The best desk booking software for UK organisations in 2026 

Disclosure: This guide is written by Hayley Russell, Marketing Manager at Clearooms. Clearooms makes desk booking software, and it's one of the tools in this guide. Clearooms is listed first and the other 12 tools follow in alphabetical order. Competitor facts come from each vendor's own website, terms and G-Cloud 15 listings, checked 16–23 October 2026.

This guide is for organisations in the UK and worldwide. Most of the tools here, Clearooms included, are used by companies in many countries, and for UK buyers we also show G-Cloud status, Cyber Essentials and where your data is held.

According to the Office for National Statistics, over a quarter of working adults in Great Britain (28%) split their working week between their home and the office. However, UK offices are still far from full: a report from Remit Consulting states that average office occupancy was just above 40% in early 2026. As a result, organisations no longer need a desk-to-person ratio of 1:1, making desk sharing and booking commonplace.

Quick answer

These are the 13 tools UK organisations most often shortlist, and when each one is worth a look:

• Clearooms: organisations in the UK and worldwide that are looking for open pricing without additional costs for the integrations they use daily.
• Archie: coworking spaces that need a member CRM, or North American offices using Kisi or Brivo door access and require integration.
• Cloudbooking: teams that need 24/7 phone support, or VergeSense occupancy sensors feeding their desk data.
• Condeco (now Eptura Engage): large multi-country estates that want occupancy measured by its own sensors.
• deskbird: hybrid companies of 25+ people focused on office-day planning and HR system integrations.
• Envoy: organisations where visitors, deliveries and emergency alerts matter as much as desk booking.
• Kadence: teams that want the software to suggest which days each team comes in, or automatic check-in from the office network.
• Matrix Booking: UK public sector bodies sharing space across organisations through Government Hubs.
• OfficeRnD Workplace (formerly Hybrid): teams that want a built-in helpdesk, Wi-Fi check-in or attendance-compliance reporting alongside desk booking.
• OfficeSpace: organisations where space planning is more important than booking.
• Robin: large organisations looking for a space planning tool that includes scenario planning.
• Skedda: shared facilities and venues that need detailed booking rules, quotas and approvals.
• YAROOMS: Microsoft 365 organisations that want an AI agent to handle bookings through Teams and email.

Prices are in the currency each vendor publishes. Capterra ratings checked October 2026.

For the full pricing and trials table, see our desk and meeting room booking software comparison.

What is desk booking software?

Desk booking software lets employees reserve a desk before they come into the office, usually from a web app, a mobile app, Microsoft Teams or Outlook. It's also called hot desk booking software or a desk booking system.

Most desk booking systems include:

• an interactive floor plan showing which desks are free
• check-in, by QR code, app or door access, so that unused bookings are released
• rules for who can book which desks, often by team or neighbourhood
• reports on how often desks are booked and used

Many tools also book meeting rooms and parking spaces in the same app. Some add visitor management. These are often priced separately, so check what your plan covers.

8 things to look for in desk booking software

This is where the 13 tools we compared differ the most. For a fuller walk-through, including questions to ask vendors, see our guide on how to choose a desk booking system.

1. Pricing basis. Per desk, per user or per resource. In a hybrid office with more people than desks, per-desk pricing usually costs less. Per-user pricing suits offices where most people have a fixed desk.
2. Billing terms. Annual or monthly billing, the minimum term, auto-renewal and the notice period. Compare annual with annual and monthly with monthly.
3. What costs extra. SSO, SCIM, Teams, the API, analytics and priority support are paid add-ons with some vendors. Ask for a quote that includes everything you need.
4. Floor plans and booking rules. Can you set neighbourhoods, team zones, booking windows and approvals? Who draws the floor plans, and what does it cost?
5. Microsoft 365 or Google Workspace. Can people book from Teams, Outlook or Google Calendar? Some tools support Microsoft only.
6. Identity and security. SSO with Entra ID, Okta or Google; SCIM provisioning; ISO 27001, SOC 2 or Cyber Essentials Plus; and where your data is hosted.
7. Rooms, parking and visitors. If you need them now or later, check they work in the same app and how each is priced.
8. Trial and support. Trial length, whether it needs a card, and whether integrations like SSO work during the trial. Check support hours and whether you get a named contact.

If you're in the UK public sector, also check whether the vendor is on G-Cloud 15 directly or through a reseller. See the public sector section below.

13 desk booking software tools for UK organisations (2026)

Prices are starting prices, with the billing period stated. Facts were checked on the date shown for each tool.

