Hot desk booking software

image

Agile, Responsive, Mobile and Integrated

Hot desk booking is on an unstoppable rise, with up to 70% of employees now estimated to have access to it. Many companies are mandating desk booking before an employee arrives at the office as the safest way to minimize COVID risks.

With this access comes an expectation that a hot desk space is going to be readily available when a worker needs it. With the ever-growing cost of corporate real estate and a resulting move away from 1:1 desk ratios, demand for desks may exceed supply. Trying to juggle people and desks can be become a frustrating logistical problem.

Computerization has come to the rescue in the form of hot desk booking software. With the Rendezvous desk booking software you can rest assured that everyone gets their required desk as well as making frustrating, and expensive, desk booking no shows a thing of the past.

You’re in control
Rendezvous desk booking software puts control at the fingertips of your workers. Whether they are already in the office, offsite with a client, at home or enjoying the buzz of a coffee shop they can book a desk with consummate ease via the Rendezvous hot desk booking app, available for Android or IoS..

We’ve made it fast and efficient to book desks - our floorplan feature makes it easy for staff to find a desk and the colleague search feature means they can easily find their co-workers – great for collaborative projects.

Safety first
If social distancing is a consideration – the floorplan feature also can be programmed to block desks out of use. Your agile workers can see at a glance where the safe desks are. Our hot desk booking software also goes one step further as it builds in automated cleaning time into the bookings – one less thing for you and your staff to worry about. Check out how we have developed a safe working platform to help you.

A choice of hardware platforms
The Rendezvous hot desk booking system offers you the choice of a native desk booking app or the dedicated QuickBook desk booking app, designed by NFS to provide a powerful desk booking software solution that is fully integrated with existing platforms including Outlook Exchange and Office 365 so that your calendar is always in sync.

The hot desk booking system is also integrated with a number of hardware platforms such as desk panels, wayfinding solutions, RFID readers and QR code readers. Check out our dedicated agile working page for more details and to download our agile working guide.

We also offer a sensor-based booking experience – find a hot desk space using a real time digital signage display or mobile app and simply check-in and out automatically – it couldn’t be easier. The real-time floorplan enables your workers to easily pinpoint where they want to work and select a desk in the right location as well as with the right features as well as environmental conditions, for example, noise and temperature.

Data at your fingertips
The hot desk booking software puts you in control of your real estate. With increased desk usage ratios you can rest assured that you will also be getting the maximum bang for your buck – reassuring when real estate is so costly. Want to see how much you can save? Check out our easy to use ROI calculator to see how even a modest increase in utilization can significantly impact your bottom line.

Rendezvous hot desk booking software comes with hundreds of reports as standard and with graphical dashboards you can easily interrogate data in real time and create your own reports. Our sensor technology solution as part of our hot desk booking software suite offers the ultimate in real-time and accurate usage data. Wave goodbye to inaccurate manual surveys. With our hot desk booking software you can begin to predict with accuracy what your future needs will be and how best to reconfigure your workspace.

Discover for yourself

Check out a section of our videos to see how the solution works and get some first-hand testimony from global research company IDC have benefited from using the Rendezvous hot desk booking software.

Discover how the Rendezvous solution with mobile apps works in practice

Check out the infographics and videos below to find out how easy it is to book a desk using our mobile app or plan even the busiest day in the office using our QuickBook solution.

agile-info-image

Key Features

accordin img
01

Book a desk using our intuitive desk booking app – now with the ease of floorplan booking. It is so easy to book a desk using our QuickBook and mobile apps. Designed by our UX team to work wonderfully with a graphical touch interface with a few taps and swipes the meeting is booked. For even greater simplicity we have now developed a floorplan booking module which enables users to visualize quickly where the available desks are, select the desk from the floorplan and book. With social distancing and cleaning routines built in the floorplan is the ideal hot desk booking system for encouraging safe working.

02

Join your team members quickly and start collaborating. Using the colleague search feature in our desk booking app you can easily see at a glance where your team members are so you can easily select a desk where you can work together. Got a project that needs colleague input? Make sure you book face to face time with them using the floorplan booking module. Need to spark ideas with other job functions? Use colleague search and work cross-functionally. Check out our video about global research firm, IDC, to see how this mixing of different teams has worked beneficially for them.

03

Join your team members quickly and start collaborating. Using the colleague search feature in our desk booking app you can easily see at a glance where your team members are so you can easily select a desk where you can work together. Got a project that needs colleague input? Make sure you book face to face time with them using the floorplan booking module. Need to spark ideas with other job functions? Use colleague search and work cross-functionally. Check out our video about global research firm, IDC, to see how this mixing of different teams has worked beneficially for them.

