{"id":7810,"date":"2025-11-07T08:00:22","date_gmt":"2025-11-07T08:00:22","guid":{"rendered":"https:\/\/archieapp.co\/blog\/?p=7810"},"modified":"2026-06-09T09:13:24","modified_gmt":"2026-06-09T09:13:24","slug":"hot-desk-booking-template-excel-free-download","status":"publish","type":"post","link":"https:\/\/archieapp.co\/blog\/hot-desk-booking-template-excel-free-download\/","title":{"rendered":"Free Hot Desk Booking Template: Excel &#038; Google Sheets [2026]"},"content":{"rendered":"\t\t<div data-elementor-type=\"wp-post\" data-elementor-id=\"7810\" class=\"elementor elementor-7810\" data-elementor-settings=\"{&quot;ha_cmc_init_switcher&quot;:&quot;no&quot;}\" data-elementor-post-type=\"post\">\n\t\t\t\t<div class=\"elementor-element elementor-element-0076442 e-con-full e-flex e-con e-child\" data-id=\"0076442\" data-element_type=\"container\" data-e-type=\"container\" data-settings=\"{&quot;_ha_eqh_enable&quot;:false}\">\n\t\t\t\t<div class=\"elementor-element elementor-element-2df84d9 elementor-align-start elementor-icon-list--layout-traditional elementor-list-item-link-full_width elementor-widget elementor-widget-icon-list\" data-id=\"2df84d9\" data-element_type=\"widget\" data-e-type=\"widget\" data-widget_type=\"icon-list.default\">\n\t\t\t\t<div class=\"elementor-widget-container\">\n\t\t\t\t\t\t\t<ul class=\"elementor-icon-list-items\">\n\t\t\t\t\t\t\t<li class=\"elementor-icon-list-item\">\n\t\t\t\t\t\t\t\t\t\t\t<span class=\"elementor-icon-list-icon\">\n\t\t\t\t\t\t\t<svg xmlns=\"http:\/\/www.w3.org\/2000\/svg\" width=\"14\" height=\"14\" viewBox=\"0 0 14 14\" fill=\"none\"><path d=\"M6.35 13.1207L1.15 7.9207L1.75 7.1207L6.15 11.5207L6.15 0.720703L7.15 0.720704L7.15 11.5207L11.55 7.1207L12.25 7.82071L7.05 13.0207\" fill=\"\"><\/path><\/svg>\t\t\t\t\t\t<\/span>\n\t\t\t\t\t\t\t\t\t\t<span class=\"elementor-icon-list-text\">What you\u2019ll learn<\/span>\n\t\t\t\t\t\t\t\t\t<\/li>\n\t\t\t\t\t\t<\/ul>\n\t\t\t\t\t\t<\/div>\n\t\t\t\t<\/div>\n\t\t\t\t<div class=\"elementor-element elementor-element-8d6cdeb elementor-icon-list--layout-traditional elementor-list-item-link-full_width elementor-widget elementor-widget-icon-list\" data-id=\"8d6cdeb\" data-element_type=\"widget\" data-e-type=\"widget\" data-widget_type=\"icon-list.default\">\n\t\t\t\t<div class=\"elementor-widget-container\">\n\t\t\t\t\t\t\t<ul class=\"elementor-icon-list-items\">\n\t\t\t\t\t\t\t<li class=\"elementor-icon-list-item\">\n\t\t\t\t\t\t\t\t\t\t\t<span class=\"elementor-icon-list-icon\">\n\t\t\t\t\t\t\t<svg xmlns=\"http:\/\/www.w3.org\/2000\/svg\" width=\"17\" height=\"17\" viewBox=\"0 0 17 17\" fill=\"none\"><path d=\"M8.125 0C6.51803 0 4.94714 0.476523 3.611 1.36931C2.27485 2.2621 1.23344 3.53105 0.618482 5.0157C0.00352044 6.50035 -0.157382 8.13401 0.156123 9.71011C0.469628 11.2862 1.24346 12.7339 2.37976 13.8702C3.51606 15.0065 4.9638 15.7804 6.5399 16.0939C8.11599 16.4074 9.74966 16.2465 11.2343 15.6315C12.719 15.0166 13.9879 13.9752 14.8807 12.639C15.7735 11.3029 16.25 9.73197 16.25 8.125C16.2477 5.97081 15.391 3.90551 13.8677 2.38227C12.3445 0.85903 10.2792 0.00227486 8.125 0ZM11.6922 6.69219L7.31719 11.0672C7.25915 11.1253 7.19022 11.1714 7.11434 11.2029C7.03847 11.2343 6.95714 11.2505 6.875 11.2505C6.79287 11.2505 6.71154 11.2343 6.63567 11.2029C6.55979 11.1714 6.49086 11.1253 6.43282 11.0672L4.55782 9.19219C4.44054 9.07491 4.37466 8.91585 4.37466 8.75C4.37466 8.58415 4.44054 8.42509 4.55782 8.30781C4.67509 8.19054 4.83415 8.12465 5 8.12465C5.16586 8.12465 5.32492 8.19054 5.44219 8.30781L6.875 9.74141L10.8078 5.80781C10.8659 5.74974 10.9348 5.70368 11.0107 5.67225C11.0866 5.64083 11.1679 5.62465 11.25 5.62465C11.3321 5.62465 11.4134 5.64083 11.4893 5.67225C11.5652 5.70368 11.6341 5.74974 11.6922 5.80781C11.7503 5.86588 11.7963 5.93482 11.8277 6.01069C11.8592 6.08656 11.8754 6.16788 11.8754 6.25C11.8754 6.33212 11.8592 6.41344 11.8277 6.48931C11.7963 6.56518 11.7503 6.63412 11.6922 6.69219Z\" fill=\"#1652F0\"><\/path><\/svg>\t\t\t\t\t\t<\/span>\n\t\t\t\t\t\t\t\t\t\t<span class=\"elementor-icon-list-text\">What an Excel desk booking tool is and how it works<\/span>\n\t\t\t\t\t\t\t\t\t<\/li>\n\t\t\t\t\t\t\t\t<li class=\"elementor-icon-list-item\">\n\t\t\t\t\t\t\t\t\t\t\t<span class=\"elementor-icon-list-icon\">\n\t\t\t\t\t\t\t<svg xmlns=\"http:\/\/www.w3.org\/2000\/svg\" width=\"17\" height=\"17\" viewBox=\"0 0 17 17\" fill=\"none\"><path d=\"M8.125 0C6.51803 0 4.94714 0.476523 3.611 1.36931C2.27485 2.2621 1.23344 3.53105 0.618482 5.0157C0.00352044 6.50035 -0.157382 8.13401 0.156123 9.71011C0.469628 11.2862 1.24346 12.7339 2.37976 13.8702C3.51606 15.0065 4.9638 15.7804 6.5399 16.0939C8.11599 16.4074 9.74966 16.2465 11.2343 15.6315C12.719 15.0166 13.9879 13.9752 14.8807 12.639C15.7735 11.3029 16.25 9.73197 16.25 8.125C16.2477 5.97081 15.391 3.90551 13.8677 2.38227C12.3445 0.85903 10.2792 0.00227486 8.125 0ZM11.6922 6.69219L7.31719 11.0672C7.25915 11.1253 7.19022 11.1714 7.11434 11.2029C7.03847 11.2343 6.95714 11.2505 6.875 11.2505C6.79287 11.2505 6.71154 11.2343 6.63567 11.2029C6.55979 11.1714 6.49086 11.1253 6.43282 11.0672L4.55782 9.19219C4.44054 9.07491 4.37466 8.91585 4.37466 8.75C4.37466 8.58415 4.44054 8.42509 4.55782 8.30781C4.67509 8.19054 4.83415 8.12465 5 8.12465C5.16586 8.12465 5.32492 8.19054 5.44219 8.30781L6.875 9.74141L10.8078 5.80781C10.8659 5.74974 10.9348 5.70368 11.0107 5.67225C11.0866 5.64083 11.1679 5.62465 11.25 5.62465C11.3321 5.62465 11.4134 5.64083 11.4893 5.67225C11.5652 5.70368 11.6341 5.74974 11.6922 5.80781C11.7503 5.86588 11.7963 5.93482 11.8277 6.01069C11.8592 6.08656 11.8754 6.16788 11.8754 6.25C11.8754 6.33212 11.8592 6.41344 11.8277 6.48931C11.7963 6.56518 11.7503 6.63412 11.6922 6.69219Z\" fill=\"#1652F0\"><\/path><\/svg>\t\t\t\t\t\t<\/span>\n\t\t\t\t\t\t\t\t\t\t<span class=\"elementor-icon-list-text\">How to set up a simple hot desk booking system step by step<\/span>\n\t\t\t\t\t\t\t\t\t<\/li>\n\t\t\t\t\t\t\t\t<li class=\"elementor-icon-list-item\">\n\t\t\t\t\t\t\t\t\t\t\t<span class=\"elementor-icon-list-icon\">\n\t\t\t\t\t\t\t<svg xmlns=\"http:\/\/www.w3.org\/2000\/svg\" width=\"17\" height=\"17\" viewBox=\"0 0 17 17\" fill=\"none\"><path d=\"M8.125 0C6.51803 0 4.94714 0.476523 3.611 1.36931C2.27485 2.2621 1.23344 3.53105 0.618482 5.0157C0.00352044 6.50035 -0.157382 8.13401 0.156123 9.71011C0.469628 11.2862 1.24346 12.7339 2.37976 13.8702C3.51606 15.0065 4.9638 15.7804 6.5399 16.0939C8.11599 16.4074 9.74966 16.2465 11.2343 15.6315C12.719 15.0166 13.9879 13.9752 14.8807 12.639C15.7735 11.3029 16.25 9.73197 16.25 8.125C16.2477 5.97081 15.391 3.90551 13.8677 2.38227C12.3445 0.85903 10.2792 0.00227486 8.125 0ZM11.6922 6.69219L7.31719 11.0672C7.25915 11.1253 7.19022 11.1714 7.11434 11.2029C7.03847 11.2343 6.95714 11.2505 6.875 11.2505C6.79287 11.2505 6.71154 11.2343 6.63567 11.2029C6.55979 11.1714 6.49086 11.1253 6.43282 11.0672L4.55782 9.19219C4.44054 9.07491 4.37466 8.91585 4.37466 8.75C4.37466 8.58415 4.44054 8.42509 4.55782 8.30781C4.67509 8.19054 4.83415 8.12465 5 8.12465C5.16586 8.12465 5.32492 8.19054 5.44219 8.30781L6.875 9.74141L10.8078 5.80781C10.8659 5.74974 10.9348 5.70368 11.0107 5.67225C11.0866 5.64083 11.1679 5.62465 11.25 5.62465C11.3321 5.62465 11.4134 5.64083 11.4893 5.67225C11.5652 5.70368 11.6341 5.74974 11.6922 5.80781C11.7503 5.86588 11.7963 5.93482 11.8277 