The best hot desk booking software for hybrid working
Having the right space to work is essential if employees are to be happy and productive in your offices.
Matrix Booking’s hot desk booking software makes it simple for people to find and book the right workspace for themselves and their colleagues, across any of your sites.
You’ll be in good company
How to find and book desks with Matrix Booking
Search for desks on an easy-to-understand floorplan or in a list, and filter based on characteristics such as the type of desk, available equipment, or disabled access.
Help colleagues work together effectively, by showing where and when others have booked desks, and allowing employees to book for their co-workers too.
Check-in to a prearranged booking or book on-the-spot by scanning a sticker on the desk.
Find and book desks and other resources on-the-go, with the Matrix Booking mobile app for iPhone and Android.
Desk booking software analytics
Powerful reports show you how and when desks are being used, so you can continually adapt and optimise your buildings to support your teams’ productivity and happiness, increase returns on investment, and reduce your costs and environmental impact.
Convenient ways to book desks
Modern teams work flexibly and on-the-go. Matrix Booking provides convenient ways for people to book desks and other resources, wherever they are.
Find and book desks via the Matrix Booking web app or our mobile desk booking app, or meeting rooms via Outlook. Book on-the-spot by scanning a QR code or NFC sticker on the desk itself.
Supporting collaboration
One of the main reasons people come to the office is to meet and collaborate with colleagues. Matrix Booking is designed to help colleagues find each other easily, book desks together, and even make bookings for their team.
Matrix Bookings team priority solution also gives groups prioritised access to book certain desks before opening them up to others.
Committed to accessibility
We’re committed to making sure our products and services can be used by everyone, and our desk booking tool is designed to support people with accessibility requirements.
Real time desk occupancy
Adding occupancy sensors to your desks is a great way to help people find somewhere to work in a free seating area. You can also fit occupancy sensors to your bookable desks, to gain a deeper understanding of how they’re being used.
Apply sophisticated business rules and approval processes
Some desks may be reserved for a particular team or business unit. Others may only be bookable 24 hours in advance. And there may be others where bookings need to be authorised.
Whatever your needs, Matrix Booking includes a self-service rules engine that lets you set permissions around desk bookings, so that they work precisely the way you need them to, right across your organisation.
Find out how easy Matrix Booking is to administer.
The Matrix Booking difference
- Manage and book any workplace resource
- Peace of mind from using a mature and well-established product
- Personalised and proactive support, and a product that will evolve with you
- Share experiences as part of our workplace management community
Explore how else Matrix Booking can help you
People can find rooms that meet their needs, including location, facilities, capacity and accessibility. Add equipment, catering, and more.
Employees can book parking spaces for themselves or their visitors, across any of your sites.
Safely manage visitors across your sites, ensure people are welcomed when they arrive, and that they’re aware of your health and safety procedures.
Ready-made reports help you keep track of occupancy levels, usage trends and more, so that you can continually optimise your estates.
Frequently asked questions
A desk booking system is a must-have tool for any organisation with more employees than desks. It gives people the assurance that when they come to the office, they’ll have a suitable space to work.
As well as letting your employees book desks for themselves, Matrix Booking’s desk booking system supports in-person collaboration, by enabling people to search for colleagues and book desks for their team.
Hybrid working is enabling organisations to save money by reducing the size of their offices, because they no longer require an assigned desk for every employee. However, when people do decide to come to the office, they need to know they’ll have a suitable space to work.
Matrix Booking’s desk booking system gives your employees this peace of mind. It also offers a range of other benefits, including encouraging and supporting in-person collaboration by enabling people to search for colleagues and book desks for their team.
In an age of hybrid working, few organisations can justify every employee having their own desk. Instead, shared desks – or hot desks – are becoming the norm. Hot desks have a number of advantages, from enabling you to make better use of your office space, to giving teams the flexibility over where they work on a given day, to collaborate more effectively.
For your employees to embrace hot-desk working, you need a booking system, which will give them the assurance that they’re guaranteed somewhere suitable to work when they come to the office.
In an age of hybrid working, few organisations can justify every employee having their own desk. Instead, shared desks are becoming the norm. This has a number of advantages, from enabling you to make better use of your office space, to giving teams the flexibility over where they work on a given day, to collaborate better.
For shared desks to work effectively, your employees need the assurance that when they make the journey to the office, they’re guaranteed a suitable place to work. And that’s where desk booking software from Matrix Booking comes in, giving your teams easy and convenient ways to book desks for themselves and their colleagues, from wherever they happen to be.
Yes we do! Matrix Booking’s desk booking app works on iPhone and Android, and you can download it from your app store today. (And it does a whole lot more than desk booking.)
Great question! In an era of hybrid working, organisations don’t need one desk per employee any more. This presents opportunities to save money by reducing the size of your estates. But this must be done intelligently, which is where desk booking software is vital.
