Tired of Manual Desk Bookings? Discover the Automated Solution

Are you tired of the constant back-and-forth with manual desk bookings? It's time to simplify your coworking space and eliminate the chaos. 

Consider the stress that comes with managing last-minute changes, double bookings, and dissatisfied members. Manual systems make it easy to lose track of who has reserved what, resulting in frustration and wasted time. 

Let's streamline your desk booking process to create a more efficient and enjoyable experience for both you and your customers.

 

The Benefits of Automated Desk Bookings

Imagine that your coworking space runs like a dream, your members are happy, and you actually have time to focus on growing your business. With an automated desk booking software, this can totally be your reality.

 

Why You Should Totally Automate Desk Bookings

Let’s face it—manually booking desks can be a total hassle. It often leads to:

1. Double Bookings: Nobody likes confusion, right? It can really put a damper on customer satisfaction.
2. Wasted Space: Tracking how hot desks are used can be tricky, which means less revenue.
3. Time Drains: Spending hours on admin tasks is so not fun when you could focus on what really matters.

By automating hot desking, you can breeze past these headaches and make things way smoother.

 

Who Books Desks and Why?

You might be curious why members book desks even if they already have prepaid memberships. After all, they can simply come in and work. The primary reason members need to book a desk space is if they are on the hot desk plan, as it is a requirement for them to reserve a desk since they haven't purchased a higher-level membership that includes a dedicated workspace.

Here are some common reasons for desk booking:

1. Members:

• Guaranteed Workspace: Space is limited, and members must pre-book a desk space to ensure they have a place to sit.
• Flexibility: Members have flex memberships that allow a limited number of visits (day passes) each month. To use their day pass, they must pre-book a desk. Once they run out of day passes, they will need to make a new booking and pay online.

2. Corporate Clients:

• Centralized Management: Companies can manage their team’s bookings and track expenses more efficiently.
• Hybrid Workplace Solutions: Companies can adopt hybrid workplace models that allow employees to reserve desks in the office space in advance. This approach is particularly beneficial for organizations with a limited number of desks but a larger team members base. For instance, a company might lease an office space that accommodates ten people while employing 20. In this case, employees need to prebook their seats to ensure they have a workspace available when they come in. At Spacebring, we offer Offices solution tailored specifically for this scenario.

3. Drop-in Customers:

• Pay-as-You-Go: Offering flexible work arrangements with pay-as-you-go options can attract new customers who need occasional workspace.

 

How Automated Desk Booking Systems Work 

As an administrator, you can:

1. Configure Your Space: Define your workspace capacity by outlining available desks. 

2. Set Booking Rules: Establish policies regarding bookings, including maximum duration, cancellation procedures, and pricing. 

3. Manage Member Access: Control user access to the system and configure the right booking permissions.
4. Monitor and Analyze: Track desk usage, identify trends, and make data-driven decisions to optimize your workspace. 

Now let's talk about the customers. 

Desk booking software allows users to reserve hot desks independently, without assistance from the facility managers. All they need is a smartphone or any device with internet access. For Spacebring users, the process is as follows:

1. The customer taps the "Desks" button on the homepage of the app.
2. They select a date and choose an available desk from the list on the "Desks" page.
3. They review the reservation details (date, time, desk) and confirm the booking by making a payment by choosing one of the available online payment gateways.

Members and drop-in clients can reserve workstations at your shared workspace anytime and from anywhere, without needing assistance from an administrator. They can select a desk space from the interactive maps of your floor plan and easily locate their reserved spot upon arrival, all without help from the admin.

After making a booking, users can add it to their calendars, see reminders within the app, and get push notifications before their reservation begins. 

