In the morning, a lawyer works on a brief; at noon, she consults with her assistant; and in the afternoon, she meets with a client. Meanwhile, a colleague from another branch arrives at the office for a joint meeting. Both need a suitable workspace—but not necessarily the same type of room.

Desk sharing in law firms must accommodate these diverse needs. A space for research, a quiet office for confidential calls, and a meeting room all serve very different purposes. A booking overview only truly helps when it makes it easy to see which area is best suited for the planned task.

This article compares five booking solutions tailored for different law firm structures. We'll focus on the organization of shared workspaces, features designed for daily law firm operations, and costs. The numbering is simply for guidance and does not represent a ranking.

What is desk sharing software for law firms?

Desk sharing means that multiple employees share workstations at different times. Instead of permanently assigning each desk to a single person, the firm makes a portion of its workspaces available for shared use. Desk sharing software organizes these reservations and shows which workspaces are available and when.

The term "desk booking" refers to the actual act of reserving a spot. Hot desking is often used for a flexible choice of workspace without a fixed personal desk. In practice, these terms overlap; what matters most is whether the system supports your specific workflows.

A firm can easily combine fixed and flexible workspaces. For example, one team can keep a permanently assigned area, while other workstations are bookable for part-time staff, research assistants, or visitors from other locations. Implementing a shared-desk concept doesn't mean you have to get rid of all individual offices!

The software perfectly mirrors your organization's setup. However, practical details—like ensuring a room is soundproof, files are stored securely, and the right equipment is in place—will still need to be managed on-site.

Why should you compare desk sharing software for law firms?

A free workstation is not automatically the right one in everyday law firm life. An open team workspace might be unsuitable for a longer confidential call. On the other hand, for a short-notice client meeting, what matters is whether a suitable meeting room is available and whether the colleagues involved are working at the same location.

That is why a comparison along concrete workflows is highly worthwhile: Who is allowed to book which areas? Can an assistant take over bookings? How are short-notice changes handled? What information is visible to other employees? Providers should be able to answer these questions based on their current solution.

Additionally, there are differences in integrations and pricing. Integrating with Microsoft Teams does not automatically replace every desired Outlook function. Likewise, prices per user and prices per resource are difficult to compare without a common quantitative framework.

For your decision, the advantages and potential disadvantages of the working model should also be transparent. Desk sharing can greatly facilitate the planning of changing attendances and the utilization of existing office space. On the flip side, unclear rules, lack of storage space, or long searches for a seat can cause extra effort. This is why the right software is a key part of a well-thought-out law firm concept.

What requirements must desk sharing meet in law firms? Discover how anny can help.

Confidential Work and Suitable Spaces

Distinguish in your space concept between open workstations, quiet private offices, and meeting rooms. Check whether the required room types, equipment, and booking permissions can be mapped clearly and intuitively within the system.

When booking, use labels that are as neutral as possible. For desk bookings, client names, file numbers, or case details are generally not required for organizational purposes. Additionally, the visibility of room calendars should match the intended user group.

Collaboration Between Attorneys and Assistants

Proximity to support staff can often be more important than a specific desk. Therefore, test how a team can find spaces in the same area and whether the solution supports booking on behalf of other people.

Also consider onboarding: trainees and new employees should easily be able to see which area their team is working in. At the same time, you need reliable rules for short-notice meetings, changes, and desks reserved for specific tasks.

Clean Desk Policy and Equipment

A Clean Desk Policy should clearly explain how a shared workstation is to be left: documents belong in designated storage, personal items must be removed, and the space must be ready for the next person to use.

Before launching, also check monitors, docking stations, telephony, and ergonomic settings. Switching desks shouldn't require a new technical setup every time. Equipment and working conditions are just as important to your requirements checklist as the booking features themselves.

GDPR and Information Security

A booking can contain personal data regarding presence and working location. When choosing a system, questions about visibility, roles, data deletion options, data processing agreements, hosting, and subcontractors are highly relevant. Be sure to involve your data protection and IT officers early on.

Ask for details on hosting locations and current security certifications. For ISO 27001 certifications, it's worth taking a close look at the scope: which organization and which services are covered? In addition, your IT team should review how the planned access and data privacy rules can be practically implemented.

Locations, Calendars, and Mobile Booking

An office visit should be plannable before arrival. Test how easily employees can switch between offices, see available spaces, and book on the go. For law firms with multiple branches, it also matters who manages local updates and which settings are managed centrally.

The Top 5 Desk Sharing Providers for Law Firms Compared

The following providers are listed in alphabetical order. The decisive factor for your choice is which solution best supports your specific combination of individual work, assistant support, and client meetings.

