Amira van Weegen
Junior Marketing Manager
November 14, 2025
The Costs of Desk Sharing Software 2025
4 min
Pricing Models for Desk Sharing Software
The right desk sharing software helps companies utilize their office spaces efficiently and implement hybrid work models optimally. Employees can flexibly book desks, rooms, or other resources according to their needs and presence in the office. This not only increases office efficiency but also boosts team satisfaction.
In this article, you'll learn about the costs associated with desk sharing software, the features that really matter, and how different pricing models differ. The focus is particularly on user-based and resource-based pricing, two models that help companies tailor their booking systems precisely to their structures and budgets.
The key points at a glance
Efficiency: Desk sharing software optimizes the use of office space and supports hybrid work models.
Features: Central features include workplace bookings, room reservations, and attendance management.
Cost models: Depending on the needs, providers offer user-based or resource-based pricing models—each offering different benefits for various company sizes.
The Growing Market for Desk Sharing Software
The market for Desk Sharing Software has experienced significant growth in recent years, driven by the trend towards hybrid work models and the increasing importance of efficient office space utilization. Businesses of all sizes face the challenge of designing workplaces flexibly, optimizing costs, and at the same time offering employees more freedom in choosing their workplace.
Modern providers like anny offer smart tools that make it easy and intuitive to book workstations, meeting rooms, and parking spaces. Employees can see at a glance which resources are available and can plan their workday flexibly. This saves time, reduces vacancies, and boosts productivity in everyday office life.
A central component of many desk sharing solutions is also the analysis of office occupancy. This provides companies with valuable data on how their spaces are used, such as which areas are particularly heavily or lightly frequented. Based on this, they can make targeted adjustments, such as reducing unused workplaces or creating additional meeting zones. The result: better space utilization, lower costs, and happier employees.
The growing demand for desk sharing software shows that flexibility and efficiency are key factors in modern work environments. Especially in the context of hybrid work, this technology enables a seamless connection between the office and home office, laying the foundation for future-proof workplace strategies.
Pricing of Desk Sharing Software
Pricing for Desk Sharing Software varies by provider and often follows two common models: user-based pricing and resource-based pricing. Both approaches have their benefits; it's crucial to determine which model fits better with the unique organizational structure and workflows of a company.
User-Based Pricing - Suitable for Smaller Teams with Stable User Numbers
With user-based pricing, the cost is determined by the number of active users or licenses. Companies pay per registered employee who uses the software. This model offers transparency and can be particularly suitable for smaller teams or organizations where team sizes remain constant.
A key advantage lies in the straightforward calculation: companies know exactly how many individuals are using the software and can plan their costs accordingly.
However, this model quickly encounters limitations if teams grow or hybrid working patterns change. As employees often move flexibly between office and home office, the number of registered users can fluctuate significantly from month to month. In such cases, user-based pricing can quickly become more expensive and less flexible.
Resource-Based Pricing - Maximum Flexibility for Dynamic Work Environments
Resource-based pricing sets costs based on the available resources, such as the number of desks, meeting rooms, or parking spots. Companies pay only for what they actually manage and need.
Especially in modern, hybrid work environments, this model has proven to be particularly flexible, transparent, and cost-efficient. Many companies today have more employees than physical workspaces, a deliberate strategy to optimize office space and prevent vacancies.
With a resource-based pricing model, companies pay not per user but only for the actual available workplaces or rooms. This means: even if 100 employees use the system, but only 40 workplaces are actively managed, costs arise only for these 40 resources. This significantly reduces monthly total costs and keeps the system fully scalable as additional spaces or rooms are added.
Costs for Desk Sharing Software
The cost for Desk Sharing Software can vary greatly depending on the chosen pricing model and the specific requirements of the company. An example of pricing at anny is as follows:
Prices start at 2 euros per month per resource.
A resource could be, for example, "Office Berlin."
Within this resource, there are several child resources, such as individual desks.
These child resources also cost from 2 euros per month.
This flexible pricing allows companies to tailor costs precisely to their needs and pay only for the resources they actually use. This can be especially advantageous for smaller teams or companies with varying workloads, as it enables them to manage their expenses efficiently.