6.01069C11.8592 6.08656 11.8754 6.16788 11.8754 6.25C11.8754 6.33212 11.8592 6.41344 11.8277 6.48931C11.7963 6.56518 11.7503 6.63412 11.6922 6.69219Z\" fill=\"#1652F0\"><\/path><\/svg>\t\t\t\t\t\t<\/span>\n\t\t\t\t\t\t\t\t\t\t<span class=\"elementor-icon-list-text\">The main limitations of manual desk booking templates<\/span>\n\t\t\t\t\t\t\t\t\t<\/li>\n\t\t\t\t\t\t\t\t<li class=\"elementor-icon-list-item\">\n\t\t\t\t\t\t\t\t\t\t\t<span class=\"elementor-icon-list-icon\">\n\t\t\t\t\t\t\t<svg xmlns=\"http:\/\/www.w3.org\/2000\/svg\" width=\"17\" height=\"17\" viewBox=\"0 0 17 17\" fill=\"none\"><path d=\"M8.125 0C6.51803 0 4.94714 0.476523 3.611 1.36931C2.27485 2.2621 1.23344 3.53105 0.618482 5.0157C0.00352044 6.50035 -0.157382 8.13401 0.156123 9.71011C0.469628 11.2862 1.24346 12.7339 2.37976 13.8702C3.51606 15.0065 4.9638 15.7804 6.5399 16.0939C8.11599 16.4074 9.74966 16.2465 11.2343 15.6315C12.719 15.0166 13.9879 13.9752 14.8807 12.639C15.7735 11.3029 16.25 9.73197 16.25 8.125C16.2477 5.97081 15.391 3.90551 13.8677 2.38227C12.3445 0.85903 10.2792 0.00227486 8.125 0ZM11.6922 6.69219L7.31719 11.0672C7.25915 11.1253 7.19022 11.1714 7.11434 11.2029C7.03847 11.2343 6.95714 11.2505 6.875 11.2505C6.79287 11.2505 6.71154 11.2343 6.63567 11.2029C6.55979 11.1714 6.49086 11.1253 6.43282 11.0672L4.55782 9.19219C4.44054 9.07491 4.37466 8.91585 4.37466 8.75C4.37466 8.58415 4.44054 8.42509 4.55782 8.30781C4.67509 8.19054 4.83415 8.12465 5 8.12465C5.16586 8.12465 5.32492 8.19054 5.44219 8.30781L6.875 9.74141L10.8078 5.80781C10.8659 5.74974 10.9348 5.70368 11.0107 5.67225C11.0866 5.64083 11.1679 5.62465 11.25 5.62465C11.3321 5.62465 11.4134 5.64083 11.4893 5.67225C11.5652 5.70368 11.6341 5.74974 11.6922 5.80781C11.7503 5.86588 11.7963 5.93482 11.8277 6.01069C11.8592 6.08656 11.8754 6.16788 11.8754 6.25C11.8754 6.33212 11.8592 6.41344 11.8277 6.48931C11.7963 6.56518 11.7503 6.63412 11.6922 6.69219Z\" fill=\"#1652F0\"><\/path><\/svg>\t\t\t\t\t\t<\/span>\n\t\t\t\t\t\t\t\t\t\t<span class=\"elementor-icon-list-text\">The pros and cons of Excel, custom-built tools, and third-party software<\/span>\n\t\t\t\t\t\t\t\t\t<\/li>\n\t\t\t\t\t\t<\/ul>\n\t\t\t\t\t\t<\/div>\n\t\t\t\t<\/div>\n\t\t\t\t<\/div>\n\t\t\t\t<section class=\"elementor-section elementor-top-section elementor-element elementor-element-564cdf3 elementor-section-boxed elementor-section-height-default elementor-section-height-default\" data-id=\"564cdf3\" data-element_type=\"section\" data-e-type=\"section\" data-settings=\"{&quot;_ha_eqh_enable&quot;:false}\">\n\t\t\t\t\t\t<div class=\"elementor-container elementor-column-gap-default\">\n\t\t\t\t\t<div class=\"elementor-column elementor-col-100 elementor-top-column elementor-element elementor-element-9028fc0\" data-id=\"9028fc0\" data-element_type=\"column\" data-e-type=\"column\">\n\t\t\t<div class=\"elementor-widget-wrap elementor-element-populated\">\n\t\t\t\t\t\t<div class=\"elementor-element elementor-element-5ef0b71 elementor-widget elementor-widget-text-editor\" data-id=\"5ef0b71\" data-element_type=\"widget\" data-e-type=\"widget\" data-widget_type=\"text-editor.default\">\n\t\t\t\t<div class=\"elementor-widget-container\">\n\t\t\t\t\t\t\t\t\t<p><span style=\"font-weight: 400;\">Looking for a simple way to manage hot desk bookings?\u00a0<\/span><\/p><p><b>Archie\u2019s hot desk booking template in Excel <\/b><span style=\"font-weight: 400;\">is a budget-friendly option perfect for small teams (fewer than 10 people) working in the same office space.\u00a0<\/span><\/p><p><span style=\"font-weight: 400;\">The template is completely free to download.<\/span><\/p>\t\t\t\t\t\t\t\t<\/div>\n\t\t\t\t<\/div>\n\t\t\t\t<div class=\"elementor-element elementor-element-0d10e4d elementor-widget elementor-widget-image\" data-id=\"0d10e4d\" data-element_type=\"widget\" data-e-type=\"widget\" data-widget_type=\"image.default\">\n\t\t\t\t<div class=\"elementor-widget-container\">\n\t\t\t\t\t\t\t\t\t\t\t\t\t\t\t\t<a href=\"https:\/\/docs.google.com\/spreadsheets\/d\/1UerWLBqwzHfgfhxEEqUqZB8Pn7f0SPZE-Awn1CG61b8\/edit#gid=0\" target=\"_blank\" rel=\"noopener\">\n\t\t\t\t\t\t\t<img fetchpriority=\"high\" decoding=\"async\" width=\"860\" height=\"450\" src=\"https:\/\/archieapp.co\/blog\/wp-content\/uploads\/2025\/11\/Free-Hot-Desk-Booking-Template-from-Archie-Excel-Google-Sheets-1024x536.png\" class=\"attachment-large size-large wp-image-24407\" alt=\"A sneak peek of the hot desk booking template.\" srcset=\"https:\/\/archieapp.co\/blog\/wp-content\/uploads\/2025\/11\/Free-Hot-Desk-Booking-Template-from-Archie-Excel-Google-Sheets-1024x536.png 1024w, https:\/\/archieapp.co\/blog\/wp-content\/uploads\/2025\/11\/Free-Hot-Desk-Booking-Template-from-Archie-Excel-Google-Sheets-300x157.png 300w, https:\/\/archieapp.co\/blog\/wp-content\/uploads\/2025\/11\/Free-Hot-Desk-Booking-Template-from-Archie-Excel-Google-Sheets-768x402.png 768w, https:\/\/archieapp.co\/blog\/wp-content\/uploads\/2025\/11\/Free-Hot-Desk-Booking-Template-from-Archie-Excel-Google-Sheets-1536x804.png 1536w, https:\/\/archieapp.co\/blog\/wp-content\/uploads\/2025\/11\/Free-Hot-Desk-Booking-Template-from-Archie-Excel-Google-Sheets-400x209.png 400w, https:\/\/archieapp.co\/blog\/wp-content\/uploads\/2025\/11\/Free-Hot-Desk-Booking-Template-from-Archie-Excel-Google-Sheets-700x367.png 700w, https:\/\/archieapp.co\/blog\/wp-content\/uploads\/2025\/11\/Free-Hot-Desk-Booking-Template-from-Archie-Excel-Google-Sheets.png 1900w\" sizes=\"(max-width: 860px) 100vw, 860px\" \/>\t\t\t\t\t\t\t\t<\/a>\n\t\t\t\t\t\t\t\t\t\t\t\t\t\t\t<\/div>\n\t\t\t\t<\/div>\n\t\t\t\t<div class=\"elementor-element elementor-element-744dd85 elementor-align-center elementor-widget elementor-widget-button\" data-id=\"744dd85\" data-element_type=\"widget\" data-e-type=\"widget\" data-widget_type=\"button.default\">\n\t\t\t\t<div class=\"elementor-widget-container\">\n\t\t\t\t\t\t\t\t\t<div class=\"elementor-button-wrapper\">\n\t\t\t\t\t<a class=\"elementor-button elementor-button-link elementor-size-sm\" href=\"https:\/\/docs.google.com\/spreadsheets\/d\/1UerWLBqwzHfgfhxEEqUqZB8Pn7f0SPZE-Awn1CG61b8\/edit#gid=0\" target=\"_blank\" rel=\"noopener\">\n\t\t\t\t\t\t<span class=\"elementor-button-content-wrapper\">\n\t\t\t\t\t\t\t\t\t<span class=\"elementor-button-text\">Free template<\/span>\n\t\t\t\t\t<\/span>\n\t\t\t\t\t<\/a>\n\t\t\t\t<\/div>\n\t\t\t\t\t\t\t\t<\/div>\n\t\t\t\t<\/div>\n\t\t\t\t\t<\/div>\n\t\t<\/div>\n\t\t\t\t\t<\/div>\n\t\t<\/section>\n\t\t\t\t<section class=\"elementor-section elementor-top-section elementor-element elementor-element-14d19f3 elementor-section-boxed elementor-section-height-default elementor-section-height-default\" data-id=\"14d19f3\" data-element_type=\"section\" data-e-type=\"section\" data-settings=\"{&quot;_ha_eqh_enable&quot;:false}\">\n\t\t\t\t\t\t<div class=\"elementor-container elementor-column-gap-default\">\n\t\t\t\t\t<div class=\"elementor-column elementor-col-100 elementor-top-column elementor-element elementor-element-bbf5503\" data-id=\"bbf5503\" data-element_type=\"column\" data-e-type=\"column\">\n\t\t\t<div class=\"elementor-widget-wrap elementor-element-populated\">\n\t\t\t\t\t\t<div class=\"elementor-element elementor-element-64101b9 elementor-widget elementor-widget-heading\" data-id=\"64101b9\" data-element_type=\"widget\" data-e-type=\"widget\" data-widget_type=\"heading.default\">\n\t\t\t\t<div class=\"elementor-widget-container\">\n\t\t\t\t\t<h2 class=\"elementor-heading-title elementor-size-default\"><span class=\"ez-toc-section\" id=\"What_is_an_Excel_desk_booking_tool\"><\/span>What is an Excel desk booking tool? <span class=\"ez-toc-section-end\"><\/span><\/h2>\t\t\t\t<\/div>\n\t\t\t\t<\/div>\n\t\t\t\t<div class=\"elementor-element elementor-element-f0e6f15 elementor-widget elementor-widget-text-editor\" data-id=\"f0e6f15\" data-element_type=\"widget\" data-e-type=\"widget\" data-widget_type=\"text-editor.default\">\n\t\t\t\t<div class=\"elementor-widget-container\">\n\t\t\t\t\t\t\t\t\t<p><span style=\"font-weight: 400;\">An Excel desk booking tool is one of the simplest ways to manage desk reservations in an office. Instead of using dedicated <\/span><a href=\"https:\/\/archieapp.co\/desk-booking-software\"><span style=\"font-weight: 400;\">desk booking software<\/span><\/a><span style=\"font-weight: 400;\">, teams use a spreadsheet to track which desks are available and who has booked them.