Clearooms

Best for: organisations in the UK and worldwide that are looking for open pricing without additional costs for the integrations they use daily.

Clearooms is built for organisations of any size, from a single office to multi-site estates of 500+ desks. It books desks, meeting rooms and parking from one app, with Teams, Outlook, Google Calendar and Slack.

• Strengths:
  • Every integration included, with unlimited users: SSO, SCIM, Microsoft Teams, Outlook and Google Calendar, Slack, the REST API and Zapier, on every plan.
  • Published prices on our website, in six currencies: GBP, USD, EUR, CAD, AUD and NZD.
  • Support: the same support on every plan, with a dedicated Customer Success Manager, plus phone, email and live chat with our UK team during office hours.
  • Monthly rolling billing with no minimum term and no setup or cancellation fees, and Paxton Net2 and Salto door access for check-in.
• Falls short: fewer enterprise space-planning tools, such as scenario planning and move management, than Robin or OfficeSpace. Fewer HR system integrations than deskbird.
• Price: tiered by number of desks, with unlimited users: desks from £60 a month for 1–19 desks billed annually, or £66 billed monthly. Rooms from £10 per room per month for 1–9 rooms billed annually, or £11 billed monthly, falling to £6 at volume. Parking is available on any plan, priced in the same bands as desks.
• Demo and trial: book a free demo, or start a 30-day free trial (self-serve, no card).
• Company and security: UK company with customers in the UK, Canada and other countries. App in multiple languages. Hosted on AWS in Ireland (EU). Cyber Essentials Plus. Listed on G-Cloud 15. Capterra 4.7 from 232 reviews.

Archie

Consider Archie if you run a coworking space that needs a member CRM, or are a North American office using Kisi or Brivo door access and require integration.

Choose Clearooms if you want SSO, Teams and multiple locations included within your subscription, where Archie restricts this to their Pro tier. Pricing is shown in pounds or five other currencies rather than US dollars with monthly minimums. In addition Clearooms offers Paxton Net2 access control integration. If you need outside users to book your space, our OpenSpaces add-on lets them book and pay for spare desks and rooms through Stripe or PayPal, bringing you more revenue for unused spaces.

• Price: from $159 a month on Starter (one location) or $249 on Pro, billed annually; its Desk, Rooms and Visitor plans include unlimited users.
• Trial: a 14-day test environment after a demo; no self-serve sign-up.
• Company and G-Cloud: Canadian company (Montreal). Google Cloud with servers in Canada. Not on G-Cloud.
• Reviews: G2 4.9 from 245 reviews; Capterra 4.8 from 90 (October 2026).
• In detail: Clearooms vs Archie. Checked 16 October 2026; pricing re-checked 27 October.

Cloudbooking

Consider Cloudbooking if you need 24/7 phone support, or VergeSense occupancy sensors feeding your desk data.

Choose Clearooms if you require your supplier to hold Cyber Essentials Plus and you need SSO and SCIM. Cloudbooking leaves SSO off its entry plan and charges for SCIM. With Clearooms this is included on every plan. It also includes Paxton Net2 and Salto door access.

• Price: Micro from £99 a month billed annually (up to 50 desks); SMB £299 a month billed annually. On G-Cloud 15, desks and parking cost £20 a year each, falling to £14 at volume.
• Trial: up to 4 weeks, per its G-Cloud listing.
• Company and G-Cloud: UK company with data stored in the UK. Listed on G-Cloud 15.
• Reviews: G2 4.3 from 30 reviews; no Capterra listing (October 2026).
• In detail: Clearooms vs Cloudbooking. Checked 23 October 2026.

Condeco (now Eptura Engage)

Consider Condeco if you're a large multi-country estate that wants occupancy measured by its own sensors.

Choose Clearooms if you want upfront pricing or a free 30-day trial. Integrations come as standard, from SSO and calendars to access control. In addition Clearooms offers room services such as catering and AV requests, and utilisation data that can be fed into Power BI.

• Price: per user, billed annually; no website prices. On G-Cloud 15 through reseller JLL: £57,321 a year for 500 users (Advanced tier), with a 3-year minimum term.
• Trial: none; demo-led.
• Company and G-Cloud: US company (Atlanta) with a London office. Azure; data held in the EEA and other locations, not chosen by the customer. On G-Cloud 15 through the reseller JLL.
• Reviews: G2 4.3 from 179 reviews; Capterra 3.9 from 72 (October 2026).
• In detail: Clearooms vs Condeco (Eptura). Checked 16 October 2026; re-checked 23 October.

deskbird

Consider deskbird if you're a hybrid company of 25+ people focused on office-day planning and HR system integrations.

