Use a Desk Hoteling System That Works
With its powerful web interface, mobile desk booking app and suite of helpful features, EMS’ meeting room and desk booking system will help your team book appropriate spaces, simplify attendance, lower costs and maximize efficiency over time. It’s desk hoteling software for the 21st century.
How Desk Hoteling Software Works
Modern organizations need flexible solutions for managing workspaces—and desk hoteling software makes it easy. With a simple web or mobile interface, employees can view real-time availability, reserve desks in advance, or book on the go. Whether planning for the day, week, or month, users can select workspaces based on location, amenities, or team proximity. The process is seamless, intuitive, and empowers employees to control how and where they work.
Here are three areas of importance that businesses must address:
- Creating space in your office
- Ensuring data-driven visibility
- Most importantly, keeping people at the forefront
In general, successful office hoteling is more than just altering your space to meet employee expectations and allow for collaboration. It is a comprehensive strategy for the modern workplace and must be executed effectively if it is to truly optimize spaces and provide employees with a productive experience.
Top EMS Desk Hoteling Solution Benefits
EMS is a comprehensive scheduling platform that offers a full range of features. These include the ability to:
Self-Serve to Find the Best Spaces Anywhere
With a mobile app, web tool and calendar integrations, your employees or students can easily reserve, update and cancel reservations directly from their point of need.
Find the Person You’re Looking For
With email alerts, accurate floor plans, search filters – and a “find person” functionality – users can easily find the colleague their looking for to streamline collaboration.
Enable Mobile and On-Site Reservations
Use EMS’ suite of tools -- including touchscreens, mobile devices and room signs -- to help employees book a room or workspace.
Work With Your Existing Calendaring Tools
Easily sync EMS with Microsoft Outlook and other existing calendaring tools to add users, send meeting invites, look at room details and more.
Use Analytics to Gain Important Insights
Want to improve your space utilization and make sure that your rooms are used efficiently? Capture usage data for the hours that desks are empty, how often bookings are canceled and even the cost of unoccupied spaces. Share this information with the right people using customizable reports.
Designed for Hybrid and Onsite Workforces
Today’s workplaces are no longer one-size-fits-all. Desk hoteling software supports both hybrid and in-office teams, offering a centralized system to manage shared workspaces efficiently. For hybrid employees, it ensures a smooth transition between remote and in-office days by enabling easy booking and availability tracking. For onsite teams, it reduces friction by avoiding double bookings and aligning desk reservations with workplace policies and team schedules.
What to Look For in a Desk Hoteling Software
The right desk hoteling solution does more than manage reservations—it enhances how your workplace operates. Here are key features users and admins will love:
- Locate and reserve a desk or office based on user permissions
- Select from favorites or filter by availability, type and location
- Book workspaces immediately – or schedule in advance – via web, mobile, calendar and on-the-spot access points
- View details, photos, floor maps and any resources tied to each space
- Create frictionless access to meeting spaces to support group collaboration regardless of individual desk location
- Filter spaces based on capacity, in-room technology and geographic location
You should also look for a software that allows for certain features like notifications for missed check-ins, up-to-date utilization reports and safety-related reports like a daily seat occupancy report or an external visitor security report.
The notifications can reduce wasted space by preventing employees from booking spaces “just in case” without actually looking to use them. Similarly, accurate utilization reports can help your business continuously understand how your employees are utilizing space so you can increase occupancy, optimize your space and increase productivity. Finally, safety reports can be a vital part of increasing visibility and ensuring peace of mind in your office space.
Accruent Desk Hoteling Software
Accruent EMS software offers a desk hoteling software solution that is well-suited for the unique needs of your employees and your business. This tool can help you effectively implement a desk hoteling solution by allowing you to:
- Develop different areas of your office around the specific needs of different groups, including some permanent workstations, some daily hoteling spaces, some weekly or monthly spaces and more.
- Allow teams to reserve desks in “neighborhoods” so they are always close to their teammates.
- Implement web and mobile workstation booking and set check-in requirements so that free spaces actually get used.
- Download utilization reports so you know how much of your space is being used over time, which spaces are the most popular and which spaces have been used recently. (This is particularly important for informing cleaning staff where to sanitize to keep employee health and wellness the top priority.)
- Eliminate the most prevalent meeting and scheduling problems that most businesses deal with.
- Stay on top of safety and hygiene concerns.
EMS’ kiosks, digital signage and mobile capabilities give your visitors, students and employees the flexibility they need to book their desks easily and intuitively.
Learn More About EMS Room Sign App
Learn More About EMS Kiosk App
Learn More About ‘Direct Spaces’ Mobile App
Customer Success Stories
Global Financial Lender
A Fortune 500 global financial lender, headquartered in New York, wanted to replace manual scheduling process. Their system was not only time-consuming but frequently resulted in double-bookings for the same space — wasting hundreds of hours annually. They came to a decision to utilize EMS as desk hoteling solution to manage more than a million reservations per year, with 27,000 registered users. With EMS, the organization reduced meeting scheduling time by 50%.
Read more on how EMS increase the organization’s productivity with a more efficient approach to booking and managing meeting space, services, and resources
Data Integration Company
A global data integration company faced challenges in reducing the amount of administrative time spent on room and desk booking, streamlining reservation workflows, and eliminating ghost meetings. They have implemented EMS Desk Hoteling Software to optimize their workplace strategy, and enhance the employee experience. Here are what the company received:
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Room-booking capabilities in 21 offices globally across 9 time zones
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Integrated self-service scheduling via mobile app and web browsers
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One system of record for scheduling data, on-demand reporting, and analysis
Read more on how EMS improve the company’s desk hoteling capabilities
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