(November 2025)
Desk Sharing Software 2026: The Top Providers at a Glance
Desk sharing systems are a central component of modern, hybrid work environments in 2026. They enable companies to flexibly share workspaces, efficiently utilize office spaces, and strategically enhance collaboration among teams.
In this guide, you'll learn which desk sharing solution providers are leading in 2026, how they differ, and which features are particularly convincing. Additionally, we demonstrate how desk sharing software supports modern workspace management and contributes to the efficient use of office spaces.
Key highlights:
Desk sharing software enables flexible use of workspaces and helps companies reduce space costs and improve team dynamics.
Modern desk sharing tools offer real-time information on workspace availability, intuitive booking functions, and detailed analytics for optimal space planning.
The individual systems differ significantly in terms of functionality, user-friendliness, and integration possibilities; this is precisely where this comparison comes in.
What is Desk Sharing?
Desk Sharing refers to a flexible workspace concept where employees do not have a fixed desk but instead use an available workstation depending on availability. The goal is to utilize office space more efficiently while creating greater flexibility in day-to-day work, especially when combined with mobile work or working from home. With the help of Desk Sharing software, available workspaces can be easily managed and booked.
How do I choose the right desk sharing provider?
Choosing the Right Desk Sharing System strongly depends on the specific needs and priorities of your company. To help you find the right solution, we have compiled the most important criteria for selection:
Examine the Features: Does the Desk Sharing System cover only basic functions like workspace and meeting room booking, or does it also offer advanced options, such as event management, visitor bookings, external reservations, or payment options?
Workflow Flexibility: Does the Desk Sharing Software allow for personalization like custom forms, approval processes, or specific booking rules? Flexible tools can be ideally adapted to your internal processes and grow with your company.
Integrations & IT Compatibility: Can the Desk Sharing System be seamlessly integrated into your existing IT landscape (e.g., calendars, SSO, HR systems, smart locks, or APIs)? Smooth integration saves time and ensures a seamless user experience.
Support & Assistance: Does the provider offer fast, personal support in your language and timezone? A reliable contact person is crucial, especially during the initial phase of a Desk Sharing System.
Data Protection & Compliance: Is the solution GDPR-compliant, and does it meet your internal data protection and security policies? When managing workplace data, a high level of data protection is essential.
Comparison of Desk Sharing Providers
Brand and product names are owned by their respective companies. anny is a provider of SaaS solutions and presents comparisons for informational purposes. Please check the latest details directly with the provider.
*All information is carefully researched
Date
(November 2025)
1.
anny
anny is a platform for flexible workspace management in a hybrid work environment. It assists companies in efficiently managing workspaces, rooms, parking spots, equipment, and other shared resources. Through an intuitive booking feature, employees can reserve exactly what they need for productive work, whether in the office or remotely. With anny, access rights can be precisely controlled through groups (Communities), while individually configurable booking rules offer maximum flexibility. Integration with MS Teams and Outlook ensures a seamless workflow in daily work.
Key features
Interactive 3D Map
Mobile app for booking workspaces from anywhere
Intuitive weekly planner
Visitor management including badge printing
Fully integrable with Microsoft Suite (MS Teams App and Outlook Add-In)
Diverse integration options from calendars to smart locks
External booking pages for events
Advantages
Very user-friendly and intuitive
Robust integrations (Google Calendar, Microsoft 365, etc.)
Very wide range of resources, including external ones, can be represented
Personal support that truly assists
Pricing
The pricing of anny 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 needs, the paid plans start at €5 per resource. This usage-based model is particularly advantageous as companies only pay for what they actually use and can quickly adapt to changes.
2.
Archie
Archie is a software platform for managing modern hybrid offices and coworking spaces. It consolidates functions for desk, room, and office bookings, interactive floor plans, visitor check-ins, and door access through integrations. For operators, Archie offers billing with automated invoices and payments, contract management with electronic signatures, community and member management, as well as reports and analytics. Calendar integration, single sign-on, mobile apps, and multi-location administration support daily operations. Open interfaces and numerous integrations with access systems, WiFi, printers, and accounting tools enhance workflows.
Key features
Desk and Meeting Room Booking
Visitor Management with Automated Host Notifications
Automated Billing, Invoices, and Payments
Interactive Floor Plans and Workplace Search
Deep Integrations (Calendar, Access Control, SSO)
Pros
All-in-one Solution for Coworking and Hybrid Offices
Intuitive Office Maps
Comprehensive Integration Ecosystem
Mobile Apps including QR Check-in
Pricing
Archie offers different plans for hybrid offices and coworking spaces, each starting at around €149 per month. The pricing is usage-based and depends either on the number of resources or on the size of the location and the number of users. Additionally, there is a separate package for a custom-branded mobile app starting at approximately €85 per month. A permanently free version does not exist, but Archie offers a 14-day trial access and some free apps as an addition.
3.
awaio
awaio is a software platform for managing coworking spaces and flexible office spaces. It offers online bookings for desks and meeting rooms, member and contract management, invoicing, and payment processing. Additionally, it supports access management with smart locks, a community app with news and events, and reporting for utilization analysis. Integrations with common payment and access systems and mobile usage complete the offering.