<\/span><\/p><p><span style=\"font-weight: 400;\">Typically, each desk is listed in a row and each date appears in a column. Employees can then mark desks as booked, available, or pending. Some teams also use dropdown menus and color coding to make the spreadsheet easier to manage.<\/span><\/p><p><span style=\"font-weight: 400;\">For small offices, this can be a practical and low-cost solution. Most people already know how to use Excel, and there are no additional software costs. However, as teams grow and office schedules become more flexible, spreadsheets can become difficult to maintain and are more prone to mistakes.<\/span><\/p>\t\t\t\t\t\t\t\t<\/div>\n\t\t\t\t<\/div>\n\t\t\t\t\t<\/div>\n\t\t<\/div>\n\t\t\t\t\t<\/div>\n\t\t<\/section>\n\t\t\t\t<section class=\"elementor-section elementor-top-section elementor-element elementor-element-e88c0fa elementor-section-boxed elementor-section-height-default elementor-section-height-default\" data-id=\"e88c0fa\" data-element_type=\"section\" data-e-type=\"section\" data-settings=\"{&quot;_ha_eqh_enable&quot;:false}\">\n\t\t\t\t\t\t<div class=\"elementor-container elementor-column-gap-default\">\n\t\t\t\t\t<div class=\"elementor-column elementor-col-100 elementor-top-column elementor-element elementor-element-ce2aaea\" data-id=\"ce2aaea\" data-element_type=\"column\" data-e-type=\"column\">\n\t\t\t<div class=\"elementor-widget-wrap elementor-element-populated\">\n\t\t\t\t\t\t<div class=\"elementor-element elementor-element-10d2c8c elementor-widget elementor-widget-heading\" data-id=\"10d2c8c\" data-element_type=\"widget\" data-e-type=\"widget\" data-widget_type=\"heading.default\">\n\t\t\t\t<div class=\"elementor-widget-container\">\n\t\t\t\t\t<h2 class=\"elementor-heading-title elementor-size-default\"><span class=\"ez-toc-section\" id=\"How_to_set_up_a_desk_booking_system_in_Excel\"><\/span>How to set up a desk booking system in Excel<span class=\"ez-toc-section-end\"><\/span><\/h2>\t\t\t\t<\/div>\n\t\t\t\t<\/div>\n\t\t\t\t<div class=\"elementor-element elementor-element-cc7905d elementor-widget elementor-widget-text-editor\" data-id=\"cc7905d\" data-element_type=\"widget\" data-e-type=\"widget\" data-widget_type=\"text-editor.default\">\n\t\t\t\t<div class=\"elementor-widget-container\">\n\t\t\t\t\t\t\t\t\t<p><span style=\"font-weight: 400;\">Setting up an Excel desk booking tool is simple, but it can take time and effort to create it from scratch. That\u2019s why we\u2019ve made things easier with a ready-to-use, free desk booking template you can download and use immediately. <\/span><a href=\"https:\/\/docs.google.com\/spreadsheets\/d\/1UerWLBqwzHfgfhxEEqUqZB8Pn7f0SPZE-Awn1CG61b8\/edit#gid=0\" target=\"_blank\" rel=\"noopener\"><span style=\"font-weight: 400;\">Access the desk booking template for free<\/span><\/a><span style=\"font-weight: 400;\">.<\/span><\/p>\t\t\t\t\t\t\t\t<\/div>\n\t\t\t\t<\/div>\n\t\t\t\t<div class=\"elementor-element elementor-element-08afb90 elementor-widget elementor-widget-heading\" data-id=\"08afb90\" data-element_type=\"widget\" data-e-type=\"widget\" data-widget_type=\"heading.default\">\n\t\t\t\t<div class=\"elementor-widget-container\">\n\t\t\t\t\t<h3 class=\"elementor-heading-title elementor-size-default\">Step 1: Set the schedule start date<\/h3>\t\t\t\t<\/div>\n\t\t\t\t<\/div>\n\t\t\t\t<div class=\"elementor-element elementor-element-4c155c1 elementor-widget elementor-widget-text-editor\" data-id=\"4c155c1\" data-element_type=\"widget\" data-e-type=\"widget\" data-widget_type=\"text-editor.default\">\n\t\t\t\t<div class=\"elementor-widget-container\">\n\t\t\t\t\t\t\t\t\t<p>Once you download the desk booking spreadsheet, s<span>tart on the <\/span><b>Hot Desk Booking<\/b><span> sheet. At the top of the sheet, enter your <\/span><b>Schedule Start Date<\/b><span>. This is the first day you want the booking schedule to show. Once you add the start date, the template will display a 14-day booking period. This helps you plan desk bookings for the next two weeks in one place.<\/span><\/p>\t\t\t\t\t\t\t\t<\/div>\n\t\t\t\t<\/div>\n\t\t\t\t<div class=\"elementor-element elementor-element-806bcaa elementor-widget elementor-widget-heading\" data-id=\"806bcaa\" data-element_type=\"widget\" data-e-type=\"widget\" data-widget_type=\"heading.default\">\n\t\t\t\t<div class=\"elementor-widget-container\">\n\t\t\t\t\t<h3 class=\"elementor-heading-title elementor-size-default\">Step 2: Choose the day you want to view\n<\/h3>\t\t\t\t<\/div>\n\t\t\t\t<\/div>\n\t\t\t\t<div class=\"elementor-element elementor-element-ac64297 elementor-widget elementor-widget-text-editor\" data-id=\"ac64297\" data-element_type=\"widget\" data-e-type=\"widget\" data-widget_type=\"text-editor.default\">\n\t\t\t\t<div class=\"elementor-widget-container\">\n\t\t\t\t\t\t\t\t\t<p><span style=\"font-weight: 400;\">Next, choose the specific day you want to view in the office map. The office map is there to give you a more visual view of your workspace. Instead of only looking at rows and columns, you can quickly see which desks are booked on that selected day. This is useful when someone asks, \u201cWhere will I sit today?\u201d or \u201cWho is sitting near me?\u201d<\/span><\/p>\t\t\t\t\t\t\t\t<\/div>\n\t\t\t\t<\/div>\n\t\t\t\t<div class=\"elementor-element elementor-element-1d55103 elementor-widget elementor-widget-heading\" data-id=\"1d55103\" data-element_type=\"widget\" data-e-type=\"widget\" data-widget_type=\"heading.default\">\n\t\t\t\t<div class=\"elementor-widget-container\">\n\t\t\t\t\t<h3 class=\"elementor-heading-title elementor-size-default\">Step 3: Use the 14-day grid to assign desks<\/h3>\t\t\t\t<\/div>\n\t\t\t\t<\/div>\n\t\t\t\t<div class=\"elementor-element elementor-element-f602a05 elementor-widget elementor-widget-text-editor\" data-id=\"f602a05\" data-element_type=\"widget\" data-e-type=\"widget\" data-widget_type=\"text-editor.default\">\n\t\t\t\t<div class=\"elementor-widget-container\">\n\t\t\t\t\t\t\t\t\t<p><span style=\"font-weight: 400;\">The main booking grid shows desks on the left and dates across the top. To book a desk, find the correct desk row and the correct date column, then enter the person\u2019s name in that cell. For example, if Andrea books <\/span><b>D1<\/b><span style=\"font-weight: 400;\"> on Monday, enter <\/span><b>Andrea<\/b><span style=\"font-weight: 400;\"> in the cell where <\/span><b>D1<\/b><span style=\"font-weight: 400;\"> and that date meet.