Whether you manage a busy coworking space or a flexible work environment, this guide will help you find the right tool to make the most of your office space.
We’ll break down what office hoteling software is, how it works, and how it can boost efficiency and save you money. Plus, we’ll review some of the top options on the market, discussing their key features, pricing, and what makes each one stand out:
Guide to office hoteling software
What is office hoteling software?
Office hoteling software allows everyone to book available workspaces (desks or meeting rooms, for example) when they need them. It’s almost like choosing a hotel room or a table at your favorite café: You check what’s free and pick a spot that works for you.
With companies embracing flexible work, an office hoteling system can be a game-changer for hybrid work models and coworking spaces. It makes it easier to manage space and keep things running smoothly.
But before you choose the best office hoteling software for your needs, you might want to understand how it works and how to set it up effectively.
How does office hoteling work?
Think of office hoteling like booking a hotel room—except you’re booking a desk or office space at work. Here’s how it works in a nutshell:
- Reservation: Start by reserving a desk or room through the booking system.
- Options: The system shows you available spaces that match your needs.
- Selection: Pick the best space for you and confirm your reservation,
- Confirmation: You will receive an email with all the details, and the system will update to reflect your new booking.
- Check-in: When it’s time to work, you arrive at the space and check in—just like checking into a hotel.
Benefits of office hoteling software
Hoteling software for offices does more than just handle reservations—it transforms your office into a more efficient, cost-effective, and productive space for both employees and clients. It makes sure that resources like desks, meeting rooms, and workstations are available for everyone who needs them. By maximizing the use of your current desks and rooms, you can save money instead of investing in more fixed spaces.
The office hoteling system also gathers valuable information about how your space is used. With clear insights into peak usage times and overall occupancy, you can plan better and manage resources more effectively. This means you can adjust your office layout based on actual demand, ensuring that every inch of space works to your advantage.
Overall, the best office hoteling software gives you the tools to plan smarter, optimize your space, and save money by making well-informed decisions about resource allocation.
Key features to look for in office hoteling software
- Easy reservation system: The top office hoteling software lets you quickly book desks, meeting rooms, or other workspaces and office resources.
- Real-time availability: A must-have feature is knowing exactly which workspaces are free at any moment. This prevents double bookings and helps everyone find a spot without any last-minute surprises.
- Interactive floor plans: Visual maps of your office layout make it easy to see where available spaces are located. This helps users choose a spot that suits their needs with a few clicks.
- Mobile accessibility: With a mobile-friendly interface or office hoteling app, you can book or change reservations on the go.
- Recurring reservations: For those who visit regularly, the ability to set up recurring bookings means they don’t have to reserve the same space manually every time.
- Analytics and reporting: Advanced reporting tools show how often spaces are used, peak usage times, and other valuable insights. This data helps you optimize your office space in the long run.
- Integration with other tools: The office hoteling reservation system should easily connect with other workplace systems, such as HR platforms, security systems, or collaboration tools and calendars (such as Google Workspace, Microsoft 365, or Slack).
- Customization options: Every business is unique, so look for office space hoteling software that can be tailored to your company’s needs, whether it’s setting different access levels, adjusting booking rules, or matching your branding.
Focusing on these features will help you find an office hoteling solution that simplifies space management and enhances your team’s overall workplace experience. If you’re not sure where to start, though, here’s an overview of the best office hoteling software options:
Best office hoteling software solutions
- Archie: Best office hoteling software for affordable, scalable workspace management
- Envoy: A solid option for secure resource booking
- OfficeSpace: Ideal for workspace management on a bigger budget
- Skedda: Perfect for creating custom booking workflows
- Robin: Good pick for booking office resources with advanced analytics
- Officely: Designed for desk booking directly in Slack or Microsoft Teams
Archie
Archie is the best office hoteling solution built to simplify workspace management. Whether you need to book a desk, reserve a meeting room, or handle visitor check-ins, Archie has you covered. It’s also budget-friendly because it charges per resource (like desks or meeting rooms) instead of per user, which is great for companies with changing office attendance.
🔑 Key features
- Room and desk booking: You can quickly reserve desks and meeting rooms or set up recurring bookings. You can even assign fixed desks to those who need them while keeping other desks open for flexible hot desking or office hoteling.
- Interactive floor plans: Employees can view office maps and book their preferred desk or room with just one click.