Choose Clearooms if you would like to pay per resource rather than per person, with unlimited users and no user minimum. In addition SAML SSO and SCIM are included, and not a paid add-on. With Clearooms you can get a 30-day trial and a dedicated Customer Success Manager on every account.

• Price: Business from £2.50 per user per month billed annually, or £3.25 billed monthly (3-month minimum).
• Trial: 7-day premium trial, no card.
• Company and G-Cloud: Swiss company. Google Cloud in Frankfurt. Not on G-Cloud.
• Reviews: Capterra 4.7 from 93 reviews; G2 4.5 from 311 (October 2026).
• In detail: Clearooms vs deskbird. Checked 23 October 2026.

Envoy

Consider Envoy if visitors, deliveries and emergency alerts matter as much as desk booking.

Choose Clearooms if desks, rooms and parking are just as much your priority as visitors. Clearooms has no hidden fees and SCIM provisioning is included on every plan. Clearooms is also a UK-based company with data being held in the EU.

• Price: desks, rooms and parking at $5 per bookable resource per month billed annually, plus a flat annual platform fee whose amount isn't published.
• Trial: free trial offered; length not stated.
• Company and G-Cloud: US company (San Francisco). AWS. Not on G-Cloud.
• Reviews: Capterra 4.8 from 428 reviews; G2 4.4 from 162 for Envoy Workplace (October 2026).
• In detail: Clearooms vs Envoy. Checked 23 October 2026.

Kadence

Consider Kadence if you want the software to suggest which days each team should come in, or automatic check-in from the office network through a desktop agent.

Choose Clearooms if you are looking for open pricing that is based on your number of resources rather than headcount. Clearooms includes Smart Booking, which automatically suggests desks and meeting rooms based on your booking history, habits, and team proximity. In addition Clearooms offers integrations such as Paxton Net2 or Salto access control on every plan. Book a demo or start a 30-day free trial.

• Price: per active user, on request, billed annually.
• Trial: demo-led on its website; two weeks per its G-Cloud 15 listing.
• Company and G-Cloud: formerly Chargifi, founded in London, with UK and US teams. Listed on G-Cloud 15.
• Reviews: G2 4.5 from 143 reviews; Capterra 4.6 from 29 (October 2026).
• In detail: Clearooms vs Kadence. Checked 22 October 2026.

Matrix Booking

Consider Matrix Booking if you're a UK public sector body sharing space across organisations through Government Hubs.

Choose Clearooms if you want SSO, Entra ID and a full range of integrations with no additional cost. Matrix Booking's G-Cloud listing shows a charge of £2,700 a year each for SSO and Entra ID sync. Clearooms also offers integrations with Microsoft Teams, Microsoft Outlook, Zapier and more, all at no additional cost.

• Price: quote form on its website. On G-Cloud 15, desks from £72 per desk per year at small volumes, billed annually.
• Trial: 14 days, via a form.
• Company and G-Cloud: UK company (London), acquired by Volaris Group in 2026. AWS in the UK and EEA. Listed on G-Cloud 15.
• Reviews: no reviews found on Capterra, GetApp or G2 (October 2026).
• In detail: Clearooms vs Matrix Booking. Checked 16 October 2026; re-checked 23 October.

OfficeRnD Workplace (formerly Hybrid)

Consider OfficeRnD if you want a built-in helpdesk, Wi-Fi check-in or attendance-compliance reporting alongside desk booking.

Choose Clearooms if you want one published price without per-desk and per-room charges on top. In addition SSO, SCIM and the API come on every plan at no additional cost. Clearooms also offers Paxton Net2 and Salto door access as well as Zapier, Microsoft and Google integrations, all included in the price.

• Price: Start from $99 a month plus $2 per bookable resource and $8 per room, billed annually. Professional $399 a month plus $3 and $10 billed annually, or $532 plus $4 and $13 billed monthly.
• Trial: 14 days on Professional.
• Company and G-Cloud: UK-registered company with engineering in Bulgaria. AWS in Ireland. Not on G-Cloud.
• Reviews: G2 4.6 from 158 reviews; Capterra 4.9 from 9 (October 2026).
• In detail: Clearooms vs OfficeRnD. Checked 23 October 2026.

OfficeSpace

Consider OfficeSpace if space planning is more important than booking.

Choose Clearooms if you require booking for desks, rooms, parking and other resources. You get published prices, a free demo or 30-day free trial, and a dedicated parking product (we found no parking booking at OfficeSpace).