<\/span><\/p><p><span style=\"font-weight: 400;\">Blank cells mean the desk is still available. You do not need to type \u201cAvailable\u201d into every empty cell. Keeping available desks blank makes the sheet cleaner and easier to scan.<\/span><\/p>\t\t\t\t\t\t\t\t<\/div>\n\t\t\t\t<\/div>\n\t\t\t\t<div class=\"elementor-element elementor-element-1e26d74 elementor-widget elementor-widget-heading\" data-id=\"1e26d74\" data-element_type=\"widget\" data-e-type=\"widget\" data-widget_type=\"heading.default\">\n\t\t\t\t<div class=\"elementor-widget-container\">\n\t\t\t\t\t<h3 class=\"elementor-heading-title elementor-size-default\">Step 4: Use the Booking Requests sheet for approvals<\/h3>\t\t\t\t<\/div>\n\t\t\t\t<\/div>\n\t\t\t\t<div class=\"elementor-element elementor-element-dc04fca elementor-widget elementor-widget-text-editor\" data-id=\"dc04fca\" data-element_type=\"widget\" data-e-type=\"widget\" data-widget_type=\"text-editor.default\">\n\t\t\t\t<div class=\"elementor-widget-container\">\n\t\t\t\t\t\t\t\t\t<p><span style=\"font-weight: 400;\">If you do not want employees editing the main booking grid directly, use the <\/span><b>Booking Requests<\/b><span style=\"font-weight: 400;\"> sheet. This sheet can be used to collect desk booking requests before they are approved. For example, employees can enter:<\/span><\/p><ul><li style=\"font-weight: 400;\" aria-level=\"1\"><span style=\"font-weight: 400;\">Their name<\/span><\/li><li style=\"font-weight: 400;\" aria-level=\"1\"><span style=\"font-weight: 400;\">Requested date<\/span><\/li><li style=\"font-weight: 400;\" aria-level=\"1\"><span style=\"font-weight: 400;\">Preferred desk<\/span><\/li><li style=\"font-weight: 400;\" aria-level=\"1\"><span style=\"font-weight: 400;\">Notes or special requirements<\/span><\/li><li style=\"font-weight: 400;\" aria-level=\"1\"><span style=\"font-weight: 400;\">Booking status<\/span><\/li><\/ul><p><span style=\"font-weight: 400;\">This is helpful if you want more control over who gets which desk, especially on busy office days. You can use the status dropdowns to track each request:\u00a0<b>Pending<\/b> when a request still needs review, <b>Booked<\/b> once the desk has been approved and added to the main booking grid, or <b>Blocked<\/b> if the desk should not be used that day (because it is reserved for a team, under maintenance, or unavailable for another reason).<\/span><\/p>\t\t\t\t\t\t\t\t<\/div>\n\t\t\t\t<\/div>\n\t\t\t\t<div class=\"elementor-element elementor-element-7ba15c9 elementor-widget elementor-widget-heading\" data-id=\"7ba15c9\" data-element_type=\"widget\" data-e-type=\"widget\" data-widget_type=\"heading.default\">\n\t\t\t\t<div class=\"elementor-widget-container\">\n\t\t\t\t\t<h3 class=\"elementor-heading-title elementor-size-default\">Step 5: Share the hot desk booking Excel template with your team<\/h3>\t\t\t\t<\/div>\n\t\t\t\t<\/div>\n\t\t\t\t<div class=\"elementor-element elementor-element-e6ae7aa elementor-widget elementor-widget-text-editor\" data-id=\"e6ae7aa\" data-element_type=\"widget\" data-e-type=\"widget\" data-widget_type=\"text-editor.default\">\n\t\t\t\t<div class=\"elementor-widget-container\">\n\t\t\t\t\t\t\t\t\t<p>Once your Excel desk booking tool is set up, share it with your team. You can email the file or upload it to a shared platform like Google Drive or SharePoint. Make sure to set appropriate editing permissions so only authorized team members can make changes.<\/p>\t\t\t\t\t\t\t\t<\/div>\n\t\t\t\t<\/div>\n\t\t\t\t<div class=\"elementor-element elementor-element-94af21b elementor-widget elementor-widget-heading\" data-id=\"94af21b\" data-element_type=\"widget\" data-e-type=\"widget\" data-widget_type=\"heading.default\">\n\t\t\t\t<div class=\"elementor-widget-container\">\n\t\t\t\t\t<h3 class=\"elementor-heading-title elementor-size-default\">Step 6: Keep one person in charge of the desk booking system<\/h3>\t\t\t\t<\/div>\n\t\t\t\t<\/div>\n\t\t\t\t<div class=\"elementor-element elementor-element-87624b4 elementor-widget elementor-widget-text-editor\" data-id=\"87624b4\" data-element_type=\"widget\" data-e-type=\"widget\" data-widget_type=\"text-editor.default\">\n\t\t\t\t<div class=\"elementor-widget-container\">\n\t\t\t\t\t\t\t\t\t<p><span style=\"font-weight: 400;\">To avoid duplicate or confusing bookings, assign someone to act as the desk booking system administrator. This could be an office manager, workplace coordinator, admin, or team lead. That person should be responsible for updating the desk booking spreadsheet:\u00a0<\/span><\/p><ul><li style=\"font-weight: 400;\" aria-level=\"1\"><span style=\"font-weight: 400;\">Review new booking requests<\/span><\/li><li style=\"font-weight: 400;\" aria-level=\"1\"><span style=\"font-weight: 400;\">Approve or reject requests<\/span><\/li><li style=\"font-weight: 400;\" aria-level=\"1\"><span style=\"font-weight: 400;\">Add approved bookings to the 14-day grid<\/span><\/li><li style=\"font-weight: 400;\" aria-level=\"1\"><span style=\"font-weight: 400;\">Keep the office map accurate<\/span><\/li><li style=\"font-weight: 400;\" aria-level=\"1\"><span style=\"font-weight: 400;\">Remove outdated or incorrect bookings<\/span><\/li><\/ul><p><span style=\"font-weight: 400;\">This keeps the template organized and helps everyone trust the schedule.<\/span><\/p>\t\t\t\t\t\t\t\t<\/div>\n\t\t\t\t<\/div>\n\t\t\t\t<div class=\"elementor-element elementor-element-c8beebc elementor-widget elementor-widget-heading\" data-id=\"c8beebc\" data-element_type=\"widget\" data-e-type=\"widget\" data-widget_type=\"heading.default\">\n\t\t\t\t<div class=\"elementor-widget-container\">\n\t\t\t\t\t<h2 class=\"elementor-heading-title elementor-size-default\"><span class=\"ez-toc-section\" id=\"Using_the_hot_desk_booking_template_in_Google_Sheets\"><\/span>Using the hot desk booking template in Google Sheets<span class=\"ez-toc-section-end\"><\/span><\/h2>\t\t\t\t<\/div>\n\t\t\t\t<\/div>\n\t\t\t\t<div class=\"elementor-element elementor-element-3368470 elementor-widget elementor-widget-text-editor\" data-id=\"3368470\" data-element_type=\"widget\" data-e-type=\"widget\" data-widget_type=\"text-editor.default\">\n\t\t\t\t<div class=\"elementor-widget-container\">\n\t\t\t\t\t\t\t\t\t<p>Google Sheets is a great alternative to an Excel desk booking tool, especially for teams that need easy access and real-time collaboration. Moving your desk booking system Excel template to Google Sheets allows your team to work together seamlessly, from anywhere, on any device with an internet connection.<\/p>\t\t\t\t\t\t\t\t<\/div>\n\t\t\t\t<\/div>\n\t\t\t\t<div class=\"elementor-element elementor-element-30442d0 elementor-widget elementor-widget-heading\" data-id=\"30442d0\" data-element_type=\"widget\" data-e-type=\"widget\" data-widget_type=\"heading.default\">\n\t\t\t\t<div class=\"elementor-widget-container\">\n\t\t\t\t\t<h3 class=\"elementor-heading-title elementor-size-default\">Import and share with ease<\/h3>\t\t\t\t<\/div>\n\t\t\t\t<\/div>\n\t\t\t\t<div class=\"elementor-element elementor-element-8e8201f elementor-widget elementor-widget-text-editor\" data-id=\"8e8201f\" data-element_type=\"widget\" data-e-type=\"widget\" data-widget_type=\"text-editor.default\">\n\t\t\t\t<div class=\"elementor-widget-container\">\n\t\t\t\t\t\t\t\t\t<p>You can quickly upload your\u00a0hot desk booking system from Excel into Google Sheets without losing important formatting or dropdown menus. Once it\u2019s uploaded, you can share the file with your team across departments or locations. Everyone with access can view and update the sheet at the same time, making it easier to coordinate bookings.