Provider	Approach for Law Firms	Starting Price
1. anny	Workplace and meeting room scheduling from a single source – with development and hosting in Germany, plus ISO 27001 certification	From $2 per resource per month
2. Archie	Coordinate team closeness and attendance via office floor plans and weekly overviews	Desk Booking Starter from $159 per month
3. Envoy	Book desks, meeting rooms, and parking spaces with flexible timing	Reservations: $5 per resource per month billed annually, plus platform fee
4. Robin	Map permanently assigned and shared spaces in a hybrid office model	Quote on request
5. Seatti	Integrate bookings smoothly into daily law firm routines powered by Microsoft	Workspace Essentials from €1.90 per user per month

A fair comparison requires more than just the entry-level price: make sure to calculate resources, users, locations, and any required add-ons identically for all offers. Prices in USD have not been converted to Euros.

1. anny

With anny, your firm can effortlessly organize desk bookings for employees and meeting room reservations on the very same platform. This is incredibly helpful when a cross-location team comes together for a client meeting and needs both a conference room and workspace nearby.

When it comes to internal compliance and security checks, anny delivers peace of mind: the solution is fully developed and hosted in Germany, and the company is ISO 27001 certified. Combined with its smart resource-based pricing, this makes it a fantastic, secure package for law firms that want to evaluate booking organization and information security hand in hand.

Key Features

Interactive 3D office map for employees to select their favorite desks and rooms.
Weekly planner to coordinate planned office and remote days with ease.
Centralized management of various bookable resources.
Smooth integration with Microsoft 365 and Google Workspace to book directly within your existing workflow.
AI Chat for booking requests in plain language: anny AI finds and reserves the perfect workspace for you.

Pros

Centralized booking of desks and meeting rooms for the entire law firm routine
Friendly, personal support from Germany
Development and hosting in Germany
ISO 27001-certified information security management
Resource-based billing, completely independent of your head count
Super simple booking via Microsoft 365 or the smart AI Chat

Pricing

Getting started with anny is easy, with prices starting at $2 per resource per month. For your law firm's calculation, this means you only pay for the number of bookable workstations. Simply add any additional resources and your desired feature set to tailor the perfect budget.

Best Suited For

Law firms with hybrid schedules and regular meeting needs that want to solve both challenges in one central place, while placing a high value on European hosting, secure development, and verified compliance standards.

2. Archie

Archie combines visual desk booking with a clear overview of the planned workweek. This makes coordination a breeze when lawyers and assistants are planning their shared office days.

Key Features

Office floor plans with a colleague finder and weekly overview.
Booking on the go via browser or mobile app.
Quick check-ins via QR code and smart seat assignment.
From Pro: multiple locations, Teams and Outlook booking, plus SSO and SCIM.

Pros

Teams can easily align their planned attendance when choosing their desks.
The visual map view helps team members navigate less familiar office areas.
The Pro plan adds great features for branches and centralized user management.

Pricing

The Desk Booking Starter plan is available from $159 per month, and the Pro plan starts at $249 per month. The Starter plan covers one location, while Enterprise plans are calculated individually. Be sure to clarify your required resource volume and room booking options in your quote request.

Best Suited For

Firms that want to prioritize team coordination and highly visual desk selection; the Pro plan is particularly worth considering for multi-branch organizations.

3. Envoy

Envoy Reservations brings the booking of desks, rooms, and parking spaces together in one place. For law firms, its flexible scheduling is a major highlight: you can easily block out a desk just for the hours between two client appointments.

Key Features

Hourly and multi-day reservations for maximum flexibility.
Mobile booking and real-time availability shown on maps.
Automatic desk release if a user fails to check in.
Privacy settings and details on desk equipment.

Pros

Different lengths of stay are easily accommodated in the booking system.
Desks, meeting rooms, and parking spaces can all be mapped out within the platform.
Reminders and auto-releases help free up unused desks for other colleagues.

Pricing

According to the pricing overview, Envoy Reservations costs $5 per bookable resource per month, billed annually. Please note that a platform fee is added, so the resource price alone does not reflect the total cost. Additional modules should be requested separately in your quote.

Best Suited For

Firms with highly dynamic schedules and multiple resource types that want to implement structured booking rules and automated check-ins.

4. Robin

Robin is well worth a look for law firms where private partner offices and shared desks exist side-by-side. The product handles both fixed assignments and flexible hot-desking, topped off with smart space planning tools.

Key Features

Map-based booking of various workspace types.
Permission settings and preferred booking options.
Reservations on the go via mobile or directly through Teams, Outlook, and Slack.
Planning tools for seating neighborhoods and office moves.

Pros

A hybrid office concept can be managed without having to switch entirely to hot-desking.
Neighborhood planning is incredibly helpful when establishing new practice groups or moving offices.
Employees can use their preferred booking channels to match their unique way of working.

Pricing

Pricing is compiled on request. Robin works with annual billing; a general entry-level price is not publicly listed. We recommend requesting a breakdown based on your required features and any potential hardware integration.

Best Suited For

Larger law firms planning to expand their offices while balancing fixed room assignments and shared, collaborative spaces.