Key features
Table and Meeting Room Reservation
Parking and Fleet Management
2D Office Map with Workspace and Team Overview
Calendar Integration with Outlook and Google (Two-Way Sync)
Flexible Booking Rules
Usage and Utilization Analytics for Workspaces and Rooms
Pros
Comprehensive suite in one app: Rooms, desks, lockers, parking, and mobility on a single platform.
Enterprise integrations and security
Powerful mobile app: 4.7-star rating in the Apple App Store
Detailed occupancy displays and analytics
4.
Clearooms
Clearooms is software for workspace management that allows companies to centrally plan and book meeting rooms and flexible desks. The platform provides interactive floor plans, web and mobile apps, calendar integrations, and check-in with automatic release of unused rooms. Additionally, Clearooms includes visitor management, room displays, and usage analytics for transparent space planning. Features like single sign-on, approval and booking rules, branding, and notifications support a smooth hybrid workday.
Key features
Desk and Meeting Room Reservations
Interactive Floor Plans
Calendar and App Integrations Google Outlook Teams Slack
Visitor Management with Kiosk and Host Notifications
Roles, Permissions, and Approval Workflows
Usage Analytics and Utilization Reports
Pros
Unified room and desk booking with interactive floorplans, real-time availability, and an app
Integrations with Google and Outlook, SSO/SCIM as well as Slack notifications
Device-agnostic door displays with check-in
Room services for catering & equipment
Pricing
Clearooms is billed based on the number of active desks and meeting rooms, not per user. In the USA, the tiers start at 1 to 19 desks with $88 per month or $80 per month for annual payment. Meeting rooms are charged additionally per room, in the USA $15 per month or $13.50 per month for annual payment. There is a free 30-day trial period, and changes to the number of desks are prorated. For 500 or more desks, enterprise pricing is available upon request.
5.
deskly
deskly is a desk-sharing and room booking platform for hybrid work environments. With just a few clicks, you can reserve workspaces, meeting rooms, or parking spots via a 2D map, mobile app, or the MS Teams integration. Features like colleague search, anonymous bookings, and automatic suggestions make planning your office days easier. For administrators, deskly offers flexible booking rules and utilization analyses, so they can design office spaces according to needs.
Key features
Desk, meeting room, and parking space reservations via 2D floor plans
Mobile app and MS Teams integration with automatic Outlook/Google calendar synchronization
Booking suggestions, colleague search, anonymous booking, and book-on-behalf
Flexible rulesets and waitlists
Role and access management as well as utilization analytics
Pros
Intuitive operation: fast bookings with just a few clicks
Deep integration with existing tools (Teams, Outlook/Google Calendar)
Strong compliance: GDPR-compliant with data hosting in Germany
Valuable occupancy and usage analytics for optimized space utilization
Pricing
desk.ly offers free usage for teams with up to 15 members. For larger teams, two paid plans are available, billed per active user per month, with annual payments. Prices start at 1.65 Euros in the Corporate Plan and at 2.20 Euros in the Enterprise Plan.
6.
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
Pricing
Envoy Workplace offers three paid plans that are billed per active user per month, based on annual payment terms. Prices range from 3, 5, or 7 USD per active user, depending on the plan. Due to user-based billing, this model can lead to higher total costs for larger teams or fluctuating usage.
7.
Gingco Systems
Gingco Systems is a German provider of software solutions in the area of space and resource management. With the platform Gingco Share, the company offers a system for reserving workspaces, meeting rooms, parking spaces, and other resources. Additionally, catering, technology, or fleet services can be integrated into the booking process. Digital door displays, visitor management, and mobile apps support flexible use in the office environment. Furthermore, the system enables utilization analysis and offers interfaces to calendars, access, and HR systems.
Key features
Desk and Meeting Room Reservation
Parking and Vehicle Booking
Digital Door Displays
Visitor Management with Badge Printing
Outlook Add-In and Mobile App
Workspace Utilization and Statistics Features
Pros
Broad coverage of diverse resources such as workspaces, rooms, parking spaces, and vehicles
Use of digital devices like door displays
Visitor management with features for registration and badge creation
Analytics and management functions for controlling utilization
Pricing
No public information available.
8.
Kadence
Kadence is a workplace operations platform for businesses, designed to integrate people, spaces, and strategies in hybrid work environments. The solution includes booking desks and meeting rooms, visitor management, work schedules, team coordination, and event management. Additionally, Kadence offers space management and analytics with data on occupancy and usage for scenario and capacity planning. Integrations with calendar and collaboration tools, as well as mobile apps and AI-powered assistance, complete the offering.
Key features
Desk and Meeting Room Reservation
Interactive 2D Office Maps
Visitor and Guest Management
Usage and Utilization Analytics with insights into office occupancy, booking trends, and workspace usage.
