How it works
A permanent assignment gives one person the desk every day. A scheduled assignment gives the person the desk on set days, such as their team days, and frees it for others the rest of the week.
In a booking system, assigned desks appear on the floor plan with the owner's name. The owner does not need to book, only to check in. When the owner cancels, is on leave or does not check in, the desk can be released to someone else, which stops assigned desks from sitting empty.
Most hybrid offices mix models. Assigned desks go to people with fixed routines, accessibility needs, specialist equipment or confidential work; everyone else books shared desks, often inside their team's neighborhood.
How to measure it
- Occupancy of assigned desks compared with shared desks.
- Days per week each assigned desk is actually used, from check-in data.
- How often released assigned desks are rebooked by others.
Examples
- A trader with a multi-screen setup keeps a permanent desk, while the rest of the team books desks in its neighborhood.
- A manager gives each team member the same desk on Tuesday and Thursday, their team days, and the desks are bookable by anyone on other days.
Common mistakes
- Handing out assigned desks by seniority rather than by need and attendance.
- Never checking whether assigned desks are used; many sit empty most days.
- Not releasing assigned desks when their owners are away.
How Kadence helps
Kadence manages permanent desks and day-based assignments with the Assigned Desk Schedule, alongside bookable desks and team neighborhoods on the same floor plan. Owners check in without booking, and cancelled or unused assigned desks can be released to others. On WorkOps Pro, Move Manager and the HRIS integration seat new starters and remove leavers automatically.
Desk booking software · WorkOps
Frequently asked questions
How do I assign permanent desks in a hybrid workplace?
Start from attendance data. Give permanent desks to people who come in most days or need specific equipment, and use scheduled assignments for people with fixed team days. Put assigned and shared desks on the same floor plan, and release assigned desks when their owners are away.
What is the difference between an assigned desk and hot desking?
An assigned desk belongs to one person, permanently or on set days. Hot desking shares desks first come, first served, with no owner. Many offices combine the two: assigned desks for fixed routines and shared desks for everyone else.
Do assigned desks help people feel they belong?
A fixed desk can feel like a place in the organization, but belonging comes more from regular time with the team. Neighborhoods, team days and seeing who is in can give the same sense of home without a desk that sits empty most of the week.
Related terms
- Hot desking and hoteling Two ways to share desks: hot desking is first come, first served; hoteling means reserving a desk in advance and checking in.
- Neighborhood A zone of an office set aside for a team, project or activity, often on set days, so people who work together sit together.
- Desk ratio (desk sharing ratio) The number of people assigned to a workplace for each desk, set from peak attendance and policy.
- Space allocation Deciding which people, teams and activities get which desks, zones and rooms, and whether each is assigned, shared or bookable.
- Office seating chart A map or list of who sits where in an office, showing assigned desks, team areas and shared seats.
Kadence editorial team · Last reviewed