Amira van Weegen
Junior Marketing Manager
August 28, 2025
Desk Sharing Software: The Complete Guide to Flexible Workplace Solutions 2025
5 min.
What is Desk Sharing Software and why is it essential for modern businesses?
Desk Sharing Software is a digital solution that helps companies manage and utilize workspaces flexibly and optimally. In this guide, you will learn what Desk Sharing Software is, why it is important, and how to choose the best solution for your company.
This comprehensive guide covers all important aspects: from basic definitions, selection criteria, to top providers in 2025, and practical implementation. You will receive actionable information for decision-makers and IT managers who want to optimally support hybrid working teams.
Desk Sharing Software fundamentally differs from traditional Hot Desking due to its structured booking system. While Hot Desking operates on a "first-come, first-served" basis, modern Sharing Software allows the reservation of workspaces in advance via apps or web portals.
Understanding Desk Sharing Software: Key Concepts and Important Terms
Basic Definitions
Desk sharing software is a specialized category of digital workplace management solutions that assists companies in booking and managing office spaces. Unlike fixed workspace assignments, it enables flexible work models through a centralized booking system.
Overview of Related Terms:
Hot Desking: Workspace sharing without prior reservation
Workplace Management: Comprehensive management of all office resources
Hybrid Work: Work model alternating between office and home office presence
Activity-based Working: Choosing a workspace based on upcoming tasks
The software differentiates itself from traditional facility management systems by being specifically tailored to the needs of flexible work models and providing employees with direct access to workspace booking.
Functional Connections
Desk sharing software forms the core of modern hybrid work models. It integrates various enterprise systems:
Integration with Microsoft 365 and Google Workspace: Calendar synchronization and automatic booking confirmations
Connection to HR Systems: Automatic user provisioning and department assignments
Communication Tools: Seamless integration into Microsoft Teams, Slack, and other collaboration platforms
Why Desk Sharing Software Will Be Essential in 2025
The importance of desk sharing software is supported by concrete numbers: According to CBRE, the average office occupancy is only 35% on a typical workday. Companies with hybrid work models can reduce their rental costs by 20-40% through the use of appropriate software.
Specific benefits for your business:
Cost savings: Reduction of office space through optimized usage
Employee satisfaction: High acceptance rate with correctly implemented systems
Compliance: Automatic contact tracing and capacity management
Sustainability: Reduced energy consumption through demand-driven office usage
Comparison Table: Key Features of Leading Providers
Provider | Pricing | 3D Map | Outlook & MS Team Integration | Support |
|---|---|---|---|---|
anny | From €5 per resource/month | ✅ | ✅ | 24/7 chat support, extensive help center, email, phone |
deskly | Approx. €1.65 per user/month | ➖ | ✅ | Email, live chat & phone |
deskbird | Approx. €2.80 per user/month | ➖ | ✅ | Chat & phone |
Envoy | Approx. €3 per user/month | ➖ | ✅ | Support via live chat & email |
PULT | From €1.90 per user/month | ➖ | ✅ | Varies by package |
*All information according to the provider's website (as of September 2025)
Why anny is the ideal desk sharing software for your company
anny offers a modern, user-friendly Desk Sharing Software that is specifically tailored to the requirements of hybrid work models and New Work. With anny, not only workspaces but also meeting rooms and parking spaces can be booked easily and flexibly - all through an intuitive interface.
An overview of the advantages of anny:
Easy to Use: Intuitive search and booking of workspaces and meeting rooms
Flexible Booking Options: Hourly or daily bookings, team reservations, and recurring appointments
Integration: Seamless connection with Microsoft Teams, Outlook, and other collaboration tools
Transparency and Control: Clear dashboard with real-time occupancy information
GDPR-compliant and Secure: Local data processing in the EU with high data protection standards
Support Team: Personal assistance from a German-speaking support team
Step-by-step guide to choosing the right desk sharing software
Step 1: Needs Assessment and Defining Requirements
First, systematically determine your specific needs:
Quantitative Factors:
Total number of employees and expected users of the software
Number of available workspaces, meeting rooms, and parking spaces
Planned office presence as a percentage (typically: 40-60% for hybrid teams)
Technical Requirements:
Existing IT systems: Office 365, Google Workspace, SAP, etc.
Desired integrations: Calendar, Slack, Microsoft Teams, HR systems
Mobile requirements: iOS/Android apps, QR Code check-in
Security requirements: GDPR, data protection, local data processing
Functional Requirements Checklist:
✅ Intuitive booking of workspaces via app
✅ Automatic check-in/check-out functions
✅ Dashboard for utilization analysis
✅ Booking of meeting rooms and parking spaces
✅ Capacity management and distancing regulations
Step 2: Vendor Selection and Test Phase
Evaluation Criteria for Software Demos:
User-friendliness: Can a new user quickly and easily book a workspace?
Response Time: Does the app/website load quickly enough for daily office use?
Support: Does the provider offer excellent support?
Customization: Can the software be adapted to your office layout?
Recommended Test Phase:
Duration: 2-4 weeks pilot project with 10-20 test users
Test Scenarios: Spontaneous bookings, team bookings, cancellations
User Groups: Involve different departments and IT affinity levels
Metrics: Document booking rate, user satisfaction, technical issues
Step 3: Implementation and Success Measurement
Best Practices for Launch:
Communication: Transparent information about benefits and changes in the work environment
Training: 30-minute sessions for all user groups
Gradual Introduction: Start with one department, then gradually expand
Change Management: Feedback channels and continuous improvement
KPIs for Success Measurement:
Booking Rate: Target 70-85% of available workspaces
User Satisfaction: Regular surveys (target: >80% satisfaction)
Utilization: Optimal office usage between 70-90%
Cost Savings: Reduction of office space measurable after 6-12 months
Avoid Common Mistakes When Choosing Desk Sharing Software
Error 1: Neglecting user-friendliness in favor of extensive features Many companies choose software with hundreds of features that are too complex for everyday use. An intuitive user interface is more important than an overloaded dashboard.
Error 2: Inadequate consideration of data protection and GDPR requirements Desk sharing software processes personal data such as attendance times and contacts. Ensure EU-based data processing and transparent privacy policies.
Error 3: Lack of integration into existing systems like Microsoft Teams or Slack Isolated solutions lead to low user acceptance. The software should seamlessly integrate into the existing work routine.
Pro Tip: Always start with a 4-6 week pilot project with a small but representative user group before rolling out the software company-wide. This allows you to identify problems early and optimize the configuration.
Conclusion: Key Insights for Your Decision
Desk sharing software is essential for companies with hybrid work models in 2025. The technology has evolved from simple booking tools to comprehensive workplace management solutions, enabling measurable cost savings and higher employee satisfaction.
The five key insights:
User-friendliness over feature variety: An intuitive operation is more important than extensive feature lists.
GDPR compliance is mandatory: German providers like anny and PULT offer legally compliant solutions with local support.
Integration determines success: Seamless integration with Microsoft Teams and existing systems is critical.
ROI within 6-12 months: Cost savings through optimized office space utilization quickly amortize the investment.
Change management is key to success: Pilot projects and training ensure high user acceptance.
Your next step: Start with a free trial period at anny and other selected providers. Focus on solutions that meet your specific integration requirements and are proven to be GDPR compliant. A 4-week pilot phase with a representative user group gives you the necessary confidence for a successful company-wide rollout.
Would you like to learn more about anny? Book a free demo with our sales team now. Also, get an initial look at anny here:
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