flexible enough to handle complex global deployments with configuration, not customization.
Regardless of scale, your desk booking software should be easy-to-use, with rapid onboarding and it should work with the apps you already have. Your desk booking software should also be secure and easy to maintain. Usability is a top priority: employees should be able to find and book their ideal desks with ease.
Does HubStar integrate with Outlook and Teams?
What is hot desking?
Hot desking is a flexible workplace strategy where employees use available desks rather than permanently assigned desks.
Typically they can use any available desk or workspace on a first-come, first-served basis. This set-up is often used in hybrid work environments, where employees split their time between working remotely and coming into the office. Desks can be reserved in advanced or on arrival.
Hot desking supports employees with varied schedules, reducing the need for a dedicated desk for each person, leading to better use of office space. As a result organizations can reduce real estate costs by needing fewer desks, allowing them to right-size their offices or repurpose space in a way that adds more value.
Hot desking can encourage cross-team interaction as employees sit in different areas each day, fostering a more dynamic work environment. HubStar allows you to apply booking 'rules' to desks that help facilitate this kind of social connection, by encouraging people to move around and sit with different colleagues.
What are office neighborhoods?
Office neighborhoods are designated areas within an office that are assigned to specific teams, departments or groups. Unlike traditional desk arrangements where employees have permanently assigned workstations, neighborhoods, provide flexible, shared spaces tailored to the needs and work styles of particular teams. The idea is to create a 'home base' for each group while still promoting a flexible work environment.
Neighborhoods, or team-based zones, encourage collaboration while still offering flexibility. Many neighboroods are 'walk-up' spaces that can be used any anyone in the group, although there are options to book space within neighborhoods too.
By customizing neighborhoods to the specific needs of the team that occupies them, people can work more productively - for example a creative team having access to whiteboards and open seating, while a sales team might have quiet zones for making calls. Meanwhile teams benefit from a sense of identity and culture, helping build a sense of cohesion and belonging.
