Compare desk and meeting room booking software: Clearooms and 12 alternatives
Researching desk booking, hot desk booking and meeting room booking systems? We've done the hard work for you. Our comparisons are checked and updated every month, so you can compare pricing, free trial options and platform features.
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Clearooms vs the alternatives at a glance
| Platform | Priced per desk, not per user (unlimited users) | Prices published on its website | SSO & SCIM on every plan | Monthly billing, no minimum term | Free trial | G-Cloud 15 and Cyber Essentials Plus |
|---|---|---|---|---|---|---|
| Clearooms | ✓ | ✓ in 6 currencies | ✓ | ✓ | 30 days, self-serve | ✓ |
| Archie | ✓ (per desk or room, unlimited users) | ✓ (US dollars, with minimums) | ✗ (Pro tier and above) | ✗ | 14 days, after a demo | ✗ |
| Cloudbooking | Partly: per resource on G-Cloud; website plans cap users (80 on Micro; 125 or 175 on SMB, as its pricing page gives both) | ✓ (GBP; Enterprise on request) | ✗ | ✗ | Up to 4 weeks (G-Cloud listing) | G-Cloud 15; not Cyber Essentials Plus |
| Condeco (now Eptura Engage) | ✗ (per user) | ✗ | ✓ | ✗ | None | Via reseller; not Cyber Essentials Plus |
| deskbird | ✗ (per active user, 25-user minimum) | ✓ (entry plan only) | ✗ (SAML SSO and SCIM are a paid add-on) | ✗ (3-month minimum) | 7 days | ✗ |
| Envoy | Partly: desks priced per resource, plus a flat annual platform fee whose amount isn't published | ✗ (platform fee not published) | ✗ (SCIM provisioning on Enterprise) | ✓ | Not stated | ✗ |
| Kadence | ✗ (per active user) | ✗ | ✓ | ✗ | 2 weeks (G-Cloud listing) | G-Cloud 15; not Cyber Essentials Plus |
| Matrix Booking | ✓ (per resource, never per user) | ✗ | ✗ (extra cost) | ✗ | 14 days, key integrations excluded | ✓ |
| OfficeRnD Workplace | ✗ (Start capped at 150 users and Professional at 1,000; unlimited on Enterprise) | ✓ (US dollars; minimum usage not published) | ✗ | ✗ (12-month term, even if paid monthly) | 14 days | ✗ |
| OfficeSpace | ✗ (priced by employee count) | ✗ | Not stated | Not published | None | ✗ |
| Robin | ✗ (per user, in blocks of 25) | ✗ | ✗ (add-on) | ✗ | None | ✗ |
| Skedda | ✓ (per space, unlimited users) | ✓ (US dollars) | ✗ (SCIM on Premier) | ✗ | 14 days | ✗ |
| YAROOMS | ✗ (users capped at 20 on Starter and 200 on Business; unlimited on Enterprise) | ✓ (US dollars) | ✗ (no SCIM) | ✗ | 14 days | ✗ |
Green shading marks a yes.
From each vendor's own website, terms or G-Cloud 15 listing, checked 16–23 October 2026. Prices, certifications and full sources are on each comparison page.
13 desk and meeting room booking systems compared (2026)
We've selected 13 desk booking, hot desk booking and meeting room booking systems that are used by companies across the UK and worldwide.
As we make Clearooms we will start here. The others are all in alphabetical order.
All information has been taken from the suppliers' websites and/or G-Cloud listings and checked between 16th–23rd October 2026, updated monthly. If you spot any out of date information please email us.
Our pick
Clearooms
Based in the UK
Clearooms is built for organisations of any size, from a single office to multi-site estates of 500+ desks.
Best for: organisations in the UK and worldwide that are looking for open pricing without additional costs for the integrations they use daily.
- 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: desks from £60/month for 1–19 desks (billed annually) or £66 monthly, rooms £10/room/month for 1–9 rooms, unlimited users
- 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
- A self-serve 30-day free trial: try the whole platform, once your trial is over switch to live with no need to set up a new account, you're ready to go
- Built for the UK and beyond: Clearooms supports customers in the UK, Canada and other countries, it is also available in multiple languages
- Public sector ready: listed on G-Cloud 15 with Cyber Essentials Plus; a UK company hosted on AWS in Ireland (EU)
- Rated 4.7 on Capterra from 232 reviews, none below 3 stars
The other 12, in alphabetical order
Archie
Based in Canada
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.
- Pricing model
- Per desk, room or location, tiered, in US dollars
- Free trial
- 14-day test environment after a demo
- G-Cloud
- No G-Cloud listing found
Cloudbooking
Based in the UK
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.
- Pricing model
- Per resource on G-Cloud 15; website plans capped by number of users; billed annually
- Free trial
- Up to 4 weeks, per its G-Cloud 15 listing
- G-Cloud
- Listed on G-Cloud 15
Condeco (now Eptura Engage)
Based in the US
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.
- Pricing model
- Per user, annual subscription; price on request
- Free trial
- No free trial; demo-led
- G-Cloud
- On G-Cloud 15 via reseller JLL
deskbird
Based in Switzerland
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.
- Pricing model
- Per active user, from 25 users
- Free trial
- 7-day premium trial via a form, no card
- G-Cloud
- No G-Cloud listing found
Envoy
Based in the US
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.
