How it works
Each space type is set up with its own rules: capacity, who can book it, how far ahead, for how long and whether check-in is required. Employees search by date, location and type, then book from a floor plan, a list, their calendar, a chat tool or an AI assistant.
One booking flow can combine resources, such as a desk near the team, a locker and a parking space for the day. Some organizations add on-demand coworking space in other cities to the same system for people who do not live near an office.
Because every space runs through the same system, check-ins, no-shows and occupancy can be compared across types. That shows whether the shortage is desks, small rooms, parking or lockers, and where space can be converted.
How to measure it
- Occupancy and no-show rate by space type.
- Booking conflicts or refused requests by type.
- Channel mix: bookings from the web, mobile, calendar, chat tools and AI assistants.
Examples
- An employee books a desk near the team, a locker and a parking space for Thursday in one go.
- A company with staff in a city without an office lets them book coworking desks through the same app.
Benchmarks
Axalta halved its office footprint and used Kadence to allocate desks, rooms and private offices fairly, with 30% fewer booking conflicts.
Kadence customer story: Axalta
Common mistakes
- Running rooms, desks and parking in separate tools, which splits both the data and the employee experience.
- Applying the same rules to every space type.
- Not requiring check-in for high-demand spaces.
How Kadence helps
Kadence books desks, rooms, lockers, pods, parking and private offices from the web, the mobile apps, Microsoft Teams, Slack and Kadence AI, and rooms from Outlook, with booking rules for maximum and default durations and how far ahead people can book. Kadence Flex adds on-demand coworking desks and rooms worldwide through the LiquidSpace network, and all bookings feed Workplace Insights.
Space management · Microsoft Teams · Kadence AI
Frequently asked questions
What is space booking software?
Space booking software lets employees reserve desks, meeting rooms and other workplace resources such as lockers, pods and parking, and gives admins rules and data on how each space is used. It is also called workspace or resource booking software.
Can you book desks and rooms in Microsoft Teams?
Yes, with a workplace booking app installed in Teams. Employees can book desks and rooms, see who is coming in and get booking notifications without leaving Teams, and some apps let people book by chatting with an assistant.
What is the difference between workspace booking and room booking?
Room booking covers meeting rooms and is usually tied to calendar invites. Workspace booking is broader: it includes rooms plus desks, pods, lockers, parking and other spaces, often booked together for a whole office day.
Related terms
- Desk booking system Software that lets employees find and reserve a desk before they come in, check in on arrival and free desks nobody uses.
- Room booking system Software that lets people find, reserve and check in to meeting rooms, and frees rooms nobody uses.
- Parking management Allocating and booking office parking, including accessible, electric vehicle and bike spaces, so drivers know a space is waiting.
- Booking policy The rules for booking shared desks, rooms and other spaces: who can book, how far ahead, for how long and when bookings are released.
Kadence editorial team · Last reviewed