Helping you adopt & adapt the Microsoft Modern Workplace & Azure Cloud for your business


Hot Desking

In a fast-changing situation, you need a flexible workplace scheduling platform to adapt to your needs on the fly.

Your immediate priority will be to keep your workforce safe and prepare for the unexpected as you navigate our return to the office. Going forwards, you need the flexibility to optimise your available workspace as working patterns inevitably change and workplaces shrink and morph.

Streamline your flexible working and COVID-secure environment with ‘in-advance’ and ‘on-the-spot’ hot desk booking.

We offer the widest range of options for in advance and on-the-spot booking, locating available desks and co-workers, and checking into/out of desks to enable optimal utilisation and accurate tracking and occupancy reporting.

Be Covid-Secure

Manage the process of pre-booking, zoning, cleaning between use and tracking desk occupancy to help ensure a safe return to the office.

Optimise Workspace Utilsation

Report on how effectively your workspace is used and understand where you can cut office space costs whilst optimising occupancy.

Ensure a Smooth Rollout

Our team offers a 360 degree service: from advising on best practices for handling cultural change, meeting the needs of the facilities and the IT team, right through to designing a great-looking service that is slick and easy to use.

Get Total Flexibility

No other solution provides as much choice for booking desks, managing authentication and reflecting the different ways you might need to manage workspace booking for your enterprise going forwards

Hot Desk Booking Software for the Modern Workplace

Streamline the process of locating, booking & managing desks for your agile workforce & your Covid-secure return to work strategy.

Underpin flexible working initiatives

Booking made easy for users

Make it convenient for staff to select their ideal workspace

Provide a service that your teams will find straightforward to use and with the same ‘look and feel’, no matter how they prefer to work: using Outlook, a web browser, their mobile device or digital signage.

Select from a floor plan using filters to home in on the ideal facilities such as a riser desk or docking station, locate designated departmental areas or find co-workers in on the same day.

Keep your teams safe, by enabling contactless checking, spaced desks, and in-booking guidance for people coming into the office.

Optimise workplace occupancy, save time & expense

Streamline workplace management

Understand, optimise & control real estate utilisation & streamline FM services

Authenticated check-in gives an accurate view of how your workspace is being used, automatically frees up resources for other people in the event of a no-show and lets you carry out vital tracking in response to COVID-19 safety measures.

Flexible, built in workflow processes let you intelligently route facilities requirements, such as between-use cleaning.

You can also make workplace booking requests subject to line manager approvals and policies, such as limiting the number of times staff can come in each week or preventing them booking the same desk each time.

Scalable, secure & integrated

Preferred technology for the IT Team

Designed from the ‘ground up’ to support your Microsoft ecosystem.

Builds on your existing Microsoft infrastructure to provide a services that’s intuitive to work with, secure and highly scalable.

Tight integration with Microsoft Outlook makes it easy for end users to book their required workspace and any additional services at the same time as making a calendar appointment.

Easily tailored to reflect your organisations specific needs around workspace and resource booking.

“To help with the rollout of our socially distanced desk booking service, Essential provided us with Colart-branded ‘how to’ videos.  This, along with interactive floor-plans that reflect our company look and feel, will help our workforce quickly transition to a new way of using our workspace”

Claudio Toledo, Head of Project Management

Protect your workforce

Enable Covid Safe Bookings

Ensure safe distancing in the workplace with managed desk booking

Keep your workforce safe as and when they return to the office with unrivalled features including:

  • Ensuring safely distanced desks on booking
  • Contactless booking & check-in
  • Contact tracing reporting
  • Managing cleaning regimes
  • Ability to enforce individual & group booking restrictions
  • Managing capacities in allocated spaces & capacity planning reporting

Hot Desking booking software features

Easy to use

Management & reporting

Preferred technology

Covid Safe

Easy to use

Intuitive to use - quick to adopt

Book in advance

Book your preferred desk in advance, directly from Outlook calendar, your mobile device (using our app) or via a page on your intranet.


Management & reporting for facilities managers

Optimise real estate utilisation & streamline FM services

Optimise workspace utilisation & save costs

Get utlisation reports on all your flexi-desks and hot-desks and pinpoint areas where you can make savings or use space more effectively.

Preferred technology for the IT Team

Designed from the ‘ground up’ to support the Microsoft 365 and on-premises Exchange ecosystem

Minimises support overheads

Staff can locate and book workspaces using their regular Outlook calendar along with navigable floor plans. There’s also the option of using a wide range of off-the-shelf digital signage and industry standard authentication options, making it easy to support.

Enable Covid Safe Bookings

Ensure safe distancing in the workplace with managed desk booking

Put A Safe Distance Between Desks

Ensure all workspaces are booked in advance and configured to observe the 2 metre rule.

Streamline your meeting room & desk scheduling

Find out how we can help you adopt & adapt the Microsoft Modern Workplace & Azure Cloud for your business