Aug 15, 2026
The Top 5 Desk Sharing Systems for 2026
Anyone looking for a desk sharing system usually has clear goals: flexible workspace booking, efficient space utilization, and seamless integration into the existing office setup. However, the market is vast, and the differences are in the details.
We have closely examined the 5 Best Desk Sharing Systems 2026. You'll learn about the companies behind the tools, the features that set them apart, the benefits they offer, and the prices you can expect. This enables you to quickly compare and find the solution that best fits your company.
How do I select the right provider?
The choice of the best desk sharing system heavily depends on your priorities. We've compiled the most important criteria:
Evaluate Feature Set: Does the solution cover only traditional workspace functions like desk and meeting room booking, or does it also cater to advanced use cases such as events, courses, external bookings, and payments?
Workflow Flexibility: Are there options for custom forms, approval processes, and personalized booking rules, or are the processes rigidly predefined?
Integrations & IT Compatibility: Does the software support your existing IT landscape (calendars, SSO, HRIS, smart locks, APIs) and can it be easily connected?
Support & Local Presence: Do you receive personal, prompt support in your language and time zone?
Data Privacy: Are GDPR and your internal compliance requirements met?
Comparison of Desk Sharing Systems
This page was created by anny to provide an overview of various booking solutions (including anny). Brand and product names belong to their respective companies.
The evaluation is based on publicly available information (e.g., the provider’s website, user reviews on Capterra and G2, pricing pages, and feature overviews). When selecting the providers, functionality, pricing, ease of use, integrations, support, and mobile usage were taken into account. The providers are listed alphabetically.
Date
Aug 15, 2026
1.
anny
anny is one of the favorite solutions for flexible booking and workplace management. The platform helps companies efficiently utilize workspaces, rooms, parking spots, equipment, and other shared resources. With an intuitive booking feature, employees can reserve exactly what they need for a productive workday—whether in the office or remote. With anny, you can easily manage access rights via groups (communities), while highly customizable booking rules offer maximum flexibility. Brand new is our integrated AI chatbot, anny AI, which lets you make bookings effortlessly using natural language!
Key features
Interactive 3D map
Desk, room, parking space, equipment, and event bookings
AI chatbot (anny AI Chat): simply state what you need in natural language – e.g., "favorite desk for 3 days" or "room with a projector for 10 people" – and it gets booked instantly
Mobile app for booking workspaces on the go
MS Teams app and Outlook Add-in
Utilization analytics and insights
Roles, permissions & community system for tailored access control
Visitor Management including badge printing
A wide range of integrations, from calendars, SSO, and HRIS to smart locks, webhooks, and an open API
Advantages
Incredibly user-friendly and intuitive – complete bookings & check-ins with just a single click
Integrated AI chatbot makes booking as simple as sending a message, lowering the entry barrier and boosting team adoption
Highly versatile platform to map any resource, perfect for both internal use and external booking pages
Interactive 3D map designer to easily customize your office layout on the fly
Complete ecosystem including visitor terminals and digital room displays
Friendly, dedicated support team based in Germany
Proudly developed and hosted in Germany
Fully ISO 27001-certified for maximum security
Who is anny perfect for
anny is the perfect fit for hybrid companies looking to book not just desks, but also meeting rooms, parking spaces, and equipment all in one place – instead of juggling multiple tools. anny is especially valuable if you have more employees than workstations and only want to pay for what is bookable, if data protection and hosting in Germany are important to you, or if you want high team adoption – thanks to our smart AI chatbot, a quick message is all it takes to book a spot. However, anny is less suited for small teams who just want to book desks and nothing else.
Pricing
anny’s pricing is based on the number of bookable resources, regardless of the number of users. The Starter plan is free and includes up to five resources. For more extensive requirements, paid plans start at €2 per resource. This resource-based model is especially beneficial for companies with fewer resources than employees and a need for high flexibility.
2.