• Price: on request.
• Trial: none found; demo-led.
• Company and G-Cloud: US company (Atlanta). Google Cloud, region not published. Not on G-Cloud.
• Reviews: G2 4.7 from 128 reviews; Capterra 4.8 from 61 (October 2026).
• In detail: Clearooms vs OfficeSpace. Checked 22 October 2026.

Robin

Consider Robin if you're a large organisation that is looking for a space planning tool that includes scenario planning.

Choose Clearooms if you want visible pricing and the chance to trial the platform with a 30-day free trial. Every integration is offered in Clearooms as standard, together with full support, at no additional cost.

• Price: per user in blocks of 25, billed annually; no published price list. Its last published UK reseller rate (May 2024) was £5,000 a year for 25 users.
• Trial: none; demo-led.
• Company and G-Cloud: US company (Boston). AWS in the US or EU. Not on G-Cloud 15.
• Reviews: G2 4.4 from 211 reviews; Capterra 4.7 from 79 (October 2026).
• In detail: Clearooms vs Robin. Checked 16 October 2026; re-checked 23 October.

Skedda

Consider Skedda if you run shared facilities or venues that need detailed booking rules, quotas and approvals.

Choose Clearooms if you're running an office. You get monthly rolling billing instead of an annual US-dollar contract, SCIM on every plan rather than Premier and above, and Paxton Net2 and Salto door access. Every account also gets a dedicated Customer Success Manager.

• Price: Starter from $99 a month for 15 spaces (up to 25, with extra spaces at $4.99 each), billed annually (EMEA pricing).
• Trial: 14 days, no card.
• Company and G-Cloud: US company. Microsoft Azure in the USA. Not on G-Cloud.
• Reviews: Capterra 4.8 from 227 reviews (October 2026).
• In detail: Clearooms vs Skedda. Checked 16 October 2026; pricing re-checked 23 October.

YAROOMS

Consider YAROOMS if you're a Microsoft 365 organisation that wants an AI agent to handle bookings through Teams and email.

Choose Clearooms if you want SSO and SCIM on every plan; YAROOMS doesn't offer SCIM and SSO is available on certain price plans. Clearooms also offers parking to all customers, not only those on some higher tiers.

• Price: Starter $99 a month billed monthly, or 20% less billed yearly.
• Trial: 14 days, no card.
• Company and G-Cloud: Romanian company. Azure in the Netherlands for UK and EU customers. Not on G-Cloud.
• Reviews: Capterra 4.6 from 102 reviews; G2 4.3 from 100 (October 2026).
• In detail: Clearooms vs YAROOMS. Checked 23 October 2026.

Also worth knowing: Microsoft Places

If you use Microsoft 365, you may have come across Microsoft Places. Microsoft Places provides room finding, and work plans that show who's in the office and when, within Teams and Outlook.

Since April 2026, booking individual desks and automatically releasing unused desks requires a Teams Shared Space licence for each desk. Each paid Shared Space licence comes with three free single-desk licences. Places works with Microsoft 365 only, and needs mailboxes in Exchange Online (Microsoft's licence requirements, checked 27 October 2026).

Choose Clearooms if you want desks, meeting rooms and parking in one app at a published price, without buying Microsoft licences for each desk. In addition Google Workspace and a full range of integrations are supported as well as Microsoft 365.

Desk booking software for the UK public sector

Five of the 13 tools can be bought through G-Cloud 15. Four are listed directly: Clearooms, Cloudbooking, Kadence and Matrix Booking. Condeco (Eptura Engage) is available through the reseller JLL. G-Cloud 15 replaced G-Cloud 14, so check that any listing you're quoted is current.

When comparing G-Cloud prices, check what's included. Some suppliers price SSO, Teams and Microsoft 365 integrations separately, and some G-Cloud trials exclude them. Robin was on G-Cloud 14 through a reseller, but we found no G-Cloud 15 listing.

Checked 22 October 2026 against each supplier's G-Cloud 15 listing on the Digital Marketplace.

How desk booking software pricing works

There are three main charging models.

• Per desk or per resource (Clearooms, Archie, Cloudbooking, Envoy, Matrix Booking, Skedda): you pay for the desks, rooms or spaces people can book. Clearooms, Matrix Booking, Skedda and Archie don't charge by number of users, and nor does Cloudbooking on G-Cloud; some others cap users by plan. This usually costs least in a hybrid office with more people than desks.
• Per user (Condeco, deskbird, Kadence, Robin): you pay for everyone who can book. This suits offices where most people come in most days.
• Platform fee plus usage, or tiers by size (OfficeRnD Workplace, YAROOMS, Envoy's platform fee): a base fee, then charges per resource or by user count. YAROOMS tiers its plans by users, capped at 20 on Starter and 200 on Business.