<\/p>\t\t\t\t\t\t\t\t<\/div>\n\t\t\t\t<\/div>\n\t\t\t\t<div class=\"elementor-element elementor-element-aa41d30 elementor-widget elementor-widget-heading\" data-id=\"aa41d30\" data-element_type=\"widget\" data-e-type=\"widget\" data-widget_type=\"heading.default\">\n\t\t\t\t<div class=\"elementor-widget-container\">\n\t\t\t\t\t<h3 class=\"elementor-heading-title elementor-size-default\">Real-time collaboration<\/h3>\t\t\t\t<\/div>\n\t\t\t\t<\/div>\n\t\t\t\t<div class=\"elementor-element elementor-element-57190dd elementor-widget elementor-widget-text-editor\" data-id=\"57190dd\" data-element_type=\"widget\" data-e-type=\"widget\" data-widget_type=\"text-editor.default\">\n\t\t\t\t<div class=\"elementor-widget-container\">\n\t\t\t\t\t\t\t\t\t<p><span style=\"font-weight: 400;\">Unlike the Excel desk booking tool, where updates need to be manually saved and shared, Google Sheets automatically saves every change as it happens. Everyone always has the latest version, reducing errors or outdated information. Team members can book desks simultaneously without worrying about conflicts or overwriting someone else\u2019s work. <\/span><a href=\"https:\/\/integrately.com\/integrations\/google-sheets\/webhook-api\" target=\"_blank\" rel=\"noopener\"><span style=\"font-weight: 400;\">Google Sheets webhook integrations<\/span><\/a><span style=\"font-weight: 400;\"> can also trigger automated alerts when bookings are made.<\/span><\/p>\t\t\t\t\t\t\t\t<\/div>\n\t\t\t\t<\/div>\n\t\t\t\t<div class=\"elementor-element elementor-element-92aed3e elementor-widget elementor-widget-heading\" data-id=\"92aed3e\" data-element_type=\"widget\" data-e-type=\"widget\" data-widget_type=\"heading.default\">\n\t\t\t\t<div class=\"elementor-widget-container\">\n\t\t\t\t\t<h2 class=\"elementor-heading-title elementor-size-default\"><span class=\"ez-toc-section\" id=\"Free_hot_desk_booking_system_Excel_limitations\"><\/span>Free hot desk booking system Excel limitations<span class=\"ez-toc-section-end\"><\/span><\/h2>\t\t\t\t<\/div>\n\t\t\t\t<\/div>\n\t\t\t\t<div class=\"elementor-element elementor-element-07da427 elementor-widget elementor-widget-text-editor\" data-id=\"07da427\" data-element_type=\"widget\" data-e-type=\"widget\" data-widget_type=\"text-editor.default\">\n\t\t\t\t<div class=\"elementor-widget-container\">\n\t\t\t\t\t\t\t\t\t<p><span style=\"font-weight: 400;\">Setting up a manual hot desk booking system in Excel or Google Sheets is relatively easy, but the challenges start when more people begin using it:<\/span><\/p><ul><li style=\"font-weight: 400;\" aria-level=\"1\"><b>They don&#8217;t scale well: <\/b><span style=\"font-weight: 400;\">What works for five people can quickly become frustrating for fifty. Someone usually ends up spending time answering questions, fixing booking mistakes, and keeping the spreadsheet organized.<\/span><\/li><li style=\"font-weight: 400;\" aria-level=\"1\"><b>Double bookings become more common: <\/b><span style=\"font-weight: 400;\">When multiple people edit the same file, mistakes happen. Employees may accidentally reserve the same desk or book a space that was already taken.<\/span><\/li><li style=\"font-weight: 400;\" aria-level=\"1\"><b>Visibility is limited: <\/b><span style=\"font-weight: 400;\">A spreadsheet tells you whether a desk is booked. It doesn&#8217;t tell you who is planning to be in the office, where teammates are sitting, or how office space is actually being used.<\/span><\/li><li style=\"font-weight: 400;\" aria-level=\"1\"><b>There&#8217;s no automation: <\/b><span>Reminders, recurring bookings, check-ins, workplace analytics, and calendar integrations typically require manual work or additional tools.<\/span><\/li><\/ul>\t\t\t\t\t\t\t\t<\/div>\n\t\t\t\t<\/div>\n\t\t\t\t<div class=\"elementor-element elementor-element-8ed5e02 elementor-widget elementor-widget-heading\" data-id=\"8ed5e02\" data-element_type=\"widget\" data-e-type=\"widget\" data-widget_type=\"heading.default\">\n\t\t\t\t<div class=\"elementor-widget-container\">\n\t\t\t\t\t<h2 class=\"elementor-heading-title elementor-size-default\"><span class=\"ez-toc-section\" id=\"Should_you_use_a_hot_desk_booking_template\"><\/span>Should you use a hot desk booking template?<span class=\"ez-toc-section-end\"><\/span><\/h2>\t\t\t\t<\/div>\n\t\t\t\t<\/div>\n\t\t\t\t<div class=\"elementor-element elementor-element-cac1832 elementor-widget elementor-widget-text-editor\" data-id=\"cac1832\" data-element_type=\"widget\" data-e-type=\"widget\" data-widget_type=\"text-editor.default\">\n\t\t\t\t<div class=\"elementor-widget-container\">\n\t\t\t\t\t\t\t\t\t<p><span style=\"font-weight: 400;\">In my opinion, the answer depends mostly on the size of your office and how often people need to book desks.<\/span><\/p><p><span style=\"font-weight: 400;\">A hot desk booking template is a great option for smaller teams or businesses that need a simple way to manage shared desks. So, if you&#8217;re running a small office, startup, or coworking space with only a few shared desks, a using a spreadsheet in Excel or Google Sheets can be a perfectly reasonable solution. It&#8217;s free, familiar, and quick to set up.<\/span><\/p><p><span style=\"font-weight: 400;\">But once desk reservations become a daily activity, an Excel desk booking template start showing their limitations.<\/span><\/p><p><span style=\"font-weight: 400;\">Employees may not know whether information is up to date. Booking conflicts become more common. Managers spend more time maintaining the system. And getting useful insights about office usage becomes almost impossible.<\/span><\/p><p data-start=\"55\" data-end=\"459\"><span style=\"font-weight: 400;\">For growing teams, <\/span><span style=\"font-weight: 400;\">dedicated desk booking software often ends up saving time and reducing frustration, even though it comes with an additional cost.<\/span><\/p>\t\t\t\t\t\t\t\t<\/div>\n\t\t\t\t<\/div>\n\t\t\t\t<div class=\"elementor-element elementor-element-3c616cd elementor-widget elementor-widget-heading\" data-id=\"3c616cd\" data-element_type=\"widget\" data-e-type=\"widget\" data-widget_type=\"heading.default\">\n\t\t\t\t<div class=\"elementor-widget-container\">\n\t\t\t\t\t<h2 class=\"elementor-heading-title elementor-size-default\"><span class=\"ez-toc-section\" id=\"Which_desk_booking_system_is_right_for_you\"><\/span>Which desk booking system is right for you?<span class=\"ez-toc-section-end\"><\/span><\/h2>\t\t\t\t<\/div>\n\t\t\t\t<\/div>\n\t\t\t\t<div class=\"elementor-element elementor-element-76b8551 elementor-widget elementor-widget-text-editor\" data-id=\"76b8551\" data-element_type=\"widget\" data-e-type=\"widget\" data-widget_type=\"text-editor.default\">\n\t\t\t\t<div class=\"elementor-widget-container\">\n\t\t\t\t\t\t\t\t\t<p>When managing desks in a <a href=\"https:\/\/archieapp.co\/blog\/hybrid-work-examples-and-practices\/\">hybrid workplace<\/a> or a coworking space, there are three main options: using a hot desk booking system in Excel or Google Sheets, building your own desk booking system, or investing in third-party desk booking software.