Overview
Our Hot Desking module lets employees book and use shared desks or workspaces. It helps companies better use office space, save costs, and encourage collaboration by showing available desks, allowing real-time booking, and tracking usage.
- Hot Desking
- Hot desking is a flexible workplace system where employees don't have assigned desks. Instead, they choose any available desk when they come into the office.
Permissions
You will need the Book Hot Desking and View Hot Desking permissions to use the hot desking module.
Setting up your locations
Rooms are allocated to a specific Work Location. To add the rooms to a Work Location, you can follow the steps below:
- Go to the Time & Attendance section and go to the Work Locations tab.
If you have Work Locations already created, you can add rooms to these by editing the Work Location. The Rooms can also be set when creating a new Work Location.
- In the Work Location details box, click +Add Room.
- In the modal that appears, you will need to complete the following details:
- Name - The name of the room where the desks are.
- Capacity - The number of desks available in the room.
- Hot Desking enabled - The Hot desking enabled toggle is on by default; switching this off would mean that the room is not available for booking
- Minimum/Maximum Hot Desking Duration - The Minimum/Maximum number of hours your employees are allowed to book.
- Hot Desking Availability - The default option is Global, meaning all Business Units will be able to use this room for hot desking. Should you wish to limit availability you can specify the departments in the field below.
- When finished, click on the Add button, and the room and desks will be added to the Work Location.
Booking a Desk
The process to book a desk is very simple:
- From the Hot Desking pod on your dashboard, click +Book Hot Desk. Alternatively, you can go directly to the Hot Desking module.
- Navigate to the date you wish to book the desk for and click on the room and time you wish to book.
- In the modal that appears, complete the details according to your booking.
The minimum and maximum rules will apply when booking a desk. Each booking can be amended or deleted accordingly. Employees are only allowed to book one desk at a time irrespective of the chosen location.
- Click Book Now to complete the request.