5. Seatti

With Seatti, the focus is squarely on deep integration into your Microsoft workflow. If your firm already uses Teams for daily collaboration, having workspace booking built right into it offers an incredibly familiar and friendly start.

Key Features

Desk and parking space booking directly within the workspace tool.
Full Microsoft Teams integration already included in Workspace Essentials.
From Workspace Pro: meeting rooms, advanced booking rules, and Outlook integration.
Optional Office Intelligence add-ons to analyze actual space utilization.

Pros

Bookings can be made directly within your existing Teams app.
Additional room booking features can be added modularly to fit your office's needs.
In-depth analytics can be calculated separately from the core booking module.

Pricing

Seatti offers Workspace Essentials starting from €1.90 per user per month, and Workspace Pro starting from €2.90. Enterprise plans require a custom quote. If you need Office Intelligence, remember to factor this separate module into your budget.

Best Suited For

Firms whose internal collaboration revolves entirely around Microsoft 365 and who want to keep their desk bookings as close to this familiar environment as possible.

How do I choose the right provider for my needs? Let's find your perfect match on anny!

A solid decision comes from a shared set of requirements and two comparable pilot projects.

Define requirements: Work with law firm management, IT, data protection, and employee representatives to capture the must-have and nice-to-have criteria. This includes suitable workspace types, booking rights, assistant workflows, integrations, mobile usage, support, and total costs. Define in advance which criteria are particularly important.
Select two providers: Use demos for pre-selection and arrange a pilot project with each of the two matching providers. Both tests should cover the same workflows and comparable areas. Running the pilots sequentially avoids competing reservations for the same spaces.
Involve two to three teams: For example, choose a legal team with changing client appointments, an administrative support group, and research associates with fixed in-office days. Ideally, the same people should test both systems. Plan enough time for typical client meetings, team days, and last-minute changes.
Run through real-world scenarios: A colleague bookings a spot for a visit to another branch. An assistant organizes the necessary resources for a shared meeting. One team finds desks close to each other, while another person needs a quiet workspace. Be sure to also test cancellations and mobile usability.
Compare feedback and results: Gather the same feedback after each pilot: Was the right workspace easy to find? Were the booking rights clear? Which steps took up too much time? Supplement the user feedback with setup time, administrative effort, support quality, and the technical review. Then, compare the proposals on the exact same calculation basis.

Make your decision based on these results and plan a step-by-step rollout. Training, clear contact persons, and easy-to-understand rules for booking are all key to a successful launch. If you have a works council, be sure to involve them early in the design process.

Bottom line: Desk sharing thrives with the right concept for your firm

Successful desk sharing in law firms begins with the question of which work should take place in which location. Flexible workstations, fixed team assignments, and spaces for confidential conversations can complement each other. The right software makes this organization clear for employees and easy to book in their daily routine.

If your law firm wants to organize workstations and meeting rooms together in the future, anny should definitely be on your shortlist. The combination of resource-based billing, German hosting, and certified information security management can be tested in a pilot project based on your functional and technical requirements. Prices start at $2 per resource per month.

Discover desk sharing with anny and book your demo today. Bring your list of requirements and typical booking workflows to see exactly how the solution works for your firm.

FAQ: Desk Sharing in Law Firms

Is desk sharing also possible with private offices?

Yes, absolutely! A law firm can allocate individual offices on a rotating basis while assigning others permanently. The key is to ensure that usage rules, equipment, and access permissions perfectly align with your intended working model.

Which law firms benefit most from desk sharing?

It is a fantastic solution for firms with flexible office days, part-time models, or multiple locations. Whether the model is right for you depends on actual attendance, tasks, and available space—there is no fixed minimum size required to make it work beautifully!

How do you protect confidential information at shared workstations?

Crucial organizational steps include providing suitable spaces for private conversations, secure storage for documents, and clear clean-desk policies. Additionally, booking data and calendars should only display the necessary details. The specific implementation should always be part of your internal privacy and security review.

Do all employees have to give up their permanent desks?

Not at all! A hybrid model can easily combine permanent desks for specific roles with flexibly bookable workspaces. We recommend running a pilot phase to see which setups work best for your team's collaboration and daily comfort.

How much does desk sharing software cost for law firms?

anny starts at $2 per resource per month. Other providers charge per user or offer custom pricing. For a clear comparison, simply look at the number of bookable resources, your user count, and the specific features you need.

Discover and Stay Informed

Research status: September 25, 2026.

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., provider website, user reviews on Capterra and G2, price lists, and feature overviews). Feature set, pricing, user-friendliness, integration, support, and mobile usability were considered for the selection of providers. The providers are listed alphabetically.

For this article, official product and pricing pages in particular were analyzed. This is not an independent product test. The industry-specific recommendations are our own assessment; they do not imply that every provider supports all described law firm scenarios without additional configuration. Prices and package components are subject to change.

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