\u00a0<\/p>\t\t\t\t\t\t\t\t<\/div>\n\t\t\t\t<\/div>\n\t\t\t\t<div class=\"elementor-element elementor-element-0d33806 elementor-widget elementor-widget-heading\" data-id=\"0d33806\" data-element_type=\"widget\" data-e-type=\"widget\" data-widget_type=\"heading.default\">\n\t\t\t\t<div class=\"elementor-widget-container\">\n\t\t\t\t\t<h3 class=\"elementor-heading-title elementor-size-default\">1. Hot desk booking Excel template<\/h3>\t\t\t\t<\/div>\n\t\t\t\t<\/div>\n\t\t\t\t<div class=\"elementor-element elementor-element-4a4cfd6 elementor-widget elementor-widget-text-editor\" data-id=\"4a4cfd6\" data-element_type=\"widget\" data-e-type=\"widget\" data-widget_type=\"text-editor.default\">\n\t\t\t\t<div class=\"elementor-widget-container\">\n\t\t\t\t\t\t\t\t\t<p><span style=\"font-weight: 400;\">I\u2019ve already mentioned that using Excel or Google Sheets is the simplest and cheapest option, especially for smaller teams that work in the same office and don\u2019t need to book meeting rooms. If that\u2019s the case, go ahead and try out our <\/span><a href=\"https:\/\/docs.google.com\/spreadsheets\/d\/1UerWLBqwzHfgfhxEEqUqZB8Pn7f0SPZE-Awn1CG61b8\/edit#gid=0\" target=\"_blank\" rel=\"noopener\"><span style=\"font-weight: 400;\">free hot desk booking template<\/span><\/a><span style=\"font-weight: 400;\">.\u00a0<\/span><\/p><p><span style=\"font-weight: 400;\">At the same time, filling out rows and columns can get tedious fast, especially for larger offices and teams. Mistakes like double bookings and mix-ups can easily happen since there are no real-time updates on availability.<\/span><\/p><p><b>Pros:\u00a0<\/b><\/p><ul><li style=\"font-weight: 400;\" aria-level=\"1\"><span style=\"font-weight: 400;\">Familiar and easy to use.<\/span><\/li><li style=\"font-weight: 400;\" aria-level=\"1\"><span style=\"font-weight: 400;\">Accessible anytime, with no need to learn new software.<\/span><\/li><li style=\"font-weight: 400;\" aria-level=\"1\"><span style=\"font-weight: 400;\">Perfect for small, simple setups.<\/span><\/li><\/ul><p><b>Cons:\u00a0<\/b><\/p><ul><li style=\"font-weight: 400;\" aria-level=\"1\"><span style=\"font-weight: 400;\">Someone must oversee and maintain the desk booking spreadsheet, answer questions, and fix any issues.<\/span><\/li><li style=\"font-weight: 400;\" aria-level=\"1\"><span style=\"font-weight: 400;\">Tracking <\/span><a href=\"https:\/\/archieapp.co\/blog\/an-effective-hot-desk-policy-template\/\"><span style=\"font-weight: 400;\">hot desking policies<\/span><\/a><span style=\"font-weight: 400;\"> or hybrid schedules can become a mess.<\/span><\/li><li style=\"font-weight: 400;\" aria-level=\"1\"><span style=\"font-weight: 400;\">No real-time updates or reliable data for KPIs like productivity or collaboration.<\/span><\/li><li style=\"font-weight: 400;\" aria-level=\"1\"><span style=\"font-weight: 400;\">Can\u2019t handle complex setups like booking rooms, desks, and focus areas in one place.<\/span><\/li><\/ul><p>Managing desks shouldn\u2019t feel like extra work. Desk booking software takes the stress out of shared seating and makes it easier for your team to find, book, and use office space.<\/p>\t\t\t\t\t\t\t\t<\/div>\n\t\t\t\t<\/div>\n\t\t\t\t<div class=\"elementor-element elementor-element-d068d9e elementor-widget elementor-widget-heading\" data-id=\"d068d9e\" data-element_type=\"widget\" data-e-type=\"widget\" data-widget_type=\"heading.default\">\n\t\t\t\t<div class=\"elementor-widget-container\">\n\t\t\t\t\t<h3 class=\"elementor-heading-title elementor-size-default\">2. Building your own desk booking system<\/h3>\t\t\t\t<\/div>\n\t\t\t\t<\/div>\n\t\t\t\t<div class=\"elementor-element elementor-element-9b21525 elementor-widget elementor-widget-text-editor\" data-id=\"9b21525\" data-element_type=\"widget\" data-e-type=\"widget\" data-widget_type=\"text-editor.default\">\n\t\t\t\t<div class=\"elementor-widget-container\">\n\t\t\t\t\t\t\t\t\t<p><span style=\"font-weight: 400;\">Creating custom desk booking software is the most tailored solution, but it\u2019s also the most expensive and complex. While it gives you full control to design a system that meets your exact needs, the costs and effort involved can add up quickly.<\/span><\/p><p><strong>Pros:<\/strong><\/p><ul><li style=\"font-weight: 400;\" aria-level=\"1\"><span style=\"font-weight: 400;\">Fully customized to your business requirements.<\/span><\/li><li style=\"font-weight: 400;\" aria-level=\"1\"><span style=\"font-weight: 400;\">Managed by your in-house team, so issues can be resolved quickly.<\/span><\/li><\/ul><p><strong>Cons:<\/strong><\/p><ul><li style=\"font-weight: 400;\" aria-level=\"1\"><span style=\"font-weight: 400;\">Expensive to develop, host, and maintain.<\/span><\/li><li style=\"font-weight: 400;\" aria-level=\"1\"><span style=\"font-weight: 400;\">Requires hiring developers or dedicating existing resources.<\/span><\/li><li style=\"font-weight: 400;\" aria-level=\"1\"><span style=\"font-weight: 400;\">Time-consuming to build, test, and add new features.<\/span><\/li><\/ul><p><span style=\"font-weight: 400;\">If you\u2019re considering this route, be sure to weigh the long-term costs and effort required.<\/span><\/p>\t\t\t\t\t\t\t\t<\/div>\n\t\t\t\t<\/div>\n\t\t\t\t<div class=\"elementor-element elementor-element-c31f198 elementor-widget elementor-widget-heading\" data-id=\"c31f198\" data-element_type=\"widget\" data-e-type=\"widget\" data-widget_type=\"heading.default\">\n\t\t\t\t<div class=\"elementor-widget-container\">\n\t\t\t\t\t<h3 class=\"elementor-heading-title elementor-size-default\">3. Third-party desk booking software<\/h3>\t\t\t\t<\/div>\n\t\t\t\t<\/div>\n\t\t\t\t<div class=\"elementor-element elementor-element-e759463 elementor-widget elementor-widget-text-editor\" data-id=\"e759463\" data-element_type=\"widget\" data-e-type=\"widget\" data-widget_type=\"text-editor.default\">\n\t\t\t\t<div class=\"elementor-widget-container\">\n\t\t\t\t\t\t\t\t\t<p><span style=\"font-weight: 400;\">Dedicated <\/span><a href=\"https:\/\/archieapp.co\/blog\/best-desk-booking-software\/\"><span style=\"font-weight: 400;\">desk booking systems<\/span><\/a><span style=\"font-weight: 400;\"> help you reserve and manage desks easily, either in advance or on the spot. These systems<\/span><span style=\"font-weight: 400;\">\u00a0prevent double bookings with instant updates and sync with calendars to keep schedules organized, which makes it perfect for growing teams.\u00a0<\/span><\/p><p><strong>Pros:<\/strong><\/p><ul><li style=\"font-weight: 400;\" aria-level=\"1\"><span style=\"font-weight: 400;\">Advanced <a href=\"https:\/\/archieapp.co\/blog\/desk-booking-software-features\/\">desk booking features<\/a> include live availability, <\/span><a href=\"https:\/\/archieapp.co\/blog\/workplace-analytics\/\"><span style=\"font-weight: 400;\">workplace analytics<\/span><\/a><span style=\"font-weight: 400;\">, <\/span><a href=\"https:\/\/archieapp.co\/blog\/interactive-office-floor-plans\/\"><span style=\"font-weight: 400;\">floor plans<\/span><\/a><span style=\"font-weight: 400;\">, and filters.