Firstly, to be able to operate with more employees than desks, you need to avoid a free-for-all when it comes to people finding space to work. Matrix Booking’s desk booking system gives everyone a way to ensure they’ll have a suitable space to work, before they come to the office.
Secondly, the decision to close part or all of a building is a big one, and mustn’t simply be done based on a gut feel. Matrix Booking’s desk booking system includes powerful reports that show how your desks, buildings, and other resources are being used. These insights can help inform your decisions over where you may be able to rationalise your estates.
These benefits, coupled with many other features of Matrix Booking’s desk booking system, combine to help you unlock the savings that hybrid working promises.
Many employees find that hybrid working – where they work from a variety of locations, including their homes and your offices – has a positive impact on their wellbeing. Desk booking software is a key enabler of hybrid working.
This is because when you adopt hybrid working, you no longer need one desk per employee. A desk booking system gives your people a choice over where and how they work, coupled with priceless peace of mind that if they do come to the office, they’ll have somewhere they can be productive.
Matrix Booking’s desk booking software supports hybrid workers’ wellbeing in other ways as well. People may no longer have an assigned desk that they can tailor to their needs, but some employees will still have specific requirements, such as disabled access, or a sit/stand desk. Others will feel happiest and most productive in certain parts of your offices, perhaps because of noise or light levels. Our desk booking software lets your employees find and reserve the right desk for their needs, across any of your offices.
Moreover, one of the main reasons people come to the office today is for the fulfilment they get from meeting and collaborating with colleagues. Matrix Booking’s desk booking software lets people find where colleagues are booked, and book desks for their team.
And by making it so easy to find and book suitable desks, you give people more time to spend on the parts of the role they find the most fulfilling.
Hybrid working – where employees split their time between your offices and other locations – gives you the opportunity to reduce the number of desks in your buildings, because you no longer need a desk for every employee.
However, to give people the assurance that they’ll have somewhere suitable to work when they come to the office – or to avoid a free-for-all – you need a desk booking system.
Moreover, in organisations that have embraced hybrid working, the main reason people come to offices is to meet and collaborate with colleagues. Matrix Booking’s desk booking software supports these in-person interactions by enabling your employees to find where colleagues will be working, and book desks for their teams.
Matrix Booking’s pricing is based on the number of desks, rooms and other resources you’ll be managing. We also offer volume discounts. Please get in touch so that we can put together a tailored quote.
We’ve designed our booking software in close collaboration with facilities and workplace management teams, to make the system incredibly easy for them to administer independently.
You’ll get administrator training as part of your onboarding, and ongoing technical support whenever your admins have questions.
And for organisations whose facilities management teams need additional administration assistance, we offer Admin as a Service, where we administer your system on your behalf.
Learn more about administering Matrix Booking’s desk booking software
We provide support every step along the way if you need it. In reality, because we’ve spent so much time refining our onboarding process to be as straightforward as possible, most customers can complete their tasks independently.
We’ll ask your facilities or workplace management team to fill in a couple of questionnaires about your buildings, resources, and the way you want your booking system to behave.
Our desk booking software can integrate with various of your enterprise IT systems, such as Microsoft 365, Teams, and your single sign-on service. We’ll send your IT team a questionnaire to fill in, which will provide us with all the details we need to set up the necessary integrations. Our technical team will then take care of the rest.
The Matrix Booking apps your employees will use have been designed to be so intuitive that anyone familiar with popular productivity software, such as Microsoft Outlook, can use them without the need for training. (Customers often tell us this is one of the reasons they choose Matrix Booking.)
The administration portal has also been designed to be simple to use by your facilities or workplace management teams. To give them the confidence to manage the system independently, we provide specific training for them, on your actual system, as part of your onboarding.
You also get access to our extensive customer support and online training courses for your administrators, which is ideal for when new team members join, or your existing admins need a refresher.
Great question, and yes, we do!
Modern workplaces include so much more than desks and meeting rooms. With Matrix Booking, if you can imagine it, you can book and manage it.
Yes! You can add occupancy sensors to your desks. This has several benefits, including helping people quickly find a desk in a free seating area, via a live floor plan, and enriching your historical booking data with deeper insights into how desks are being used.
We also have some exciting new sensor-related capabilities coming soon (watch this space!).
Our desk booking software includes powerful reports to show you how people are using your buildings and resources. Head over to our analytics page to learn more.
We sure do. Using a floor plan is an intuitive way for people to find desks, meeting rooms and other resources. But many organisations don’t have floor plans suitable for this purpose – they often only have architectural drawings, which contain too much detail, or aren’t accessible by people with visual impairments.
We can redraw and optimise your existing floor plans, to make them simpler, clearer, and more accessible, all of which can help your employees find the right space to work more quickly.
No, there is no restriction on the number of sites or users you can set up in Matrix Booking, and these factors have no bearing on the price you pay.
Our pricing is based on the number of resources you need to manage – and we can offer volume discounts. Contact us today and we can put together a tailored quote to meet your needs.
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