Worked example: 120 people, 40 desks and 4 meeting rooms, with SSO

YAROOMS and OfficeRnD prices are in US dollars, so the sterling cost depends on the exchange rate. Prices checked 22 October 2026. The comparison pages show how each figure is worked out, and the same example for the other tools where prices are published.

How to cut no-shows and ghost bookings

Desk and room booking software cuts down on wasted empty space. A ghost booking refers to a booking that has been made and not fulfilled. As a consequence, the space remains booked and unavailable to anyone else even when it sits empty. Usage reporting also shows the space to be busier than it actually is.

How workplace management software resolves this:

• Make check-in easy. The less effort it takes, the more people do it: a tap in the app or in Microsoft Teams, a QR code scan, or no tap at all if check-in happens when they badge through the door or use geofencing.
• Release unused bookings. Workplace management tools free a desk or room if nobody checks in within a set time.
• Send reminders. A reminder before the booking prompts people to cancel if their plans have changed.
• Check the numbers. Compare bookings with check-ins to see which teams or days have the most no-shows, then adjust your desk numbers or booking rules.

In Clearooms, people can check in to a desk from Microsoft Teams, from the mobile app, by scanning a QR code or automatically with geofencing. With Paxton Net2 they're checked in automatically when they badge through the door, with no app or scan needed. Check-in reminders appear in the Teams app, and the mobile app sends push notifications.

How we chose these tools

We included the 13 desk booking tools that UK organisations most often shortlist. We chose them from the tools our customers most often compare us with, plus the main UK and G-Cloud suppliers.

• Sources: each vendor's website, pricing page, terms and help centre, and G-Cloud 15 listings. Reviews are from Capterra and G2.
• Pricing: compared like for like, annual with annual and monthly with monthly, always with the billing period stated. Where a vendor doesn't publish prices, we say so, and we quote G-Cloud or last-published rates only with a label.
• Updates: we re-check every tool's facts each month. If you spot something out of date, email marketing@clearooms.com and we'll correct it.

FAQs

• What is the best desk booking software in the UK?

  For every integration included with unlimited users, prices published in six currencies and support from real people, look at Clearooms. For UK public sector buying through G-Cloud, compare Clearooms, Cloudbooking, Kadence and Matrix Booking. For large global estates, look at Condeco (Eptura Engage) or Robin. For HR-led hybrid planning, look at deskbird. For coworking spaces, look at Archie.

• How much does desk booking software cost?

  Published starting prices range from £2.50 per user per month (deskbird, billed annually) to £60 a month for up to 19 desks (Clearooms, billed annually). Several vendors, including Robin, Condeco, Kadence and OfficeSpace, only give prices on request. Always compare like for like, annual with annual and monthly with monthly, and check what's charged as an add-on.

• Is there free desk booking software?

  Some vendors have limited free plans. Envoy's free Visitors Basic plan is for visitors, not desks, and deskbird moves accounts to a 15-user Starter plan after its trial. Most tools offer a free trial instead: Clearooms 30 days, Kadence two weeks (per its G-Cloud 15 listing), Matrix Booking, OfficeRnD, Skedda and YAROOMS 14 days, and deskbird 7 days. Archie offers a 14-day test environment after a demo.

• Which desk booking systems are on G-Cloud 15?

  Clearooms, Cloudbooking, Kadence and Matrix Booking are listed directly. Condeco (Eptura Engage) is available through JLL. We found no G-Cloud 15 listing for Archie, deskbird, Envoy, OfficeRnD, OfficeSpace, Robin, Skedda or YAROOMS (checked 22 October 2026).

• What's the difference between desk booking and hot desking software?

  They're the same thing. Hot desking means no one has a fixed desk, and hot desk booking software lets people reserve one before they come in.

• Can desk booking software book meeting rooms and parking too?

  Most of the tools here can, but pricing varies. With Clearooms, rooms are from £10 per room per month for 1–9 rooms, billed annually, and parking is available on any plan at desk prices. For room booking specifically, see our meeting room booking software comparison.

• Can organisations outside the UK use these tools?

  Yes. Most tools on this list sell internationally. Clearooms is used by organisations worldwide. Prices are published on our website in six currencies (GBP, USD, EUR, CAD, AUD and NZD), the app is available in multiple languages including English, French, German, Spanish, Italian, Dutch and Welsh. G-Cloud only matters for UK public sector buyers.

See how Clearooms compares in a free demo

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