Envoy
Envoy is a workplace management platform that helps companies manage desk and room reservations, visitor registrations, deliveries, and access control through a single interface. Thanks to the combination of booking tools, visitor flows, and integrations with calendars, SSO providers, and access systems, Envoy is a popular choice for companies looking to streamline their workflows and enhance the on-site experience.
Key features
Desk, parking, and meeting room booking
Visitor management with pre-registration and check-in processes
Interactive workspace maps
Integrations with calendar systems, SSO, and access control
Mobile app for bookings and check-in
Workspace analytics and usage insights
Pros
Comprehensive features for workplace management on a central platform
Powerful features for access control and visitor security
Extensive library with integrations for enterprise tools
User-friendly mobile app
Who is it for?
Envoy is best suited for companies that prioritize professional visitor management and front desk security.
Key features
Desk, parking, and meeting room booking
Visitor management with pre-registration and check-in processes
Interactive workspace maps
Integrations with calendar systems, SSO, and access control
Mobile app for bookings and check-in
Workspace analytics and usage insights
3.
Robin
Robin is a platform for Workplace Experience that helps companies optimize the use of office spaces by employees. This is achieved through desk reservations, room scheduling, interactive maps, and workplace analytics. Robin is designed for hybrid work environments and enables employees to easily find and reserve workspaces. At the same time, administrators receive data that allows them to make informed decisions about space planning.
Key features
Table and Meeting Room Reservations
Interactive 2D Floor Plans
Visitor Registration and Management
Calendar Integration with Google Workspace and Microsoft 365
Mobile App for Reservations on the Go
Workspace Analytics and Utilization Reports
Pros
Clear, intuitive user interface
Detailed occupancy data
Visitor management including badge printing
Seamless calendar integrations
Who is it for?
Robin is best suited for companies that value a polished employee experience and meaningful occupancy insights.
Key features
Table and Meeting Room Reservations
Interactive 2D Floor Plans
Visitor Registration and Management
Calendar Integration with Google Workspace and Microsoft 365
Mobile App for Reservations on the Go
Workspace Analytics and Utilization Reports
4.
Tidaro
Tidaro is a platform for workspace and space management in hybrid offices. It allows easy booking of desks, meeting rooms, and parking spaces. Employees book through interactive floor plans and a mobile app. Administrators manage policies, users, and areas, and receive utilization analytics. Integrations with calendars and SSO support a seamless rollout.
Key features
Desk, Room, and Parking Space Booking
Interactive Office and Parking Maps
Kiosk Mode for Onsite Room Bookings
Recurring Bookings and Flexible Cancellations
Outlook Integration and Single Sign-On
Pros
All-in-one: Parking spaces, desks, and rooms in one app (Web, iOS, Android)
Powerful parking management
Intuitive office maps
Strong compliance: ISO27001 certified
Who is it for?
Tidaro is best suited for companies looking for a strong focus on office parking management, complemented by workspace booking.
Key features
Desk, Room, and Parking Space Booking
Interactive Office and Parking Maps
Kiosk Mode for Onsite Room Bookings
Recurring Bookings and Flexible Cancellations
Outlook Integration and Single Sign-On
5.
Waldo
Waldo is a reservation software for workspaces and parking spaces, fully integrated into Microsoft Teams. Employees can book desks and parking spots via the app or chat, view the occupancy plan on a map, and easily see when and where colleagues are on-site. Intelligent suggestions take into account personal habits, preferred areas, and proximity to the team, and automatically reserve suitable spots if needed.
Key features
Desk and Parking Space Booking
Seamless Microsoft Teams Integration
Interactive Maps with Seat Switching and Colleague Display
Waitlists with Automatic Follow-up Logic
Office 365 Single Sign-On and Admin Management
Pros
Intuitive bookings via the map
Seamless integration with Microsoft Teams
Detailed capacity display
Who is it for?
