Hot Desk Working Area

8 Benefits of a Desk Booking System For The New Office

With the rise in property prices and rental rates across major cities in the world, it is getting harder to find cost-effective spaces for companies in the center of the city or at popular areas of business. Moreover, the rapid changes that are happening in the industry and global markets requires companies to be nimble and not be tied down to long term leasing and rental contracts. The rapidly growing co-working space market is a testament to the need to have flexible seating and space usage arrangements that can scale according to the company’s needs. We are hearing more and more established and fortune 500 companies occupying co-working spaces instead of start-ups and freelancers.

The current COVID-19 pandemic has exposed companies with long term leasing contracts to re-think their objectives given that the new normal will allow many of their staff to work from home. While the move to work from home has been sudden, we think that this trend will continue even after the current situation passes. 

While most of the staff may continue to work from home, companies will still require an office space to conduct their business. However, the need for such large spaces to house all their staff may no longer be needed.  In fact, many large organizations have claimed that the COVID-19 situation has given them the opportunity to speed up the work from home and remote team operational structure, there by allowing them to re-calibrate their space requirements and save money that are otherwise locked in non-core business areas.

This will require some re-thinking on how the new space will be used and how to optimize the occupancy of the space. Hot desking provides the answer to an otherwise complex problem of estimating the space requirements. What started off as a business model for co-working spaces, desk reservation is getting more and more attention in the mainstream corporate world.

Here are some of the benefits of using a desk booking system from the context of ecobook:


1. Desk Reservation

Staff can use the web or mobile app to find the availability of desks and make reservations. When they arrive at the desk, they can check-in to indicate that they are occupying it. If no check-in occurs within a specific time duration, then the desk will be released and made available for others to book.


2. Desk Grouping

Group desks and allocate them to specific departments or groups of users. This allows people working in teams or within a specific business function to sit together so that they can collaborate and get more things done. It gives them the confidence that their seats will not be occupied by others.


3. Desk Policies

Setting desk policies such as advanced booking windows, lead times, bookable hours and day of the week availability provides control over the the occupancy of the desks. With approvals enabled, specific desks can be made to require approval by some authority before it can be occupied. 


4. Lobby Display

A touch screen display device mounted in the lobby can help staff reserve seats by looking at the layout and booking prior to entering the office. This gives them greater control over where they would like to sit. This can be especially useful in offices that are dynamic and have team based activities.


5. Desk Display Hardware

With a hardware mounted on each desk, staff can use their staff card or a PIN issued to them to book, extend, end or cancel their reservations from the device itself. LED lights offers a clear indicator of which desk is occupied or available.


6. Staff Look Up

In a dynamic office, people are always on the move. A staff search capability allow people to look up where each staff member is seated. This saves time looking up the directory or having to message them to know where they are.


7. QR-Codes

QR-Codes provides a simple and effective way of reserving desks by allowing staff to scan the code from the mobile app on their phone and continue with their bookings. A cost- effective and simple, yet powerful tool to keep track of desk usage.


8. Scalable Office

With more people expected to work remotely, the need for large office space to house their entire staff is not needed anymore. Staff can be scheduled to come to office based on a roster and their seating area assigned. This allows company to disconnect the size of their office space from the size of their teams.



Desk Booking is becoming very popular in offices that want to control costs and be able to rapidly scale their companies without having to worry about office space. With a desk booking system like ecobook, companies now have the power to manage and better utilize space, all from within one single interface.