- Employee lookup: You can easily see where coworkers are sitting or if they’re in the office that day, which helps you track attendance.
- Neighborhood zoning: Set up team-specific areas to boost collaboration while keeping the workspace flexible.
- Visitor management: For improved security, use modern, touch-free check-in with QR codes to manage visitors and keep records.
- Mobile access: Book and manage reservations on the go with the free mobile app (optional branding available for an extra cost).
- Workspace analytics: Get detailed reports on how desks and rooms are used so you can optimize your office layout and reduce wasted space.
💡 Pros & cons
- The intuitive interface makes it simple for hybrid teams to get started. Plus, Archie offers excellent support if they encounter any issues.
- The resource-based pricing model is affordable for growing hybrid teams.
- The pricing model might be less attractive to smaller teams, as the Starter Plan includes 25 resources (desks or meeting rooms).
💰 Pricing
For $159/month, you get 25 resources, mobile and room apps, in-app chat support, and setup assistance. Visitor management is an optional add-on. Try Archie for free with its trial to see if it fits your team.
Envoy
Envoy is a reliable platform for managing desks and office spaces. Its strong focus on workplace safety makes it a great option for companies that want to enhance their office setup without compromising security or efficiency.
🔑 Key features
- Desk and room booking: Easily reserve desks or meeting rooms whenever needed.
- Workplace safety tools: These include features like visitor screenings, capacity limit management, and emergency response options to keep your office safe.
- Analytics and reporting: Provides detailed insights into how spaces are used, helping you optimize office layouts and resource allocation.
- Seamless Integrations: Works well with other tools like Slack, Microsoft 365, and Google Workspace.
💡 Pros & cons
- Strong security focus with touchless check-ins and visitor screenings for extra safety.
- Comprehensive analytics provide valuable data for making informed decisions about office space and resources.
- Per-user pricing means costs can add up quickly for larger teams or companies with variable attendance.
💰 Pricing
Pricing starts at $5 per monthly active user (billed annually) for room and desk booking, with visitor management charged separately.
OfficeSpace
OfficeSpace is a robust workspace management platform that helps you handle desk and meeting room bookings. With a wide range of features and smooth integrations, it’s an ideal pick for businesses investing in top-tier tools for managing flexible work environments.
🔑 Key features
- Desk & conference room scheduling: Easily book desks and meeting rooms to keep your team collaborations smooth and avoid scheduling conflicts.
- Seat assignments: Assign permanent desks to employees who need them while keeping other desks available for hot desking or office hoteling.
- Visitor management: Enhance workplace security with a check-in system for visitors.
- Analytics & reporting: Access valuable insights on how desks, meeting rooms, and other spaces are used. This helps you optimize your layout and boost overall efficiency.
💡 Pros & cons
- Comprehensive features for both desk and room bookings, along with advanced space planning and detailed reporting.
- Powerful space management tools that go beyond basic bookings, including move management and in-depth analytics.
- The per-user pricing model and high setup fees can add up, especially for larger teams.
💰 Pricing
OfficeSpace plans start at around $60 per user per month, with setup fees beginning at $2,500. Since OfficeSpace doesn’t list all prices on its website, it’s best to contact It directly for exact pricing details.
Skedda
Skedda is a simple platform for booking desks and managing office spaces. It’s perfect for hybrid offices, coworking spots, and event venues, offering easy-to-use tools like interactive floor plans, custom booking rules, and smooth integrations to make the most of your space.
🔑 Key features
- Desk & conference room booking: Use the drag-and-drop interface to book desks and meeting rooms in real time.
- Interactive floor plans: Customizable maps give everyone a clear view of the office layout, making it easy to pick the best spot.
- Custom booking rules: To manage resources efficiently, you can set up rules such as time limits, cancellation policies, and user permissions.
- Integrations: Works well with popular tools like Slack, Kisi, and Google Workspace.
💡 Pros & cons
- The intuitive design makes it easy for teams to get started with little training.
- Customizable booking rules let you tailor the system to meet your office needs.
- The reporting features are limited compared to some competitors.
💰 Pricing
Plans start at $99 per month for up to 15 spaces, with higher-tier options available. You can also try it for free before you decide to commit.