Mobile App & MS Teams/Slack Integration
Pros
Very fast, lean performance in WordPress (loads only necessary CSS/JS per page, no heavy scripts)
Extensive feature set available for free: Header/Footer Builder, global colors and typography, responsive controls
Seamless Gutenberg integration with Kadence Blocks and AI Design Library for quick page creation
Powerful WooCommerce tools with Shop Kit: variation swatches, custom product templates, advanced reviews, size guides
Flexible layout control with Hooked Elements and Conditional Headers (Pro) for context-aware content
Pricing
Kadence offers offer-based pricing with two tiers: Standard for essential workplace features and Enterprise for custom requirements. Billing is per active user, with contracts running for at least twelve months and being billed annually; a monthly rate is provided for comparison only. Additional one-time fees may apply for setting up office layouts. The Enterprise package includes, among other things, enhanced reporting, custom onboarding, a dedicated Customer Success Manager, and a 99.9 percent uptime SLA.
9.
LIZ
LIZ Smart Office is a software solution for hybrid working that helps companies organize their workspaces and resources. Employees can easily book and manage workstations, meeting rooms, and parking spaces via 2D floor plans. The system integrates with popular tools like Outlook, Google Calendar, Microsoft Teams, as well as Zoom or Webex to seamlessly connect bookings and meetings. Additionally, LIZ offers features such as role and rights management, visitor management, and utilization analytics. Mobile apps and digital displays further simplify usage in daily office life.
Key features
Table and Meeting Room Booking
Parking Space Booking with Real-time Overview
Integration with Calendar and Collaboration Tools
Mobile App for Booking & Check-in
Visitor Management including Check-in Notifications
Pros
2D floor plan view for workspaces, rooms, and parking spaces
Direct integrations into calendar and collaboration tools
Granular rights and role management for departments and user groups
Mobile app and digital displays for bookings, check-in, and availability display
Pricing
LIZ offers four different pricing plans: Starter starting at approximately €1.99 per user/month, Basic starting at €2.89, Premium starting at €3.29, and Enterprise as a customized solution upon request. A free trial is available for 30 days.
10.
Office Space
OfficeSpace is a workplace management software designed for modern offices and hybrid working models. It offers features for space and occupancy management, desk sharing, and room reservations with interactive floor plans. Additionally, the solution supports visitor management, move planning, service requests, and utilization analytics. Mobile apps and integrations such as calendars and SSO streamline implementation and usage within the company.
Key features
Desk and Meeting Room Reservations
Interactive 2D Maps
Visitor Management with Document Signing
Reporting and Workspace Analytics
Pros
All-in-One Platform: Desk and Room Booking, Visitor Management
Deep integrations including bookings directly in Teams/Slack
Detailed real-time occupancy
Intuitive mobile app
Pricing
No public information on pricing available.
Officely
Officely is a Slack and MS Teams-based solution for organizing hybrid offices and team presence. Users can plan and announce office days, as well as flexibly reserve desks. Features include occupancy and capacity management, seating plans and areas, check-ins, and automatic reminders directly in Slack. Reports and utilization analyses assist in optimizing office spaces across multiple locations.
Key features
Desk and Hot Desk Booking
Meeting Room and Resource Management in Slack and Microsoft Teams
Parking and Space Management
Attendance Overview and Daily Check-ins
Usage and Occupancy Analytics
Capacity and Floor Plan Management
Notification and Smart Scheduling Features
Pros
Fully operable in Slack and Microsoft Teams
One-click desk and attendance booking
Deep integrations (calendar, access control, SSO)
Occupancy and attendance analytics
Quick setup and fair pricing, free up to 5 users
Pricing
Officely relies on user-based, tiered subscriptions with monthly or annual billing. The basic plan is designed for smaller teams, while higher tiers expand the range of features with things like detailed booking rules, integrations, and reporting. Prices are calculated per active user and usually decrease with annual payment. Typically, there is a free trial period available. Depending on needs, add-ons and support services may incur additional costs, which means the total costs can vary with team size and requirements.
Why should you compare desk sharing software?
Every organization has unique requirements for their desk sharing concept and workspace management. A comparison of different providers can help find a solution that fits your key requirements optimally:
Advanced Function Needs: Companies that wish to manage not only desk bookings but also rooms, events, or visitors can benefit from desk sharing solutions that go beyond classic features and enable comprehensive space management.
Booking Logic & Processes: If you value approval workflows, custom forms, or public booking pages with payment options, you should select systems that offer flexible desk sharing processes and customizable booking rules.
Integrations & Interfaces: Depending on which HR, identity, or collaboration tools are already in use, a desk sharing software with broad API and integration support is ideal for seamlessly connecting existing systems.
Price-Performance & Support: A targeted comparison helps you find the best balance of functionality, user-friendliness, and support, ensuring that your desk sharing system remains scalable in the long term.
Data Protection & Hosting: GDPR compliance, data sovereignty, and hosting locations are key selection criteria. Companies that prioritize European servers and high security standards should carefully examine which desk sharing providers meet these requirements.
Find the desk sharing software that suits you best
You now have an overview of the best Desk Sharing Systems 2025, use it to plan your next steps. Make an initial decision on which tools best fit your company, and then book a trial or demo of your favorites.
This way, you'll quickly find out which solution truly integrates seamlessly into your work routine. If you're looking for a flexible, user-friendly, and GDPR-compliant solution, it's worth trying out anny, modern, intuitive, and perfect for hybrid workplaces.