Cost example: Costs for different numbers of workstations
To better illustrate the costs, we have created a table showing the monthly costs for different numbers of workstations at a price of 2 euros per workstation:
Number of Workstations | Price per Workstation (€/Month) | Total Cost per Month (€) | Total Cost per Year (€) |
|---|---|---|---|
50 | 2 | 100 | 1,200 |
100 | 2 | 200 | 2,400 |
1,000 | 2 | 2,000 | 24,000 |
2,000 | 2 | 4,000 | 48,000 |
*Note that prices can vary depending on the chosen package, contract duration, and number of locations. Click here for an overview of anny's pricing.
This overview shows that companies of any size can accurately calculate costs through flexible pricing. Depending on the number of workstations needed and actual usage, expenses can be optimally adjusted.
Implementation and Use of Desk Sharing Software
The successful implementation of desk sharing software is a crucial factor for improving office efficiency and employee satisfaction. A well-planned introduction ensures that the software is genuinely used and seen as an asset in everyday life, not as an additional obstacle.
Introduction Process: Acceptance and Integration as Keys to Success
The introduction process should be structured and participatory. It is advisable to involve employees from the start to create acceptance and trust. Those who understand the benefits and can help shape the solution are more likely to actively use it later.
Another success factor is the technical integration into existing systems. A modern desk sharing software should seamlessly integrate with tools like Microsoft Teams, Outlook, or Google Workspace so that bookings can be made directly in the familiar work environment.
An important aspect is also close collaboration with the software provider to ensure all integrations run smoothly and individual requirements are taken into account.
Accompanying training and support offerings are essential: They help to communicate functions clearly, resolve questions, and maintain a high rate of use in the long term. This way, desk sharing is introduced successfully both technically and culturally.
Key Features of Modern Desk Sharing Software
For successful use, the key features of a desk sharing software are crucial. They enable companies to manage their office spaces efficiently, support hybrid work models, and provide employees with a seamless booking experience.
The most important features include:
Workplace and Room Booking: Employees can flexibly book desks, meeting rooms, or other resources. A clear calendar or map view shows which workplaces are available, simplifying daily planning.
3D Maps: Through a digital twin of the office, employees can quickly find their way around and see where others are located.
Calendar and Tool Integrations: A modern desk sharing software integrates seamlessly into existing systems like Microsoft Teams, Outlook, or Google Calendar, allowing bookings to be made directly through familiar tools.
Occupancy Analysis and Reporting: Through detailed statistics, companies can track the actual use of their office spaces. This helps identify unused resources, optimize occupancy, and reduce office costs in the long term.
These features form the foundation for efficient and transparent workplace management. Companies benefit from better space utilization, more satisfied employees, and a work environment that optimally adapts to the needs of modern, hybrid work models.
Desk Sharing Software 2025: How to Save with the Right Pricing Model
The shift towards hybrid work models has fundamentally changed the requirements for office spaces and workplace organization. Desk-sharing software is no longer a nice-to-have, but a strategic tool to utilize resources efficiently while providing flexibility for employees.
The resource-based pricing model, in particular, emerges as a future-proof solution: It adapts to real conditions when there are more employees than workplaces available, thus ensuring plannable, fair, and scalable cost structures.
For companies to fully exploit the potential of these solutions, a well-thought-out implementation, active employee involvement, and a seamless integration into existing tools are required. If successful, a system is created that not only reduces costs but also sustainably improves the usage, collaboration, and satisfaction in everyday office life.
Make your office smarter: book your free demo from anny and see how simple and cost-effective desk sharing can be.
Frequently Asked Questions: Pricing of Desk Sharing Software
What are the main benefits of Desk Sharing Software?
Desk Sharing Software helps you manage workspaces efficiently, optimizes the use of office space, and boosts team satisfaction. This way, you can get more out of your work environment!
How does user-based pricing work?
With user-based pricing, you pay according to the number of active users, offering you a flexible cost structure. The price easily adjusts to your number of users.
How does resource-based pricing work?
With resource-based pricing, you pay not per user, but per resource actually used, for example, per workspace, room, or parking space. This keeps costs transparent and manageable. If your company has more employees than workspaces, this model is especially efficient because you only pay for the resources that are actually available, rather than for all user licenses.
How much does Desk Sharing Software cost?
The cost of Desk Sharing Software can vary greatly, but at anny, prices start as low as 2 euros per month and resource. This is a good starting point to assess what best fits your company.
How can I ensure the optimal use of Desk Sharing Software?
To ensure the optimal use of Desk Sharing Software, it's important to integrate the software well into existing systems and offer training for employees. Additionally, all features such as desk booking and room reservations should be used efficiently.
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