 

The Benefits of an Automated Desk Booking System for Your Business

Implementing an automated desk booking system can offer numerous benefits for your business:

• Eliminates Manual Work: With desk booking software, customers can book desks on their own, eliminating the need for you to answer calls or messages, check desk availability, or keep records. The entire process is straightforward and fully automated. If you are using Spacebring, you can even offer automated access to doors and Wi-Fi for those who book desks.
• Manages Space Efficiently: With real-time occupancy tracking, you can easily monitor desk availability, prevent double bookings, and optimize space utilization. Access detailed booking and payment history for each member and company to gain valuable insights into your space's performance.
• Facilitates Payment Collection: Customers must pay to confirm their bookings, allowing you to focus on other aspects of your business. Simply connect your preferred payment options with your desk booking platform, and coworkers can pay using credits, Google/Apple Pay, debit/credit cards, invoices, and more.
• Increases Revenue: By making your desks visible to the general public, you allow not only members but also anyone who visits your web or mobile app to book and pay for a desk. 
• Attracts Corporate Clients: A desk booking system lets you create appealing offers for corporate clients. For instance, on Spacebring, you can add corporate team members to the Community, enabling them to book desks as needed and pay via invoice (where managers handle payment at the end of the month). This flexible approach with no long-term commitments can help attract corporate clients and boost your income.
• Provides Statistical Data: You can obtain accurate statistics on desk occupancy by day, payments made, customers served, and more through visual analytics reports. This removes the guesswork and ensures your strategic decisions are data-driven.
• Enhances Customer Satisfaction: With a self-service platform, your members can easily book desks and access your space whenever they need, without relying on administrative assistance. This convenience empowers your members and encourages them to return to your coworking space.

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How Desk Booking Software Benefits Your Customers

The desk booking system offers several advantages for coworkers:

1. Ensures Mobility & Desk Availability: By booking desks in advance, customers can secure their workspace and avoid the disappointment of finding no available seats upon arrival. What’s more, the platform allows users to easily book desks from anywhere, using any device with internet access. Real-time availability and updates on desks ensure a smooth booking process. With instant payments, users can head straight to their workspace, saving time and boosting productivity.
2. Automated Reminders and Booking History: The system sends timely reminders about upcoming bookings, ensuring customers never miss a reservation. Additionally, a convenient booking history feature allows users to review past and future bookings with ease.
3. Seamless Access and Convenience: With an automated desk booking system, customers can secure their workspace in advance, ensuring a smooth start to their workday. By integrating with an access control system and Wi-Fi, users can gain immediate access to their booked desks and enjoy a hassle-free coworking experience.

By adopting automated desk booking systems, you can create a coworking space that is not only more efficient but also more enjoyable for your members. This approach enhances engagement and profitability while streamlining the overall experience for everyone involved.

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How to Automate Desk Booking in 7 Steps

Now that you understand how desk booking automation works and its benefits, it’s time to learn how to implement it in a coworking space. Here’s a recap of the steps you need to take—it's easier than you might think!

1. Assess Your Desks: Begin by reviewing your available assets. If you have a large open space with many desks, it's crucial to implement a desk booking system to capitalize on monetization opportunities.
2. Choose a Desk Booking App: Schedule a demo call with us to discuss your needs. During the call, we’ll answer your questions and guide you through onboarding. 
3. Create a List of Available Desks: Compile a detailed list of available desks within your booking system, including photos and descriptions to attract potential customers.
4. Integrate Your Desk Booking App: Connect your desk booking app to payment processing, access control, accounting, and any other systems you plan to use. For instance, Spacebring offers pre-built integrations, allowing you to accept online payments and grant customers access via their smartphones. 
5. Promote Your App: Share the app link on your website and social media channels to drive self-serve bookings. Publish mobile apps on the Apple App Store and Google Play Store for better visibility and customers’ convenience.

Coworking App: How to Improve Member Activation & Engagement

6. Enable Public Visibility: To increase your customer base, enable public visibility for desk reservations. This will help you sell your desks to people outside your existing member community.
7. Leverage Occupancy Insights: With automated desk booking solutions in place, you can relax and watch your revenue increase. There’s no need to manually handle bookings, check payments, or maintain records. This system allows you to focus on business growth strategies, customer retention, and other major objectives.

By following these steps, you'll streamline your desk booking process and maximize your coworking space's potential.

 

Next Steps

This guide provided a quick overview of hot desking automation. You now understand what it involves and how it can benefit your coworking space.

So why wait? If you’re a Spacebring customer, follow five simple steps to launch your app and start reaping the rewards of automation.

Not yet a Spacebring customer? Let’s change that! Schedule a demo call with our product expert to discover how our platform can simplify your operations and help you earn more.