<\/span><\/li><li style=\"font-weight: 400;\" aria-level=\"1\"><span style=\"font-weight: 400;\">Grows with your team and office needs.<\/span><\/li><li style=\"font-weight: 400;\" aria-level=\"1\"><span style=\"font-weight: 400;\">Connects with tools like Google Workspace, Microsoft 365, and Slack.<\/span><\/li><\/ul><p><strong>Cons:<\/strong><\/p><ul><li style=\"font-weight: 400;\" aria-level=\"1\"><span style=\"font-weight: 400;\">More expensive than basic desk booking solutions like Excel.<\/span><\/li><li style=\"font-weight: 400;\" aria-level=\"1\"><span style=\"font-weight: 400;\">Initial configuration and training may take time.<\/span><\/li><\/ul>\t\t\t\t\t\t\t\t<\/div>\n\t\t\t\t<\/div>\n\t\t\t\t\t<\/div>\n\t\t<\/div>\n\t\t\t\t\t<\/div>\n\t\t<\/section>\n\t\t\t\t<section class=\"elementor-section elementor-top-section elementor-element elementor-element-4dc1380 elementor-section-boxed elementor-section-height-default elementor-section-height-default\" data-id=\"4dc1380\" data-element_type=\"section\" data-e-type=\"section\" data-settings=\"{&quot;_ha_eqh_enable&quot;:false}\">\n\t\t\t\t\t\t<div class=\"elementor-container elementor-column-gap-default\">\n\t\t\t\t\t<div class=\"elementor-column elementor-col-100 elementor-top-column elementor-element elementor-element-072658b\" data-id=\"072658b\" data-element_type=\"column\" data-e-type=\"column\">\n\t\t\t<div class=\"elementor-widget-wrap elementor-element-populated\">\n\t\t\t\t\t\t<div class=\"elementor-element elementor-element-89518fb elementor-widget elementor-widget-heading\" data-id=\"89518fb\" data-element_type=\"widget\" data-e-type=\"widget\" data-widget_type=\"heading.default\">\n\t\t\t\t<div class=\"elementor-widget-container\">\n\t\t\t\t\t<h2 class=\"elementor-heading-title elementor-size-default\"><span class=\"ez-toc-section\" id=\"Why_replace_your_Excel_booking_system_with_a_desk_booking_app\"><\/span>Why replace your Excel booking system with a desk booking app<span class=\"ez-toc-section-end\"><\/span><\/h2>\t\t\t\t<\/div>\n\t\t\t\t<\/div>\n\t\t\t\t<div class=\"elementor-element elementor-element-e9a100c elementor-widget elementor-widget-text-editor\" data-id=\"e9a100c\" data-element_type=\"widget\" data-e-type=\"widget\" data-widget_type=\"text-editor.default\">\n\t\t\t\t<div class=\"elementor-widget-container\">\n\t\t\t\t\t\t\t\t\t<p><span style=\"font-weight: 400;\">C<\/span><span style=\"font-weight: 400;\">ompared to an Excel desk booking tool, <a href=\"https:\/\/archieapp.co\/desk-booking-software\">desk booking software<\/a> like <\/span><span style=\"font-weight: 400;\">Archie<\/span><span style=\"font-weight: 400;\"> offers:<\/span><\/p><ul><li style=\"font-weight: 400;\" aria-level=\"1\"><b>Flexible scheduling options<\/b><span style=\"font-weight: 400;\">: Desk booking can be done via a web app, mobile app, Google or Outlook calendars, <\/span><a href=\"https:\/\/archieapp.co\/blog\/efficient-meeting-management-with-microsoft-teams-room-booking-system\/\"><span style=\"font-weight: 400;\">Microsoft Teams<\/span><\/a><span style=\"font-weight: 400;\">, and <\/span><a href=\"https:\/\/archieapp.co\/blog\/efficient-meeting-management-with-slack-room-and-desk-booking-integration\/\"><span style=\"font-weight: 400;\">Slack<\/span><\/a><span style=\"font-weight: 400;\">. Who needs desk booking spreadsheets if you have so many options to choose from?\u00a0<\/span><\/li><li style=\"font-weight: 400;\" aria-level=\"1\"><b>Recurring desk bookings<\/b><span style=\"font-weight: 400;\">: Users can reserve the same desks for regular office days, eliminating the need to book a desk daily.<\/span><\/li><li style=\"font-weight: 400;\" aria-level=\"1\"><b>Interactive floor plans: <\/b><span style=\"font-weight: 400;\">Visual maps make selecting desks and viewing the office layout easy.<\/span><\/li><li style=\"font-weight: 400;\" aria-level=\"1\"><b>Real-time availability:<\/b><span style=\"font-weight: 400;\"> Desk booking systems provide live updates on desk availability to avoid double bookings or confusion.<\/span><\/li><li style=\"font-weight: 400;\" aria-level=\"1\"><b>Finding coworkers easily: <\/b><span style=\"font-weight: 400;\">Features like employee lookup allow users to book desks near their teammates or business partners for easier collaboration. Some systems even send alerts when colleagues are in the office.<\/span><\/li><li style=\"font-weight: 400;\" aria-level=\"1\"><b>Useful data insights:<\/b><span style=\"font-weight: 400;\"> Desk booking tools track usage trends, peak times, and <a href=\"https:\/\/archieapp.co\/blog\/desk-occupancy\/\">desk occupancy<\/a>, helping office managers plan better and make the most of workspace resources.<\/span><\/li><li style=\"font-weight: 400;\" aria-level=\"1\"><b>Smooth integrations:<\/b><span style=\"font-weight: 400;\"> The best desk booking software connects with tools already in use, like calendars and communication apps, making it easier for teams to manage reservations seamlessly.<\/span><\/li><\/ul><p><span style=\"font-weight: 400;\">This means no more scrambling in the morning to grab a favorite desk or settling for a less-than-ideal spot. People can just walk into the office (or reserve a desk in advance), open the app, and pick a desired place to work. If you\u2019re looking for a more efficient way to manage desks, this is a better solution than the hot desk booking template in Excel.\u00a0<\/span><\/p>\t\t\t\t\t\t\t\t<\/div>\n\t\t\t\t<\/div>\n\t\t\t\t<div class=\"elementor-element elementor-element-0d92201 elementor-widget elementor-widget-image\" data-id=\"0d92201\" data-element_type=\"widget\" data-e-type=\"widget\" data-widget_type=\"image.default\">\n\t\t\t\t<div class=\"elementor-widget-container\">\n\t\t\t\t\t\t\t\t\t\t\t\t\t\t\t\t<a href=\"https:\/\/docs.google.com\/spreadsheets\/d\/1UerWLBqwzHfgfhxEEqUqZB8Pn7f0SPZE-Awn1CG61b8\/edit#gid=0\" target=\"_blank\" rel=\"noopener\">\n\t\t\t\t\t\t\t<img decoding=\"async\" width=\"860\" height=\"574\" src=\"https:\/\/archieapp.co\/blog\/wp-content\/uploads\/2026\/02\/Archie-gets-the-best-ease-of-use-based-on-verified-Capterra-reviews-1024x683.jpg\" class=\"attachment-large size-large wp-image-19446\" alt=\"Archie gets the best ease of use based on verified Capterra reviews.