04

Real-time desk availability is fully integrated with wayfinding and floorplan. Thanks to our accurate sensor technology you can easily see which desks are free using a highly graphical floorplan solution. Just check the floorplan on the digital signage to check real-time availability, walk to the desk and sit down – our sensor technology will detect your presence and detect when you leave. It is so simple and time saving.

05

We provide you with a wide choice of desk booking solutions to meet your budget and preferences – all fully integrated with the hot desk booking software. We offer a full range of hardware solutions such as low cost retail panels, desk sensors and desk panels. To ensure desks and other workspaces are well utilized, many companies make a check-in/out process mandatory. NFS support two different approaches, using QR code scanning (a low cost option) which is scanned on arrival and departure, or an RFID based messaging panel (Embrava), which can be used to display name and booking status as well as important information, for example, when a desk may be out of service or be blocked for cleaning.

06

Check in/out seamlessly using these inexpensive desk management options. Our mobile desk booking solutions support QR code scanning so you can check into your desk using a desk booking app in seconds. We also support RFID integration so that you can, for example, use an RFID card to enter the workplace and to confirm your desk booking by gently tapping the Embrava panel – one easy process and only one card to carry.

07

Creating a great user experience is only one part of the equation. Thanks to the real-time sensor technology it is easy to build up a picture of space usage – whether that is meeting rooms, hot desks or huddle spaces. Our advanced visitor management gives a deep insight into your guests with the ability to use this data for contact tracing. All our data sets are available as highly graphical, intuitive yet informative dashboards.

FAQ

With a hot desk booking system like Rendezvous you can find and book the meeting room or desk via a desk booking app on your phone, checking in with a QR code or using an RFID card.

You can do a search for a desk using text-based input or you can now use our new floorplan booking module as part of the mobile desk booking app which makes the selection and booking of a free desk even faster. Just find the desk you want on the floorplan and book it.

With fully seamless integration to Outlook the booking will appear on your phone’s calendar instantly for extra peace of mind.

Rendezvous hot desk booking software is ideal for any agile working, hot desking and hotelling environment. With this easy to use desk booking software you can easily locate and book your desk or meeting room with a desk booking app on your phone, checking in with a QR code or via an RFID card. Alternatively, you can use our sensor technology to locate a desk using digital signage.

It does more than this – it also helps you to fully utilize your space. By improving overall desk usage and increasing desk ratios then you can save many thousands each year on real estate. Want to find out more? Check out our ROI calculator to see how much you can save.

With the help of desk booking solutions like Rendezvous by NFS, your agile workers can locate and book their desk or meeting room using an app on their phone, checking in with a QR code when they arrive or tapping an RFID-enabled reader on a desk panel such as the Embrava range. The new floorplan module as part of our mobile hot desk booking software app makes it super easy to book a desk and with find a colleague features the hot desk booking software helps them to collaborate and bounce new ideas off each other.

Your agile workforce can use desk booking solutions like Rendezvous by NFS to spot and book the desk they need through an app on their phone. Using pre-defined business rules unclaimed desks are automatically released to be booked again thus reducing the cost and frustration of desk no shows. Our hot desk booking software solutions are flexible enough to work with any style of agile working. So, if you are looking for a hot desk booking software or a hotelling desk reservation system we have you covered.

Desk booking solutions like Rendezvous Workspace by NFS gives your agile workforce booking capabilities through a hoteling desk reservation system, and issues useful real-time reports into actual workspace and desk utilization. By increasing desk ratios even only slightly you can make dramatic savings on real estate. Check out our ROI calculator to see how much you can save.

What our customers say

icon

”Rendezvous was the application of choice for room booking having been successfully used in the US for years. Since the initial global implementation, our scope has expanded and we’ve continued working with NFS to modernise a new building with panel technology and implement hot-desking. The commitment, flexibility and expertise of our consultant has allowed for seamless transitions and I look forward to seeing where this technology takes us in the future.”

client-image

Sharyn El Amir

Senior IS Project Manager

Bryan Cave Leighton Paisner

icon

”The Rendezvous room booking system has contributed to the journey the Trust has started in moving forward to a more agile working environment. Now that the Trust has started the agile working journey, it will look to consolidate and improve space utilisation while at the same time improving the working environment.”

client-image

Terry Murphy

Assistant Director of Property

Epsom and St Helier University Hospitals NHS Trust

Let's start a conversation