Robin
Robin simplifies the management of office spaces, making it easy to book desks and reserve meeting rooms. Perfect for hybrid workplaces, it offers real-time updates and integrates smoothly with popular tools to streamline reservations and boost teamwork.
🔑 Key features
- Meeting room bookings: Employees can quickly check in at the door or reserve available rooms with just one click.
- AI-assisted desk booking: Robin uses artificial intelligence to automatically assign the best desk based on employees’ past bookings and preferences.
- Interactive office maps: Real-time maps display available desks and the overall office layout, making it easy for everyone to pick the right workspace.
- Advanced analytics: The platform tracks office usage, highlights peak times, and provides insights to help optimize your office layout according to employee needs.
💡 Pros & cons
- Robin specializes in desk & room booking, making it tailored for hybrid and hot-desking setups.
- Real-time updates make it easy for employees to find colleagues and available workspaces, fostering collaboration.
- With the per-user pricing, costs can add up quickly for larger teams, potentially making it less affordable for big organizations.
💰 Pricing
Robin starts at about $70 per user per month. Since detailed pricing isn’t available on their website, you must contact Robin directly for more information. A 14-day free trial is available to explore its features before committing.
Officely
Officely is a desk and room booking tool that integrates with Slack and Microsoft Teams. It allows employees to easily reserve desks, meeting rooms, and other office spaces without switching between apps.
🔑 Key features
- Slack-integrated room booking: Your team can quickly book meeting rooms straight from Slack.
- Comprehensive resource management: Easily reserve not just desks but also parking spots, bike racks, and even pet-friendly spaces.
- Office visibility: See who plans to be in the office so teams can better coordinate their schedules.
- Space usage insights: Get data on attendance and space use to help optimize your office layout.
💡 Pros & cons
- Employees can book desks and rooms without leaving their primary communication platform, be it Slack or Microsoft Teams.
- The intuitive design makes reservations quick and hassle-free.
- Some features, like room booking, currently only work via Slack, which can be problematic for businesses that don’t use it.
💰 Pricing
Officely starts at $2.50 per user per month and is free for teams with up to 10 users. You can try out its features during a free trial.
Choosing the right office hoteling software
With so many office hoteling solutions out there, it helps to focus on a few important points:
1. User interface
Look for an office hoteling app that’s easy to use. A simple design makes booking spaces, checking availability, and managing reservations a breeze for everyone.
2. Per-user vs per-resource pricing
Pricing for office hoteling solutions can vary a lot. Some charge per user, which might become expensive as your team grows, while others charge per resource—like desks or meeting rooms—which can be a more cost-effective option for larger companies.
For example, if you’re managing 100 desks and 200 employees, monthly costs might look like this:
- Archie: Starts at about $324 per month for 25 resources.
- Officely: Around $500 per month at $2.50 per user, with desk booking available through Slack or Teams.
- Envoy: About $1,000 per month at $5 per active user when billed annually.
When choosing a solution, look for transparent pricing with no hidden fees and make sure the platform can grow with your business. Also, be cautious of basic plans that might seem affordable but lack key features like room booking. Always check if there are any additional setup fees. This way, you can compare the overall value, not just the starting price.
3. Third-party integrations
Make sure the office hoteling software integrates well with your existing tools, such as calendar apps, email, HR systems, and security solutions. This will help you keep all your administrative tasks in one smooth workflow.
4. Support quality
Good customer support is essential, especially when you’re just starting out. Look for a provider that offers reliable help, training resources, and regular updates to keep your system running without hiccups.
Take a moment to figure out what you need from office hoteling software. Consider the size of your office, the number of users, and the features you need, like mobile access or detailed workspace analytics. You’ve got this!
Office hoteling software FAQ
Yes, office hoteling works. It lets employees book desks, meeting rooms, and other spaces as needed instead of having a fixed desk every day. With the right office hoteling system and clear guidelines, many companies have found that office hoteling improves efficiency and makes it easier to manage a flexible work environment.
If you’re looking for flexible, affordable, and easy-to-use office hoteling software, Archie is a solid choice. OfficeSpace is a good option for companies that need more advanced features and don’t mind paying a bit extra. If you want a system that works right inside Slack or Microsoft Teams, Officely is the right fit.
Berenika Teter
Archie's Content Manager, fueled by filter coffee and a love for remote work. When she’s not writing about coworking spaces and hybrid workplaces, you can probably find her exploring one.
