Open Office Layout

Implementing Desk Booking In Your Office Using ecobook

Setting up a desk booking system may seem a very daunting task with visions of overhauling the entire workplace. However, it is much easier to implement it in your existing office with the right tools like ecobook – Desk Booking System. When implementing ecobook – desk booking system in your office, these are the following items that you need to do.

Upload your layout

While ecobook can be used to perform desk booking without a layout, it is more visually condusive  and efficient to show a layout of your office floor plan with the locations of the desks and their status. To make best use of ecobook, get your floor plan layouts in JPEG or PNG format. If you do not have an image of the layout, you can still create a simple rough layout using Scalable Vector Graphics (SVG) format. If you are using images from programs such as AutoCAD, then make sure that unnecessary details such as pillars, dimensions and labels are removed so you only have the bare essentials to display your desks and meeting rooms.Use the upload feature to upload your layout and assign them to a location such as building and level.Create DesksThe next step is to create the desks and mark them on the layout. This is done using a simple point and click.

Set Policies

Set policies on the desks such as:
    1. Lead time for booking of desks. – This allows you to indicate if a staff can book the desk immediately or can only book 3 hours or 2 days in advance.
    2. Booking windows such as 8:00 am to 6:00 pm – This allows you to limit the timing that is allowed for bookings.
    3. Advance booking windows such as 12 months. – This allows how far into the future a staff can book a specific desk.
    4. Booking on weekends and public holidays. – This indicates if staff are allowed to access the system on weekends or public holidays.
    5. Desks that need approvals. – This allows staff to indicate desks that require authorization.  So, when someone books these desks, it will require approval by some specific set of people who have oversight over these desks.

Assign Rights

Not all your staff may have the same set of permissions. Perhaps you would like to segregate desks based on floors, departments or specific cross-functional teams. Plan the grouping prior to creating the groups. Groups can be created easily from the administration panel and users can be assigned to them.Each group can have its own permissions to either view or book the desks. There are primarily 4 combinations:
    1. Hidden desks – desks that cannot be seen by these group of users even if they are available.
    2. View-Only desks – are desks that can only be viewed.
    3. Bookable desks – are desks that can be viewed and reserved.
    4. Managed desks – are desks that can be reserved  with approval.

Reserve Desks

Some desks may be permanently be occupied by certain group of users. These can be booked long term or blocked. This prevents staff from being able to book these desks.


Implement Desk Device Hardware

Desk based devices are hardware products that allow users to check-in at their desk upon their arrival and check-out when they leave. While this can also be done using the web based interface, a display panel provides convenience and clear visibility into which spaces are available when entering the office space. the devices sport a LED display that indicates availability with green color and occupancy with red. Setting up the software component is quite simple with registering each device with a unique identifier. However, mounting and placing them on the desk can be a more complex task with the need for USB based power and availability of WiFi. Once setup, the devices can be locked in with tamper-proof brackets and screws.

Implement Lobby Display

Lobby display touch screen kiosks allow the staff to view the entire floor plan and check for availability of seats right at the lobby or reception area. With a simple tap and check-in process, the desk can be reserved immediately. The lobby kiosk is easy to implement with the same consistent interface that you would get in the web based interface. However, in the lobby interface, authentication will be required. This can be achieved using a PIN or a tap of your staff access card.

Selecting Staff Authentication Methods

If you plan to use the desk device or the lobby display unit for staff to use, then it is important to have a seamless authentication mechanism. Staff usually carry a staff card. The staff card information can be imported into the system using the administration panel on the web. Alternatively, staff can be issued a PIN to help them key in and reserve the desks. The PIN is unique to the staff and a new one can be requested if needed. Alternatively, staff’s known numbers such as employee ID or printer PIN or mobile phone number can be used as the PIN.


Desk reservation setup in your office is not a tedious task. However, with a tool like ecobook, the process of setup and getting up and running is in a matter of days instead of weeks. While the implementation of hardware could take slightly longer with planning and preparation of office cabling, a software based setup can get your office up and running in no time.

If you are interested in more information, please feel free to get in touch with us for a free demo and a 14 day trial. You can request it here.