- Pricing model
- Per module plus a platform fee, in US dollars
- Free trial
- Free Visitors Basic plan; trial length not stated
- G-Cloud
- No G-Cloud listing found
Kadence
Based in the UK and the US
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.
- Pricing model
- Per active user, billed annually; price on request
- Free trial
- Demo-led on its website; two weeks per its G-Cloud 15 listing
- G-Cloud
- Listed on G-Cloud 15
Matrix Booking
Based in the UK
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.
- Pricing model
- Per resource, unlimited users; quote form
- Free trial
- 14 days via a form, with key integrations excluded
- G-Cloud
- Listed on G-Cloud 15
OfficeRnD Workplace
Based in the UK (registered company), with engineering in Bulgaria
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.
- Pricing model
- Plan fee plus per-desk and per-room charges, in US dollars
- Free trial
- 14-day trial of its Professional plan
- G-Cloud
- No G-Cloud listing found
OfficeSpace
Based in the US
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).
- Pricing model
- Platform fee plus a per-employee rate; price on request
- Free trial
- Demo-led; no free trial found
- G-Cloud
- No G-Cloud listing found
Robin
Based in the US
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.
- Pricing model
- Per user, billed annually; price on request
- Free trial
- No free trial; demo-led
- G-Cloud
- No G-Cloud 15 listing found
Skedda
Based in the US
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.
- Pricing model
- Per space, unlimited users, in US dollars
- Free trial
- 14 days, no card
- G-Cloud
- No G-Cloud listing found
YAROOMS
Based in Romania
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.
- Pricing model
- Tiered by number of users, in US dollars
- Free trial
- 14 days, no card
- G-Cloud
- No G-Cloud listing found
How we compared these tools
At Clearooms we often get asked: how do you price your software, and how does your pricing compare? Is there a free trial? What integrations do you offer (SSO, SCIM, Microsoft Teams, Outlook and Google)?
Each of our competitors will differ and it can be time consuming to compare the products available to you and which one meets your needs. Our comparison page pulls all of this together for you in a quick reference guide.
Prices were checked between 16 and 23 October 2026, and are rechecked monthly. All listings are fully checked on a quarterly basis.
Frequently asked questions
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Which desk booking software suits UK public sector organisations?
Start with suppliers that are listed on G-Cloud 15 and check if they have UK or EU hosting and are Cyber Essentials Plus certified. Clearooms and Matrix Booking are both on G-Cloud 15 and hold Cyber Essentials Plus.
Check how the software is priced: is it by resource booked or user? And are integrations such as SSO and Microsoft Teams additional add-ons?
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What should hybrid offices look for in hot desk booking software?
Start with how the software is priced. Most organisations have more staff than desks, in this case pricing per resource (Clearooms, Matrix Booking, Skedda, Archie, and Cloudbooking on G-Cloud) will cost the same no matter the number of users.
Alternatively, per-user pricing (Robin, deskbird, Kadence and Condeco) grows with headcount. Envoy also prices by bookable resource, but its pricing page doesn't say whether users are unlimited.
Don't forget to check if SSO, Microsoft Teams and Outlook are included or sold as add-ons. Take a look at how people check in using the software and what reporting is included. Each company will also have different contract terms and lengths and some may have automatic renewals.
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What are the main alternatives to Clearooms?
The workplace booking tools organisations most often compare us with are Skedda, Robin, Envoy, OfficeSpace, Kadence, Condeco (now Eptura Engage), Matrix Booking, deskbird, Cloudbooking, YAROOMS, OfficeRnD and Archie. The list above gives a short summary of each, and our detailed comparisons set out pricing, what's included, availability of free trials, and more.
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How do desk booking tools charge?
There are two main charging models.
Firstly, pricing per resource (Clearooms, Matrix Booking, Skedda, Archie, Cloudbooking on G-Cloud, and Envoy for desks, rooms and parking). In this model charges are for each desk, room or space. Clearooms, Matrix Booking, Skedda, Archie and Cloudbooking (on G-Cloud) don't charge by the number of users.
Secondly, per user (Robin, Condeco, deskbird, Kadence), this model charges for each person who can book, so cost grows with headcount rather than with the size of your office.
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Which desk booking tools have a free trial?
Clearooms offers a self-serve 30-day trial. Cloudbooking's G-Cloud 15 listing offers a trial of up to 4 weeks. Skedda, YAROOMS and Matrix Booking offer 14 days. Archie offers a 14-day test environment after a demo. OfficeRnD offers a 14-day trial of its Professional plan. deskbird offers a 7-day premium trial via a sign-up form.
Kadence is demo-led on its website, though its G-Cloud 15 listing offers a two-week trial, and Envoy has a free Visitors Basic plan alongside its trial. Robin, Condeco and OfficeSpace are demo-led, with no free trial found.
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Which tools are on G-Cloud for the UK public sector?
Clearooms is listed on G-Cloud 15. Matrix Booking, Cloudbooking and Kadence are also on G-Cloud 15 directly. Condeco (now Eptura Engage) is on G-Cloud 15 through the reseller JLL.
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Does Clearooms work for organisations outside the UK?
Yes. 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.
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How do you keep these comparisons accurate?
Every figure comes from the suppliers' websites or G-Cloud documents. We re-check prices monthly and the full comparison quarterly. The date of the last check is shown on each page. If you spot something out of date, email us and we'll fix it.
See how Clearooms compares in a free demo
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