\" srcset=\"https:\/\/archieapp.co\/blog\/wp-content\/uploads\/2026\/02\/Archie-gets-the-best-ease-of-use-based-on-verified-Capterra-reviews-1024x683.jpg 1024w, https:\/\/archieapp.co\/blog\/wp-content\/uploads\/2026\/02\/Archie-gets-the-best-ease-of-use-based-on-verified-Capterra-reviews-300x200.jpg 300w, https:\/\/archieapp.co\/blog\/wp-content\/uploads\/2026\/02\/Archie-gets-the-best-ease-of-use-based-on-verified-Capterra-reviews-768x512.jpg 768w, https:\/\/archieapp.co\/blog\/wp-content\/uploads\/2026\/02\/Archie-gets-the-best-ease-of-use-based-on-verified-Capterra-reviews-1536x1024.jpg 1536w, https:\/\/archieapp.co\/blog\/wp-content\/uploads\/2026\/02\/Archie-gets-the-best-ease-of-use-based-on-verified-Capterra-reviews-400x267.jpg 400w, https:\/\/archieapp.co\/blog\/wp-content\/uploads\/2026\/02\/Archie-gets-the-best-ease-of-use-based-on-verified-Capterra-reviews-700x467.jpg 700w, https:\/\/archieapp.co\/blog\/wp-content\/uploads\/2026\/02\/Archie-gets-the-best-ease-of-use-based-on-verified-Capterra-reviews.jpg 1900w\" sizes=\"(max-width: 860px) 100vw, 860px\" \/>\t\t\t\t\t\t\t\t<\/a>\n\t\t\t\t\t\t\t\t\t\t\t\t\t\t\t<\/div>\n\t\t\t\t<\/div>\n\t\t\t\t<div class=\"elementor-element elementor-element-e8e13aa elementor-align-center elementor-widget elementor-widget-button\" data-id=\"e8e13aa\" data-element_type=\"widget\" data-e-type=\"widget\" data-widget_type=\"button.default\">\n\t\t\t\t<div class=\"elementor-widget-container\">\n\t\t\t\t\t\t\t\t\t<div class=\"elementor-button-wrapper\">\n\t\t\t\t\t<a class=\"elementor-button elementor-button-link elementor-size-sm\" href=\"https:\/\/archieapp.co\/schedule-a-demo\">\n\t\t\t\t\t\t<span class=\"elementor-button-content-wrapper\">\n\t\t\t\t\t\t\t\t\t<span class=\"elementor-button-text\">Try Archie<\/span>\n\t\t\t\t\t<\/span>\n\t\t\t\t\t<\/a>\n\t\t\t\t<\/div>\n\t\t\t\t\t\t\t\t<\/div>\n\t\t\t\t<\/div>\n\t\t\t\t<div class=\"elementor-element elementor-element-c41ecc1 elementor-widget elementor-widget-heading\" data-id=\"c41ecc1\" data-element_type=\"widget\" data-e-type=\"widget\" data-widget_type=\"heading.default\">\n\t\t\t\t<div class=\"elementor-widget-container\">\n\t\t\t\t\t<h2 class=\"elementor-heading-title elementor-size-default\"><span class=\"ez-toc-section\" id=\"What_to_consider_before_choosing_the_right_desk_booking_system%E2%80%8B\"><\/span>What to consider before choosing the right desk booking system\u200b<span class=\"ez-toc-section-end\"><\/span><\/h2>\t\t\t\t<\/div>\n\t\t\t\t<\/div>\n\t\t\t\t<div class=\"elementor-element elementor-element-e1214da elementor-widget elementor-widget-text-editor\" data-id=\"e1214da\" data-element_type=\"widget\" data-e-type=\"widget\" data-widget_type=\"text-editor.default\">\n\t\t\t\t<div class=\"elementor-widget-container\">\n\t\t\t\t\t\t\t\t\t<p><span style=\"font-weight: 400;\">Here are a few important questions to ask yourself before choosing a desk booking system (be it in Excel, Google Sheets, or as a dedicated solution):<\/span><\/p><p data-start=\"71\" data-end=\"437\"><strong data-start=\"71\" data-end=\"104\">\ud83d\udc69\ud83c\udffc\u200d\ud83d\udcbc How many desks and employees?<br \/><\/strong>If you only have a small team and a few shared desks, an Excel or Google Sheets template might be enough. But once more people start booking desks, manual tracking can get messy. A proper <a href=\"https:\/\/archieapp.co\/blog\/desk-booking-software-guide\/\">desk booking solution<\/a> makes it easier to see what\u2019s available and avoid mix-ups.<\/p><p data-start=\"439\" data-end=\"802\"><strong data-start=\"439\" data-end=\"471\">\ud83d\udcbb Does it support hybrid work?<\/strong><br data-start=\"471\" data-end=\"474\" \/>If people come into the office on different days, your booking system should support <a href=\"https:\/\/archieapp.co\/blog\/flexible-workspace-tech-stacks\/\">flexible workspace scheduling<\/a>. Some employees may need the same desk often, while others may only come in once or twice a week. A good system makes it easy for everyone to find and book the right space.<\/p><p data-start=\"804\" data-end=\"1137\"><strong data-start=\"804\" data-end=\"834\">\ud83d\udcca Can it track office usage?<\/strong><br data-start=\"834\" data-end=\"837\" \/>A basic template can show who booked which desk, but it won\u2019t give you much insight into how your office is actually used. Desk booking software can help you see busy days, popular desks, unused areas, and overall space demand.<\/p><p data-start=\"1164\" data-end=\"1518\" data-is-last-node=\"\" data-is-only-node=\"\">If you have a small team and a simple setup, a hot desk booking template might work just fine. But if you\u2019re looking for something that saves time, avoids scheduling mix-ups, and grows with your team, a desk booking system is the way to go. Think about how your team works now and what your office might need in the future before making your choice.<\/p>\t\t\t\t\t\t\t\t<\/div>\n\t\t\t\t<\/div>\n\t\t\t\t<div class=\"elementor-element elementor-element-8d4cd62 elementor-widget elementor-widget-video\" data-id=\"8d4cd62\" data-element_type=\"widget\" data-e-type=\"widget\" data-settings=\"{&quot;youtube_url&quot;:&quot;https:\\\/\\\/www.youtube.com\\\/watch?v=aNuY9BttKN4&quot;,&quot;video_type&quot;:&quot;youtube&quot;,&quot;controls&quot;:&quot;yes&quot;}\" data-widget_type=\"video.default\">\n\t\t\t\t<div class=\"elementor-widget-container\">\n\t\t\t\t\t\t\t<div class=\"elementor-wrapper elementor-open-inline\">\n\t\t\t<div class=\"elementor-video\"><\/div>\t\t<\/div>\n\t\t\t\t\t\t<\/div>\n\t\t\t\t<\/div>\n\t\t\t\t<div class=\"elementor-element elementor-element-c2aa2fe elementor-align-center elementor-widget elementor-widget-button\" data-id=\"c2aa2fe\" data-element_type=\"widget\" data-e-type=\"widget\" data-widget_type=\"button.default\">\n\t\t\t\t<div class=\"elementor-widget-container\">\n\t\t\t\t\t\t\t\t\t<div class=\"elementor-button-wrapper\">\n\t\t\t\t\t<a class=\"elementor-button elementor-button-link elementor-size-sm\" href=\"https:\/\/archieapp.co\/schedule-a-demo\">\n\t\t\t\t\t\t<span class=\"elementor-button-content-wrapper\">\n\t\t\t\t\t\t\t\t\t<span class=\"elementor-button-text\">Try Archie<\/span>\n\t\t\t\t\t<\/span>\n\t\t\t\t\t<\/a>\n\t\t\t\t<\/div>\n\t\t\t\t\t\t\t\t<\/div>\n\t\t\t\t<\/div>\n\t\t\t\t\t<\/div>\n\t\t<\/div>\n\t\t\t\t\t<\/div>\n\t\t<\/section>\n\t\t\t\t<\/div>\n\t\t","protected":false},"excerpt":{"rendered":"<p>Here\u2019s a customizable hot desk booking system in Excel to make managing hot desks easier. Download it for free.<\/p>\n","protected":false},"author":15,"featured_media":9970,"comment_status":"closed","ping_status":"closed","sticky":false,"template":"","format":"standard","meta":{"_acf_changed":false,"_lmt_disableupdate":"no","_lmt_disable":"","footnotes":""},"categories":[175],"tags":[],"class_list":["post-7810","post","type-post","status-publish","format-standard","has-post-thumbnail","hentry","category-desk-booking"],"acf":[],"modified_by":"Berenika Teter","_links":{"self":[{"href":"https:\/\/archieapp.co\/blog\/wp-json\/wp\/v2\/posts\/7810","targetHints":{"allow":["GET"]}}],"collection":[{"href":"https:\/\/archieapp.co\/blog\/wp-json\/wp\/v2\/posts"}],"about":[{"href":"https:\/\/archieapp.co\/blog\/wp-json\/wp\/v2\/types\/post"}],"author":[{"embeddable":true,"href":"https:\/\/archieapp.co\/blog\/wp-json\/wp\/v2\/users\/15"}],"replies":[{"embeddable":true,"href":"https:\/\/archieapp.co\/blog\/wp-json\/wp\/v2\/comments?post=7810"}],"version-history":[{"count":154,"href":"https:\/\/archieapp.co\/blog\/wp-json\/wp\/v2\/posts\/7810\/revisions"}],"predecessor-version":[{"id":24458,"href":"https:\/\/archieapp.co\/blog\/wp-json\/wp\/v2\/posts\/7810\/revisions\/24458"}],"wp:featuredmedia":[{"embeddable":true,"href":"https:\/\/archieapp.co\/blog\/wp-json\/wp\/v2\/media\/9970"}],"wp:attachment":[{"href":"https:\/\/archieapp.co\/blog\/wp-json\/wp\/v2\/media?parent=7810"}],"wp:term":[{"taxonomy":"category","embeddable":true,"href":"https:\/\/archieapp.co\/blog\/wp-json\/wp\/v2\/categories?post=7810"},{"taxonomy":"post_tag","embeddable":true,"href":"https:\/\/archieapp.co\/blog\/wp-json\/wp\/v2\/tags?post=7810"}],"curies":[{"name":"wp","href":"https:\/\/api.w.org\/{rel}","templated":true}]}}