Waldo is best suited for businesses looking for a simple, streamlined solution for desk and visitor management.
Key features
Desk and Parking Space Booking
Seamless Microsoft Teams Integration
Interactive Maps with Seat Switching and Colleague Display
Waitlists with Automatic Follow-up Logic
Office 365 Single Sign-On and Admin Management
Why should you compare desk sharing software?
Every organization has different requirements for booking processes and workplace management. Comparing alternatives helps to find a solution that fits optimally in the following areas:
Advanced feature requirements: Companies that wish to manage not only workspace bookings but also rooms, events, or guests benefit from solutions that go beyond traditional desk sharing.
Booking logic & processes: If approval workflows, custom forms, or public booking pages with payment options are relevant, it is worthwhile to look at systems with more flexible booking mechanisms.
Integration landscape: Depending on which HR, identity, or collaboration tools are already in use, a solution with broader API and integration support may be more suitable.
Optimized cost-performance ratio: A comparison helps to get the greatest range of features and best support for your budget.
Data protection & hosting: GDPR compliance, data sovereignty, and hosting locations are key selection criteria. Companies that value European servers and clear data protection policies should check which providers meet these standards.
The next step: Discover your perfect desk sharing system
You now have an overview of the best Desk Sharing Systems 2026, use it to plan your next steps. Make an initial decision about which tools best fit your company, and then book a trial or demo of your favorites.
This way, you can quickly find out which solution truly integrates seamlessly into your workday. If you are looking for a flexible, user-friendly, and GDPR-compliant solution, it's worth trying anny, modern, intuitive, and perfect for hybrid workplaces.
How many desks do you actually need per employee for successful desk sharing?
This ratio depends on the share of hybrid work and is expressed as the desk-sharing ratio. Ratios between 0.6 and 0.8 are common—meaning 6 to 8 workstations for every 10 employees. For teams with a strong remote-first culture, ratios as low as 0.5 are also possible. Instead of guessing, desk-sharing software with utilization analytics like anny helps you determine your optimal ratio based on real-time data.
How much can you save with desk sharing? Discover the cost benefits with anny!
Companies with hybrid work models can typically reduce their office space and rental costs by 20–40% through desk sharing. These savings are achieved by reducing unused workstations and maximizing space efficiency. The key is a reliable booking and occupancy management system—like anny—ensuring that even with fewer desks, no one is left without a place to work!
What is the difference between desk sharing and a dedicated desk?
With a dedicated desk, each workspace is permanently assigned to one person. With desk sharing, multiple employees share the available spaces and book a free desk as needed. This saves office space and perfectly fits hybrid work models, but it does require clear rules and a booking software like anny to keep the workday predictable and productive.
Does the works council need to approve the introduction of desk sharing?
In Germany, the works council typically has co-determination rights when introducing desk sharing, especially regarding workplace order and the processing of personal data (Section 87 of the Works Constitution Act - BetrVG). Involving them early on and ensuring transparent, GDPR-compliant data processing with anny will boost acceptance and speed up your rollout! (Please note: This does not constitute legal advice—when in doubt, we recommend consulting an employment law expert.)
How do I boost team adoption for desk sharing?
Clear communication, effortless booking, and fair guidelines are the keys to success. Employees embrace desk sharing when they can easily reserve spaces via an app or MS Teams, access dedicated team collaboration zones, and occasionally secure their favorite spots. To build confidence and address any concerns early on, we recommend starting with a 4 to 6-week pilot project with a representative team.
Is software absolutely essential for desk sharing, or is there an easier way? Discover how anny can help!
Not necessarily, but without the right software, desk sharing can quickly become chaotic. Manual lists or paper sign-ups inevitably lead to double bookings and frustration. That's where anny comes in: our desk sharing software shows available spaces in real time, enables bookings in advance, and provides valuable utilization data for space optimization—making your hybrid office setup reliable and effortless every single day.
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